Paper files are difficult to maintain, hard to access, and subject to the ravages of time and natural disasters. For that reason, many county election offices across the nation are turning to document management solutions to help digitize and automate the voter registration process. Jackson County, TX – a rural county 100 miles southwest of Houston – implemented an Epson® DS-500 Series color document scanner and Vista Solutions Group’s next generation software dms3 as a combined solution to help its Voter Registration Office efficiently scan and digitally archive a large quantity of voter registration documents, while saving valuable office space and protecting the records from environmental hazards.
Keeping Historical Documents Safe
Lupe Lopez, who processes and files registrations for Jackson County depends on the DS-500 Series document scanner and Vista Solutions Group dms3 automation software to streamline operations. In the run-up to the presidential election, voter registrations in Jackson County grew from just over 8,000 to nearly 10,000 registered voters. Twelve months before the election, Jackson County installed the combined document management solution to help file, manage and preserve their digital records.
VistaSG’s dms3 software solution coupled with the DS-500 Series scanner resides on local computers and automatically backs up files to an off-site server, creating an optimal workflow environment for Jackson County, as it allows Lopez to work even if the county loses Internet service. The combined solution is responsible for making numerous government documents – ranging from voter registrations to driver’s licenses and tax records – readily accessible and easy to store safely to enable Jackson County to streamline, maintain and preserve records.
Simple to Use
The WorkForce DS-500 Series document scanner is a low-cost, full-color scanner compact enough to fit on any desktop. It can scan up to 50 documents at a time, and can scan a variety of documents up to 8.5 by 36 inches, including stacks of business cards, envelopes, folded documents and torn pages2.
One of the main challenges the Jackson County Voter Registration Office clerks faced was the lack of efficiency compiling and storing voter information. Prior to installing the DS-500 Series scanner, office clerks had to manually input voter information into the system by photocopying the voter registration card, then filing the application and card alphabetically. The Epson document scanner has allowed a simpler process by simply scanning the application and card, which attaches the PDF file the scanner outputs to the file in dms3. The scanner picks up every detail of the application, including the color of the ink the applicant used and any notes or highlights.
“This is so much faster because I can do everything from my desk using the combined solution,” said Lopez.
Because the document workflow system is so efficient, Lopez and her colleagues also began digitizing existing files, which has proven to be a manageable task as the DS-500 Series scanner swiftly scans 30 voter applications per minute. Since there is no need to keep paper files, the cumbersome process of searching for documents has been eliminated while also freeing up space in the county office.
“I love it,” Lopez notes. “It’s awesome.”
Click here to read the case study detailing Jackson County Voter Registration Office’s integration of the Epson DS-500 Series scanner. For more information about Epson’s business document scanners, please visit https://epson.com/document-scanners-for-business. For more information about Vista Solutions Group, please visit https://www.vistasg.com/. For more information on Jackson County Voter Registration Office, please visit http://www.co.jackson.tx.us/.
About Vista Solutions Group
Founded in 2000, Vista Solutions Group is a full-service software solutions provider helping government officials meet important fiduciary duties to citizens, preserving history as well as maximizing efficiencies. Using VistaSG’s solutions suite, clients can preserve, digitize and manage their documents affordably and effectively.
Epson is a global technology leader dedicated to connecting people, things and information with its original efficient, compact and precision technologies. With a lineup that ranges from inkjet printers and digital printing systems to 3LCD projectors, smart glasses, sensing systems and industrial robots, the company is focused on driving innovations and exceeding customer expectations in inkjet, visual communications, wearables and robotics.
Led by the Japan-based Seiko Epson Corporation, the Epson Group comprises more than 80,000 employees in 86 companies around the world, and is proud of its contributions to the communities in which it operates and its ongoing efforts to reduce environmental impacts.
Epson America, Inc., based in Long Beach, Calif., is Epson’s regional headquarters for the U.S., Canada, and Latin America. To learn more about Epson, please visit: epson.com. You may also connect with Epson America on Facebook (facebook.com/Epson), Twitter (twitter.com/EpsonAmerica), YouTube (youtube.com/EpsonAmerica), and Instagram (instagram.com/EpsonAmerica).
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