Case Study: Suffolk County Clerk's Office
Ricoh overhauls a document management system and turns a challenge into a revenue stream.
About the Suffolk County Clerk’s Office
The Suffolk County Clerk’s Office in Long Island, New York, provides a wide range of services for local constituents. One of its most important services is managing several centuries’ worth of real estate transaction documents.
"Ricoh was involved from the get-go helping us get the solution up and running."
Suffolk County Clerk’s Office
Challenge
Solution
The Director of Optical Imaging for the Suffolk County Clerk’s Office enlisted our help to devise a comprehensive solution that included copying, printing, faxing and email.
“We also needed card swipers and a software solution that allowed us to establish hard cost limits, so that if you purchase a $10 debit card, you can only transact $10 worth of documents,” said the director.
From the catalog of Ricoh printing solutions, we went with Pharos Uniprint — a software originally designed for schools, where overcharges were deducted from student accounts. Other components of the solution included a freestanding debit card kiosk, an all-in-one multiunction printer (MFP) equipped for card-based payment, plus integration with the office’s back-end systems.
Result
The end solution, called the Unified Land Record Retrieval Kiosk, continues to be a great success for the high-volume clerk's office. Users can locate the document they need, make a copy, distribute it by fax or email and pay for their transactions — all from a single, easy-to-use system that generated $780,000 in its first year. The office achieved complete ROI in a matter of months, and just completed their third full year with a revenue close to $1 million.