Case Study: Park and Planning Agency (PPA) achieves searchable, automated hardcopy inventory management with FileHold

Park and Planning Agency - Customer Case Study

A Park and Planning Agency (PPA) with nearly a century of physical records — largely microfilm — needed to replace an obsolete proprietary archival system with a more customizable solution that would improve search, access and management of its hardcopy inventory. The agency’s primary challenge was making microfilm content discoverable and controlling physical shelf-location assignments in a warehouse-style records center.

FileHold’s Professional Services imported about 5,500 “offline” records (metadata-only entries) using Automatic Document Importation, enabling full-text-style searching of microfilm contents, and configured SQL views (All, Used, Available shelf locations) to prevent duplicate shelf assignments and enforce location checkout. The result: faster, accurate retrieval of physical records, automated retention/destruction and chain-of-custody functions, Active Directory integration, and significant time savings with an intuitive, customizable system.