Document Management Software Case Study: ADS, Cabinet SAFE & the City of Newnan, Ga.

Newnan is one of the fastest-growing cities in Georgia. With more than 34,000 residents, the seat of Coweta County – 30 miles from Atlanta – is a hotbed for the health care and higher education industries.

In recent years, that rapid growth presented the City of Newnan with something of a paper problem. More than a dozen departments – from human resources and
accounting to the building department and business development offices – generate hundreds of documents on a daily basis. Most contain actionable information (meaning that it’s important that they’re easily retrieved), and all must conform to strict accessibility and retention guidelines.

ADS helped the City of Newnan, Georgia, go paperless with Cabinet SAFE document management software.For years, the City attempted to deal with its influx of documents by deploying traditional methods: paper storage and legacy document management software. Eventually, this resulted in the entire basement of City Hall – otherwise usable, heated and cooled space – being filled with boxes of paper files. The City’s electronic document management software system wasn’t much more useful, serving only as a relatively crude document archive, allowing only for the storage of unindexed, scanned images.

The City of Newnan needed a partner who could help it get a handle on its documents. And it found it in American Document Securities.

ADS: More Than Just a Records Management Vendor

The City of Newnan first partnered with ADS to handle the secure destruction of sensitive records – a task the Carrollton, Ga., firm handled with flying colors. So when the City went looking for a modern document management software system in the summer of 2012, it was only natural that they turned to ADS.

American Document Securities is an authorized reseller of Cabinet SAFE document management software. Between their fruitful relationship with ADS and SAFE’s impressive feature set, choosing the Cabinet product (and the local vendor) was a no-brainer.

Advantages over competing document management software systems include:

  • SAFE’s advanced functionality and configurability, which allowed the document management software to integrate with the City’s existing practices and workflows
  • Scalability within and between City departments
  • User-friendly interfaces and features
  • Simple integration with existing multi-function devices and scanners
  • Streamlined document capture. (The city’s old document management software forced it to create a custom cover sheet every time it needed to scan a document.)
  • Easy creation of fillable PDF forms

“In the end, it just made so much sense for us to go with ADS and Cabinet SAFE,” said Katrina Cline, the City of Newnan’s Finance Director. “It had much more functionality than the other systems we explored. That was a big plus, since we wanted to roll out a citywide document management and workflow solution, rather than just store documents in an electronic archive. We needed a solution that would allow us to go paperless and eliminate duplicate files. And we found that in SAFE.”

The City first deployed SAFE in its human resources and finance departments. And the results – particularly gains in efficiency – were almost immediate. Thanks in large part to ADS’ expert guidance; installation (like later maintenance) was a snap.

“ADS has been awesome,” Cline said. “I have Renee Keener’s (the owner) cell phone number and email address, and I know I can contact her whenever I need her. That gives us wonderful peace of mind.”

The future: Citywide document management software

As time passes, SAFE is being deployed across more and more City departments. The offices of the city manager and city clerk are using it, and it’s being rolled out in the police and building inspection departments. Eventually, Cline said, the goal is to use SAFE to store all city documents in fully indexed, easily searchable archives, while automating workflows using Cabinet’s powerful document routing and PDF forms capabilities.

Best of all, when a City employee runs into a snag, they simply call ADS’ trained support team.

“We love SAFE,” Kline said. “We’ve pretty much eliminated our manual files – even the ones that used to be in our desks. That means we have more space, and everything is far more organized.

“Anything we can do to become more efficient is good for the City, and it’s good for our citizens. With ADS’ help, SAFE has definitely been both.”

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My staff and I had the pleasure of participating in an ADS Consulting Shredding & Storage Workshop in April 2011.As a new business, it was critical for us to get off to a good start. The workshop provided us with useful information and practical applications that helped us do that. The ‘hands on’ training experience we received in a successful, working document destruction and storage business environment was invaluable.Renee and her staff were very personable and helpful and continue to be valuable business partners to this day.I highly recommend the ADS Workshop to both new and existing businesses

Rob Giannini, C.O.O.Commonwealth ...