STAFFORD TOWNSHIP
CLIENT BACKGROUND:
Stafford Township sought an experienced records management partner to implement a township-wide document management solution that combined document conversion services with a secure cloud-based Enterprise Document Management System (EDMS). The Township also required an approved migration path that would allow permanent records to be destroyed following State approval. With archive storage at capacity, the Township needed a long-term solution to better manage records across multiple departments.
SUMMARY:
Stafford Township partnered with Daida to implement a township-wide records management initiative through secure document digitization and cloud-based document management. By digitizing more than 3 million documents, Daida helped modernize records management, streamline OPRA requests, reduce physical storage requirements, and improve operational efficiency across multiple Township departments.
THE CHALLENGE:
The Township had exhausted available archive storage space and relied on multiple employees to manage paper records spread across various locations. The majority of these records consisted of Clerk and Code documents. Stafford Township needed a secure, centralized records management solution that would reduce reliance on paper, improve OPRA response times, and provide fast access to records across the organization.
THE SOLUTION:
Daida’s Certified Document Imaging Architects partnered with Stafford Township and the State of New Jersey to deliver a turnkey records management solution. The project included secure boxing, transportation, document preparation, indexing, scanning, and quality assurance for more than 3 million images, all of which were uploaded into Daida’s cloud-based document management platform.
The solution established an approved migration path, enabling the Township to securely destroy eligible permanent records after State approval while providing fast, centralized access to digital documents.
IMPLEMENTATION:
Daida delivered a comprehensive township-wide records modernization initiative that included:
- Township-wide records management implementation
- Secure boxing and transportation of records
- Document preparation and indexing
- High-volume document scanning
- Quality assurance and validation
- Digitization of more than 3 million images
- Cloud-based Enterprise Document Management System (DocumentSync®)
- Approved migration path supporting certified records destruction
RESULTS:
Daida successfully digitized, indexed, and uploaded more than 3 million images into its secure cloud-based document management platform. Township employees can now retrieve documents in seconds instead of days, dramatically reducing the time required to fulfill OPRA requests. The initiative also freed valuable storage space, streamlined business processes, and allowed staff to focus on higher-value work rather than manual records management.
Digitized more than 3 million document images
Freed valuable archive and office storage space
Reduced document retrieval time from days to seconds
Improved operational efficiency across multiple departments
Streamlined OPRA request fulfillment
Reduced administrative workload by eliminating manual document searches
Implemented a township-wide cloud-based document management system
Created additional staff capacity for higher-value initiative
WHY PARTNER WITH DAIDA?
Decades of Expertise
For 60+ years, Daida has delivered trusted information management, document scanning, and business process automation solutions for clients.
Ironclad Security & Compliance
Daida brings broad experience in data security and compliance, helping organizations meet strict industry regulations and privacy standards.
Time & Space Savings
Daida reduces manual document processes, streamlines workflows, and reduces physical storage needs, giving teams more time and space to focus on higher-value work.
Dedicated Support
Daida provides responsive support throughout each engagement, helping clients move smoothly from planning through implementation and beyond.
National Reach
Daida serves organizations nationwide with responsive support, proven expertise, and document management solutions tailored to each client’s operational needs.
Ready to Modernize Your Municipal Records Management?
Daida helps municipalities digitize and centralize records, accelerate document retrieval, streamline OPRA requests, reduce physical storage, and improve efficiency across departments.
