Incorporated in 1859, the City of Waukegan is one of the oldest communities in Illinois. With a population of about 89,000, the city is the ninth largest community in the state. In 2009, Waukegan’s new administration was tasked to streamline operations. To cut costs, the city reduced their workforce by 50 per cent, forcing departments to be creative in order to keep services running smoothly.
Faced with the new staffing challenge, the AP department used the FileNexus® Document Management System to capture, archive, and manage all documentation for the accounts payable process, including; purchase orders, invoices, cheques, council minutes, agendas, and any project related records. By utilizing FileNexus®, the department was able to improve performance with less than half the staff. Moreover, remote access to files via the FileNexus® Web Client has allowed other departments to access information independent of AP staff availability and office hours.
“When we use a good product, we don’t shy away from saying that we like it. And we definitely like FileNexus®.” – Kevin Bueso, Senior Accountant, The City of Waukegan, IL
Notwithstanding increased efficiency with a 50 per cent reduction in staff, FileNexus® has also helped the city improve their customer service wait times. Staff can now quickly respond to customer inquiries – reducing call resolution time from three days to a few minutes.
“FileNexus® has allowed us to save time on filing and on costs associated with supplies, storage, and hourly pay. We can now pull invoices in seconds. There are already big savings.” – Kevin Bueso, Senior Accountant, The City of Waukegan, IL
If the City receives a request under the Freedom of Information Act (FOIA), they must respond within five business days. With the information residing in FileNexus®, Accounts Payable can recall it within seconds, send it to their lawyer for review, and then respond with the information to the requester. Similarly, when they receive a subpoena, they can comply the moment they receive the request.
“FileNexus® is so easy to use from an end-user perspective. Training someone to pull an invoice takes two minutes.” – Kevin Bueso, Senior Accountant, The City of Waukegan, IL
The City started archiving all documentation to FileNexus® in 2009. Searching for documents pre-2009 requires a trip to the basement storage room. A future project plan is to have all documents archived and accessible in FileNexus®.
For more information about The City of Waukegan, IL please visit their website at www.waukeganweb.net.
The FileNexus® Enterprise Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs. Simple to use and learn, FileNexus® is designed to take advantage of existing infrastructure, minimizing project costs and reducing both IT and user training requirements.