Posts Tagged ‘customization’

Clerk’s Office: Columbia County, New York

August 14, 2013

“We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” – Holly Tanner, Country Clerk

Columbia County, New York, sits along the Hudson River with rolling hills extending to the Massachusetts state line. The county’s rich history includes the Martin van Buren Historic Site, home of the eighth president of the United States. Today, the county serves a population of over 63,000.

The Problem

The Clerk’s Office for Columbia County manages all records pertaining to county business. Like many offices, the number of files that required tracking and storage was straining space and staff time. Files were stored in boxes which were often moved off-site. Tracking both files and boxes meant a time-consuming system of double-filing and searches. The county wanted to go paperless and a flexible system capable of handling the document storage needs was essential. Another issue was staying within the limitations of the county budget.

The Solution

Thanks to referrals from clerks of the New York State Association of County Clerks, Columbia looked into FileBound for its cost and features. Holly Tanner, County Clerk of Columbia County, says, “We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” IT Director Randy Wheeler adds, “The licensing makes it more affordable. We also paid attention to the testimonials of other customers regarding the ease-of-use.” Another plus was the training FileBound provided. Kim Dillon, Records Management Clerk, explains, “Rick Jones and Bruce Harper were very helpful in training me; training technically lasted a week but most of the stuff I would be using it for I learned in two days. And if I ever had any questions, I would look in the user’s guide, and if it wasn’t there, I would call Rick or Bruce. I always got a quick, timely response. They’re so helpful.”

FileBound Results

Integrating FileBound into the county processes is ongoing. The Department of Social Services is using it in handling foster care and child care services, scanning documents and using search and retrieve functions on a daily basis. Records Management uses it mainly for box and file tracking and indexing inactive records. “Everything is easier once it’s in FileBound,” reports Kim Dillon, “Finding it, checking it out. It saves me a lot of time.” The full potential of what FileBound can do for Columbia County is a work in progress as other departments come on board. Kim Dillon is excited, “I feel almost like I’m selling it to the other departments. It’s just so easy and I know it would help them out. I just bring in my laptop and show them they could use it to search, index, view, etc. They can see immediately how it could apply to their departments.”

On-Line Imaging Testimonial

May 1, 2013

Joe O’Malley, President of On-Line Imaging talks about working with FileBound.

“What we like about The Marex Group and FileBound is, one, they make it easy to sell, they make it easy to understand their products, [and] they’re flexible.”