Challenge

• Sensitive citizen records stored in tens of thousands of banker boxes
• Reliance on manual records management resulted in legal action and penalties
• Mandated by the court to migrate to an electronic records management system within a strict 20-day timeframe

The community services agency relied on paper records to manage its youth support program, which were stored in tens of thousands of banker boxes in a remote facility. Retrieving any file for review or processing typically took around two weeks, resulting in a slow and inefficient records access and retrieval system. This inefficiency led to negative outcomes for some of the youths, prompting them to take legal action against the state when they reached adulthood. Subsequently, the court ordered remediation and mandated the state to implement an electronic records management system, and to demonstrate a working system within a strict 20-day timeframe.

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SOURCE Ricoh