LOTT Clean Water Alliance Case Study

LOTT CLEAN WATER ALLIANCE MODERNIZES RECORDS MANAGEMENT WITH AUTOMATED COMPLIANCE

LOTT Clean Water Alliance’s (LOTT) 2013-2018 Performance Plan contained an objective that outlined the need for a modern application to manage their growing dataset. The objective was to establish a more efficient records management system that would reduce liability and risk for the organization.

A project to overhaul records management processes, aptly titled “Get to the Point,” LOTT envisioned a centralized, legally compliant record storage system with advanced search capabilities to improve efficiency.

To date, LOTT is managing 275,000 electronic records and 760 boxes with the RecordPoint system. Processes aided by RecordPoint include location tracking, requests for boxes, and lifecycle management of the records. “People are surprised by how little they’re impacted so far,” Natalie expressed.

 

MAIN CHALLENGES

  • Manual processes to manage rapidly growing electronic content repositories
  • Variety of management and storage processes and file structures across internal departments and individual staff members
  • Difficult and time-consuming search efforts to identify the right record within various departmental file structures for both internal staff and fulfillment of Public Records Act (RCW 42.56) requests
  • Inconsistencies in the management of document lifecycles across the organization

RESULTS

  • Faster and more comprehensive fulfillment of Public Records Act requests
  • Reduced time spent by staff on searching for records needed to accomplish their jobs
  • Leveraged existing SharePoint system that improved adoption across the organization and integrated multiple systems together
  • Increased user adoption and lessened additional training due to retaining the familiar SharePoint user experience

 

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