Case Study: Family Service Toronto digitizes 100 years (500 boxes) and cuts invoice processing time by 60% with Xerox DocuShare

100 Years and 500 Boxes of Paper Records Now Digitized

Family Service Toronto (FST), a nonprofit serving Torontonians since 1914, faced an escalating records problem: a century of paper files had grown into roughly 500 Bankers Boxes, consuming space and forcing time-consuming, error-prone manual processes. FST engaged Xerox DocuShare to modernize records retention and day-to-day document workflows using enterprise content management, multifunction scanners/ConnectKey devices, and a centralized digital storage system.

Xerox DocuShare digitized the roughly 500 boxes, designed a user-focused file architecture and metadata model, integrated DocuShare storage with FST’s client databases, and automated workflows (including a Passport program portal). The project yielded measurable gains: a 60% reduction in Passport invoice processing time, an expected 20% ROI from digitization, improved compliance and audit times, increased office space, fewer data-entry errors, and a noticeably better client experience.

Family Service Toronto

Vani Visva

Director of Finance and Business Technology