The Situation
A county district attorney’s office has very specialized needs for the security of and access to highly sensitive legal documents. In order to meet government standards and requirements, they needed professional assistance monitoring and verifying the security of these files, as well as consistent control and tracking of authorized access to the files.
The Challenge
This government agency needed to:
- Store boxes of hard copy records in a secure environment, monitored by video cameras
- Keep accurate inventory of stored records
- Seal boxes after inventory, and reseal every time a file is accessed from a storage box
- Insert incoming correspondence into appropriate folders
- File all additional incoming correspondence unrelated to existing files
The Solution
HealthSERVE Records Management met these challenges by:
- Creating an inventory and index of all files in over 6,000 boxes of hard copy documents
- Pulling, re-filing and storing all documents according to specific security requirements
- Filing all incoming correspondence in an appropriate folder or batch
- Querying all incoming correspondence to determine if a related folder exists; if no folder exists, index to batch and file
The Results
HealthSERVE Records Management helped this government agency to:
- Streamline their process for ordering files from storage by accessing deliverExpress®, our online ordering system that provides a view of the database case files and correspondence available to be ordered
- Rapidly retrieve correspondence related to specific case files
- Query all folders created for any related correspondence in batched files
- Have all incoming correspondence inserted into related folders
- Meet criteria for destruction of authorized files by confidential, secure shredding
- Retain a list of files and certificate of destruction for any destroyed files