The Kansas Department of Health and Environment (KDHE) is responsible for providing information, resources, and care to the 2.9 million residents of the state. At KDHE, state workers have to scan hundreds of documents a day and were limited by an outdated imaging system. They "test drove" the fi-7300NX and were soon sold on the innovative document scanner. In no time at all, an fi-7300NX sat on every desktop and their new cloud-based record-keeping system had them achieving their daily scanning goals.
The KDHE Office of Vital Statistics receives and preserves vital records for events—births, death, marriages, divorces, etc.—that happen in Kansas. KDHE maintains more than 10 million vital records, adding approximately 100,000 new records annually, and must keep these records in perpetuity per state mandate. Over 360,000 certified copies of these records are issued to eligible requesters annually. The records maintained by this office are necessary for individuals to carry out day-to-day business such as obtaining passports, enrolling in schools, sports participation, starting new jobs, qualifying for subsidized housing, collecting life-insurance benefits, and transferring property.
After years of making physical copies of documents with blue ink in order to scan them (because blue ink didn’t scan well on their former scanners), losing productivity because of centralized scanning stations, and spending a lot of money replacing rollers on pricey scanners, KDHE knew it was time. They had to update their scanning system.
They turned to their IT provider, Century Business Technologies (CBT), for help. KDHE had only a few requests: They wanted an arm’s-reach solution with an easy setup—an affordable fleet of scanners that would eliminate the need for workers to get up from their desks every time a scanning need arose. As far as scanner size, “smaller would be nicer,” KDHE directors said. That’s when Russ Kromminga, Director of Business Development at CBT, introduced them to the fi-7300NX document scanner.
According to the teams using it daily, the fi-7300NX is less complex and easier to maintain than their previous solution. It pulls certificates through smoothly and quickly without damaging the document. Setting up scanner profiles was fairly simple, they said—it didn't take much time. They like that it's capable of making thousands of scans in a day, thanks to its high speed and reliability. They're grateful that it picks up barcodes and handwritten information in any color ink. They appreciate the way the scanner looks, and the great quality images it produces. And they especially like its small size: It fits neatly on desktops and can be easily transported to remote locations including disaster sites.
Some scanning projects undertaken by KDHE involve digitizing documents so old and fragile they must be placed in protective sleeves. Birth certificates dating back to the 1800s, stored in salt mines so they don't degrade any further, were often written in green ink on blue paper. Before acquiring a fi Series document scanner with an integrated document feeder and flatbed, these documents had to be manually processed. Using the fi Series flatbed scanner, the birth certificates are now safely scanned, and the information on them is digitally captured for posterity.
Today, workers at KDHE are busily scanning all manner of certificates for life and death, multi-page court orders, paternity consent forms, and more. Employees are scanning directly into folders on a shared network drive using individual user accounts, creating separate folders by user name that can be conveniently accessed by case workers, and from which records can be issued to eligible requesters. Handwritten documents—of the sturdier present-day variety—are no longer manually processed. The fi-7300NX captures the information on them and converts it neatly into digital data.
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