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Shelby County Commission
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The Shelby county commission was
spending a tremendous amount of time handling requests
to provide historical information about the business
that the commission had
addressed. The information dated back as far as
15 years and it was a completely manual process to find
the data requested by the public. The information was
contained in files and stored as Agendas, Minute
Meetings and Resolutions. This provides the historical
record of when an item was planned to be addressed, when
the item was handled by the commission and what the
resolution was that came about from the meeting.
CIMSinc customized a Document Management
application to act as a repository for this information.
All of the documents were then captured and indexed
according to the key words/fields that would make it
easy to identify, by the users of the system. As a front
end to this database CIMSinc developed a WEB interface,
so that all of the information could be made available
and searchable by the public and any county staff. This
system is also used internally by the different
departments in the commission to handle requests that
cannot be processed through the WEB.
Since all of the historical information is in
printed form and contains signatures, CIMS inc developed
the process to scan in all of the agendas, minutes and
resolutions from the county commission meetings. All of
these documents were then indexed and passed into the
Document Management database.
Fifteen years of information is now online and
accessible through the web. This application is used by
the public and is available for use by the staff of the
county commission. This application has empowered the
public to find the information they need to conduct
business and since the staff at the county commission no
longer has to manually search through documents to
satisfy these requests, it has freed them up to handle
other pressing business.
CIMSinc used the Ascent Capture software from
Kofax to handle the scanning and indexing of all the
historical documents. The OnBase Document Management
system from Hyland Software was used as the core
repository database and is used to mange all of the data
once it is entered into the system. The custom WEB front
end, that gives the public access to all of the
information, was developed by CIMSinc using .ASP
technology.
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