State Department of Health digitized 81 million paper records across 189 locations to meet a critical ARPA deadline.

See how they streamlined healthcare processes with Xerox^® Capture and Content Services.

About the Client

This U.S. state’s Department of Health covers 35 local health districts, with the remit to promote healthy lifestyle choices, educate the public on emergency preparedness, and monitor disease outbreaks. Employing over 3,000 people, they wanted to use their ARPA funds to digitize processes and simplify interdepartmental collaboration.

The Challenge

The IT Department needed to find a trusted partner who could help them to digitize millions of pages of healthcare records before the expiration of funds at the end of 2026. Despite significant investment, the complexity of the project – involving 81 million pages and 189 locations – posed huge challenges in terms of resourcing and scalability

The Solution

We provided a comprehensive solution through Xerox^® Capture and Content Services, which features:

• Onsite and in-state offsite imaging centers. Each location operates independently for security purposes, ensuring the safe handling of documents containing sensitive personal information.

• An air-gapped network to enhance security and support continuous document custody, including a bespoke solution for the Office of Vital Records.

• Dashboard metrics for easier monitoring and visibility of records and citizen data.

• Implementation of Optical Character Recognition (OCR) to support the creation of searchable text files, making it easier for staff to find essential information.

• A new, secure digital file repository for indexed files, built to department-defined specifications.

The department was able to successfully transition from paper-centric records to a digitized, automated management system, based on an established management framework, replicable across other state and local health agencies.

Results

The agreement was completed in just 3.5 months, with a collaborative, partner approach that accelerated the project with onsite demonstrations, and a clearly defined SOW agreement. The innovative Xerox solution provides several benefits to the department:

• An ability to process documents more efficiently across numerous onsite and regional scanning locations.

• Independent site operation for security, with safe handling of sensitive personal information.

• Consolidation of Non-Personally Identifiable Information (Non-PII) for a comprehensive imaging production dashboard.

• Creation of text files from scanned documents to support full-text indexing and searches. Files are securely delivered via the digital file repository.

Xerox^® Capture and Content Services enhanced the accessibility and interoperability of information and records across all Department of Health offices, making data more accessible and reducing the need for manual data management. This not only met the department's goals but also created a reliable model for future digital transformation projects in the state.