City of Sacramento - Public Service Innovation

How the City of Sacramento transformed public service efficiency with Adlib.

Overview

The City of Sacramento is committed to enhancing quality of life for its residents’ by delivering cost-effective public services. However, it faced significant challenges in document management across 17 departments, including:

• Managing and archiving diverse file types (invoices, checks, TIFFs, images) from multiple sources (vendors, contractors and internal teams).
• Complying with regulatory accuracy and legibility standards, while processing 1,000-2,000 documents and 5,000 images daily.
• Meeting California Public Records Act (PRA) rules around electronic availability of records, and ensuring authenticity, integrity and accessibility over time.
• Reducing the burden on IT with minimalmaintenance and downtime.

The City of Sacramento reached out to Adlib for help addressing these issues.

Adlib Solution

Adlib implemented an automated workflow to streamline document handling:

1. Intake: Files from various departments and suppliers are dropped into a network folder.

2. Conversion: Files are converted into high quality, searchable, archivable OCR PDF/A’s.

3. Assembly: Multiple individual images are merged into single PDFs where needed.

4. Delivery: High quality files and metadata are sent to Documentum ECM for compliant archival and easy retrieval.

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Adlib helps us streamline records management, which in turn helps us make our public services more cost-effective and efficient.
- Mrudul Sadanandan, Assistant Director, City of Sacramento

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Benefits

Efficiency

• Automating the conversion and archiving process reduce operational costs and free up employees' time for higher-value work.
• Quick, easy access to information ensure compliance with PRA rules, requiring response within 10 days.
• Single copies of files prevent version control confusion.

‍IT Costs

• Eliminated the need for multiple native application licenses.
• Removed the need for duplicate files, reducing server costs.

‍Compliance

• On premise, consistent and compliant archiving with reduced risk of errors or version control issues.
• PRA-compliant archival of records, preserving authenticity, integrity and usability over time.

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Business Outcomes

Enhanced employee productivity & experience: Over 4000 hours saved monthly in document processing.

Improved citizen services: Faster response and processing times enhance citizen experiences.

Cost savings: Reduced license and server costs enable better IT resource allocation.

Reduced risk: Improved compliance with PRA and other regulations builds public trust and minimizes legal liabilities.

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Adlib’s solution operates so seamlessly behind the scenes that it’s virtually invisible to users. Yet, it is an essential component of our document management strategy. Without it, our document archival and retention processes would be far less user-friendly and efficient, impacting our staff, budget, and the citizens we serve.
- Mrudul Sadanandan, Assistant Director, City of Sacramento

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