Government Agency: Montgomery County HR Department

Solution or Platform Selected: WebDocs EDMS

1. The Government agency's challenge that led to the Cloud or SaaS adoption.
   Montgomery County's HR Department was driven to look for an EDMS solution for their HR documents because there was literally no more room for physical document storage at their office location. Filing cabinets that were used for HR records were filled to capacity and there was no additional office space to add additional cabinets. This led to records being placed in other County locations or sent offsite, making access difficult and untimely. In addition, research of current or former employee records was becoming more and more cumbersome as a complete set of records for an employee may have required retrieval from a number of locations.



2. The solution that was chosen and why that particular solution was selected.
   To solve the problem, the County issued a bid to which 12 responses were received. The County selected the top 4 responses for demos and reviewed the products by committee. The WebDocs EDMS system was the only web based (SaaS) model demonstrated, although it could also be licensed as a premise based system. While the committee was initially hesitant to adopt an offsite solution for employee records, the security and redundancy afforded by the WebDocs data center, along with the quick deployment available from a SaaS solution and the "pay as you go" pricing model ultimately led the committee to determine that the WebDocs SaaS model provided the best EDMS value to the County. The committees "fallback" position was to revert to the 2nd place vendor should the SaaS implementation not prove successful.



3. Results of the implementation. How did the vendor meet the agency's needs?
   After an initial meeting to discuss document indexes and security rights, the vendor implemented the system in less than a week. The vendor also began a backfile scanning project of all current HR documents, working closely with County HR staff and using a bar code system to easily allow County HR staff to identify different document types. As the vendor scans, the indexed images are immediately uploaded into the system and available to County HR staff. In addition, 7 desktop scanners were purchased so that new incoming documents could be immediately filed into the system. The result of the project has been easy access to a complete employee HR record, less space required for document storage in the department and backup of our critical HR files by placing them into an offsite system that is continually backed up. For more information on WebDocs, please contact William Swezey II at 1-800-DMI-4210 or via EMAIL at swezey@dmi-inc.com.