ORANGE COUNTY SOCIAL
SERVICES ENHANCES EFFICIENCY
AND SERVICE DELIVERY WITH
DAIDA’S DOCUMENT SCANNING
SOLUTIONS
CLIENT BACKGROUND:
Orange County Social Services Agency provides medical, food, work, family, and general assistance to residents in need. The agency had two primary challenges: digitizing millions of existing paper case files and efficiently managing the intake of thousands of new forms each month.
SUMMARY:
Orange County Social Services Agency partnered with Daida to address inefficiencies in their paper-based systems. By outsourcing the digitization of existing case files and implementing a centralized intake system for new documents, the agency reduced costs, improved access to information, and accelerated service provision to the community.
THE CHALLENGE:
The agency’s Assistance Programs Division had 9.6million pages of existing client case files that were not available in digital form, while the Family Self Sufficiency Division had over 20million pages of closed files requiring digitization. Additionally, state law mandated that new information be processed and available to caseworkers within 48hours of receipt, leading to a decentralized and costly intake process across eight offices.
THE SOLUTION:
Daida proposed a two-pronged approach to address Orange County Social Services Agency’s docu- ment challenges. First, Daida converted 9.6million pages of client cases and 21million pages of CalWORKS case files into digital images. Second, Daida established a centralized mail/data center to manage the daily scanning of over 80,000images from new aid forms, reducing the intake process from eight centers to one.
IMPLEMENTATION:
Daida handled case file preparation, scanning, indexing, and quality assurance for the digitization of existing case files, delivering imaged data nightly on USB drives to the agency. The files were then uploaded to the agency’s OnBase system. For the ongoing intake of new forms, Daida’s scanning specialists utilized best-of-breed hardware and software to maximize performance, scalability, and security. All work was completed in compliance with relevant confidentiality and data protection regulations
RESULTS:
New intake process often completed within 24hours
Reduced number of intake centers from 8 down to 1
Improved access to information for caseworkers
Enhanced efficiency through refined workflow processes and automation
Accelerated service provision to community members in urgent need of government assistance
Compliance with state law requiring information processing within 48 hours of receipt
Centralization of document intake, scanning, and management, leading to increased cost-effectiveness
Streamline your government agency's document management processes with Daida's innovative scanning solutions!
Our expert team can help you digitize existing case files, establish efficient intake systems, and improve overall efficiency and service delivery. Contact Daida today to learn how we can support your agency’s transition to a more effective, cost-efficient, and responsive document management environment.
