Santa Clara County Microsoft SharePoint ECM Case Study

Santa Clara County Gains Efficiency—and Office Space—with KnowledgeLake Solution

Santa Clara County, California, home to Silicon Valley, wanted to modernize its legacy paper-based systems. It deployed a KnowledgeLake ECM solution on top of Microsoft SharePoint. With the solution, valuable office space once dedicated to filing cabinets has been reclaimed for offices, the county has better tools for disaster recovery, and streamlined workflows enable employees to help constituents more quickly and efficiently.

BUSINESS NEEDS

The County of Santa Clara, California, located at the southern end of San Francisco Bay, has a population of more than 1.8 million people. The county seat, San Jose, is the tenth most-populous city in the United States and one of the most affluent counties in the country.

The county is also home to Santa Clara Valley—otherwise known as Silicon Valley, for its high concentration of information technology companies. Despite the high-tech connotations of this region's nickname, the county government struggled with legacy paper-based processes. Paper documents filled filing cabinets, consuming valuable office space. Employees inadvertently created inefficiencies and redundancies by creating duplicate documents that were distributed to various offices via messenger services, which made it even more difficult to quickly find information.

These inefficiencies affected productivity in key county departments like the Employee Services Agency, which includes the Human Resources Department; the Probation department; and the Clerk of the Board, which manages and administers documents containing information that is routinely requested by citizens.

SOLUTIONS

The county decided to implement an enterprise content management (ECM) system starting with Microsoft SharePoint. During this process, Microsoft consultants recommended that the county consider a KnowledgeLake solution to run on top of SharePoint.

The county deployed the KnowledgeLake solution on top of SharePoint. Using KnowledgeLake, employees can now scan and index documents, process high-volume scanning jobs, and search, view, edit, index, and export documents.

The county used the broad range of KnowledgeLake capabilities (including optical character recognition (OCR) and indexing after scanning documents, tagging documents with meta tags to aid in searches, and creating electronic forms that can be uploaded into SharePoint from within Microsoft Office) to streamline document management, eliminating the need for many paper documents altogether.

As part of the implementation, the county integrated its new ECM tools with the K2 Blackpearl workflow engine.

“We knew we wanted third-party tools that were designed for and integrated seamlessly with SharePoint. KnowledgeLake met that requirement. The combination of SharePoint and KnowledgeLake provided us with a robust yet intuitive platform for collaboration and document management.”

-Ed Bagsik, Assistant Supervising Program Analyst, Santa Clara County

Santa-Clara-County-California

The County of Santa Clara, California, is located on the south end of San Francisco Bay. It’s a major center for the high-tech industry, and its population of about 1.8 million is one of the most affluent in the nation.

http://www.sccgov.org

California, United States

Government

Santa-Clara-County-California

“Searching for documents before could sometimes take hours if not days, assuming the document could be found. Now it just takes seconds. That lets our staff concentrate on providing more valuable services to the public.”

-Ed Bagsik, Assistant Supervising Program Analyst

"By scanning and storing documents online using the KnowledgeLake solution, we have a much better chance of quickly restoring documents so we can get back to serving our constituents faster.”

-Ed Bagsik, Assistant Supervising Program Analyst

BENEFITS

Increased Visibility into Work Processes

By scanning and storing documents online, the organization can take advantage of visible audit trails. The solution has also greatly simplified business processes by making it easy to store and find documents in one location--reducing the chance for unnecessary document duplications.

Faster Searches

When scanning documents using KnowledgeLake, county employees can take advantage of OCR and indexing, which helps expedite document searches inside SharePoint.

Reclaimed Office Space

Implementing a KnowledgeLake ECM solution on top of Microsoft SharePoint has allowed the county to reduce its physical storage space needs while streamlining document searches.

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