Case Study: Catholic Health
Formed in 1998, Catholic Health is a non-profit healthcare organization. Its network of hospitals, primary care centers, imaging centers, and community ministries make it one of Western New York’s largest healthcare providers.
THE PROBLEM
Catholic Health recently established a new Administrative and Regional Training Center located on Genesee Street in Downtown Buffalo. This new building would reduce their administrative space from 180,000 square feet across eight facilities, to 140,000 square feet in one location. As a result of this downsizing, they didn’t have the room to bring a significant amount of boxes and file cabinets of paper records to the new location. Catholic Health also wanted to digitize their records so they didn’t have to pay for the cost of offsite storage. Catholic Health had more than 500 boxes of paper documents that needed to be digitally converted.
THE SOLUTION
InStream worked with Catholic Health to help them with their document and location transitions. InStream digitally converted paper-based human resource and payroll records into more than 1.5 million digital images. In addition, Catholic Health implemented InStream’s cloud-based enterprise content management system called MetaStor. This digital system allows staff to quickly retrieve, route, and manage documents using Internet browsers and mobile devices. When the documents were uploaded into the MetaStor, they were indexed by 10 fields which enables Catholic Health to search for specific employees by last name, first name, DOB, SSN, etc. In addition to searching by index fields, Catholic Health also has full-text search ability that enables end-users to search for any text in all documents stored in MetaStor. Digital information is safely stored with multiple levels of security, data encryption, and disaster recovery. MetaStor was a great fit for a large organization like Catholic Health who handles a substantial amount of sensitive documents.
THE RESULTS
By eliminating paper documents and the need for stored archives, InStream helped Catholic Health to be manually transported. The improved search and retrieval of MetaStor eliminated the need for paper, thereby also eliminating the risk of lost documents and information. Going forward, Catholic Health can also utilize MetaStor to digitally scan documents onsite allowing them to save money on paper, employee time, and storage space. In working with Catholic Health, InStream helped contribute to the goal for their new headquarters: improving administrative efficiencies, while reducing administrative costs.
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