Brevard County (FL) “Holds Court” With Automated Document Management, Workflow and Secure Collaboration

Court Clerk’s Office Replaces Big Iron Software with kloudtrack® SaaS-Cloud Computing Solution – Transparency, Staff Productivity and ROI Results Take Center Stage

By Jan M. Levine, CFP Founder and Chief Technology Officer,  kloudtrack®

Brevard County, Florida, is utilizing the kloudtrack® platform for critical data management and workflow that requires transparency and auditability owing to the sensitive nature of the data being processed.

The system processes over 25,000 scanned court record pages per day into four separate systems that are located in two different geographic locations – for redundancy and availability of all images and metadata.

All applications and business processes relate directly to county revenue as court proceedings and related data correlate to fees and fines that constitute a primary lifeblood of county revenue.

Meaningful ROI Increases County Net Revenues

Return on Investment (ROI) includes staff productivity, higher margin revenue, total cost of ownership (TCO) as it relates to IT expenditures, flexibility in how users and administrators access the system and greater risk mitigation/compliance with various data and process management guidelines.

This large county was frustrated with their old mainframe‐based scanning and data collection system that had long ago outlived its value. The combination of their scanning and barcode reading systems, both integral to this operation, was producing far too many errors. This resulted in staff personnel needing to manually enter increasing amounts of data each day.

kloudtrack® entered into a development contract to enhance existing data capture capabilities to include automated barcode indexing, real‐time interaction with the county’s aging Informix databases as well as several customized features to enhance operations and streamline exceptions‐handling when barcodes or mainframe data was found to be incorrect.

Interacting With Existing Information Assets

Further demonstrating the power of the kloudtrack® kloudexchange™ the solution includes interacting with a highly specialized service provider who auto‐redacts sensitive information in real‐time. Based on certain codes, thousands of selected files are sent to this provider and then returned so that they can be processed and posted in kloudtrack®.

The kloudtrack® kloudcapture™ utility has resulted in over 99% of documents being automatically and properly indexed. The few documents that contain errors are handled in an elegant exceptions management system that requires only a few mouse clicks for instant corrections and validation.

kloudcapture™ can be linked to virtually any database or data management system.

Scalability & Predictable Costs

Predictable total cost of ownership (TCO) and return on investment (ROI) are also two critical components that make SaaS a no‐brainer for State and Local government departmental usage.

To start, pricing models for SaaS‐Cloud computing typically have low points of entry and only increase as a company increases its use of the SaaS application. After signing on, SaaS‐Cloud offers better cost management, because there is no need to schedule an onsite update of users’ computers each time there is a security patch or other software update. With SaaS‐Cloud applications, edits to user profiles and upgrades to the applications are all completed automatically and remotely as a part of the service. This alone can mean a reduction in IT consulting expenses and can free up internal IT teams to concentrate on addressing other strategic needs.

In addition, the true TCO and ROI benefits shine through with the simple fact that hard‐costs of application server equipment and data center infrastructure are managed directly by the SaaS‐Cloud provider and not at risk if disaster strikes the place‐of‐business.

In short, there is little risk in testing the SaaS‐Cloud waters and managing deployments as well as the associated costs in a very scalable manner. Even though the story of SaaS‐Cloud is still in its early chapters, small and mid‐sized companies and government across a wide variety of industries are realizing that using SaaS‐Cloud technology – particularly for the purposes of disaster planning, recovery and business continuity – is decidedly in their best interest.

On July 26, 2015, posted in: Case Studies by
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