Reclamation District 800 Goes “High Tech” to Preserve and Protect Discovery Bay

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A special district has implemented an electronic document and records management solution for greater efficiency and improved service delivery.

Reclamation District 800, an extensive levee system in the Sacramento Delta, has implemented an electronic organizational solution to help streamline and manage its operation as one of the largest reclamation districts in California. The District covers nearly 19 miles of levees protecting 7,000 acres of agricultural, urban, commercial and industrial land in the Byron Tract.

A technology solutions provider out of the Los Angeles area called Incrementum http://www.incrementum.us.com has installed Laserfiche, an enterprise content management solution that creates a more transparent, streamlined system of managing electronic documents over paper files.

The District maintains the levees and drainage throughout Discovery Bay and approves all building plans within Discovery Bay. According to Sonnet Rodrigues, an administrator for Reclamation District 800, their goal is to preserve and protect the 3,700 parcels in the District.

In order to preserve and protect all the documentation related to this expansive area, Rodrigues says that her team realized they were in very deep with heavy paperwork and needed a way to work smarter to maximize productivity. “We had become overwhelmed with paperwork and were finding that we were not only losing time searching for information, we were also beginning to lose track of key documents,” said Rodrigues.

When Hedy Belttary from Incrementum, http://www.incrementum.us.com an enterprise content management technology solution firm, came in and demonstrated to the District how Laserfiche could help manage their information electronically, they knew they had finally been put on the right track.

“Incrementum and Laserfiche helped us set up a perfect record keeping system for all the homes and infrastructure we protect within Discovery Bay,” said Rodrigues. “Incrementum was able to take rows of filing cabinets packed with documents of all kinds, shelves of paperwork and plans, numerous old boxes of materials, and thousands of maps, and then carefully scan all this information, index it, and organize each file within a Laserfiche electronic document management system. Now, we can quickly search for and access any project, address, or piece of equipment within our District, dating back as far as 1905,” added Rodrigues.

Rodrigues says that their processes have been streamlined and extremely efficient since converting to electronic document management, and the amount of time they have saved searching for paperwork and plans has been incredible. “District staff members now have the ability to pull up an entire property file or project instantly, and can email a complete set of plans to a homeowner without much effort. We can search through our entire database with just a few key words. No more time-consuming searches through countless filing cabinets,” says Rodrigues.

Now that all boxes and files have been converted to a paperless, electronic content management solution, the District has less clutter and new open space.

Before Incrementum and Laserfiche, the District would collect plans, then a thick paper copy was filed, which took up a lot of space. When homeowners came in, staff would have to manually go through all the files and pull out everything, tediously going through each paper document in the file. “We didn’t have the ability to give copies because many of the plans were full size. This was time consuming and frustrating,” said Rodrigues. “Now when homeowners come in, we have the ability to print a full set of plans on 11” x 17” paper or email them to the homeowner. We also have the ability to track projects digitally. I can look up any piece of equipment and see what maintenance has been performed on it over the years,” she added.

“The people we worked with at Incrementum are very professional, helpful and knowledgeable. They made the entire transition easy and painless. I would recommend them, and their services, to anyone,” said Rodrigues.

“Having the ability to pull up a full set of plans, make notes on it, and send it to homeowners or Board members for their review has been remarkable,” said Rodrigues. “We feel very high tech and have many people asking about our system and wanting more information for their organizations,” she concluded.

The next step for the District will be to integrate the Laserfiche system with its GIS mapping system.

About Reclamation District 800
Reclamation District 800 is responsible for the operation and maintenance of an extensive levee system in the Sacramento Delta that protects agricultural, urban, commercial and industrial areas in the Byron Tract. Property owners within this service area elect a five-member Board of Trustees to manage the district.

About Incrementum
Incrementum is a provider of document imaging, document management, and enterprise content management solutions. Incrementum’s goal is to help organizations run more efficiently and become more environmentally friendly – while cutting unnecessary costs due to cumbersome paper-based processes. http://www.incrementum.us.com

Incrementum is a proud affiliate of the California Special Districts Association (CSDA) and the Special Districts Association of Colorado (SDA).

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Hedy A. Belttary
Incrementum
(310) 586 7500 1002
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