Government organizations rely on Encapture to improve data capturing, processing & storage with the highest level of security.

Department of Human Services

The state agency was struggling to provide quick turnaround to its 270,000 constituents and experienced significant errors when providing food benefits, child care subsidies, and other support services. As a result, the state consistently faced substantial financial penalties for delays beyond federal standards.

The agency selected Encapture as the single platform to efficiently ingest documents and create digital case records across its 750 employees in 60 offices.

Using Encapture, the agency was able to eliminate all paper records and reduce costs by 64% as error rates were cut in half, saving the state over $2 million annually. The agency improved their turnaround time from a few weeks to same-day for 90% of cases. The agency is now recognized as one of the most efficient agencies in the country, and transitioned from paying penalty fees to receiving federal bonus awards for their leadership in constituent service levels. Most importantly, Encapture created a huge lift in employee morale, as they can spend less time handling paperwork and more time meeting constituents needs.

Department of Motor Vehicles

The state agency, which oversees vehicle title and registration records for 1.8 million drivers across 200 offices, needed an efficient way to manage their large, diverse sources of paper-based documentation. File storage and retrieval were costly issues with the agency, essentially manual data capturing system, resulting in poor data quality, lost documents, and delays. The agency constantly received high call volumes from dissatisfied citizens inquiring about the status of their application.

The agency streamlined and modernized its process by deploying Encapture across its 200 offices and integrating with their existing ERP (3M’s MVA Solutions) to seamlessly manage all motor vehicle and driver data.

Using Encapture, copies no longer needed to be made, filed, or stored in the local DMV offices or centralized processing center. As a result, the agency achieved 100% data accuracy and improved processing cycle times from 4 weeks to 3 days.

By deploying Encapture to scan and accurately index documents at the DMV offices where they are originally received, we took a major step toward our goal of ensuring that all essential information used by our department is digitized from the first point of touch.

Deputy Director, Information Services, Department of Motor Vehicles

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