Daytona Beach Implements MailStore To Comply With Strict State Regulations
Information Management Research (IMR) Inc., a leader in document management and archiving solutions, today announced that the City of Daytona Beach Florida has added its MailStore email archiving solution to their existing Alchemy document management system. MailStore enables the City of Daytona Beach to comply with Florida's strict Sunshine Laws more efficiently and cost-effectively.
"Florida has one of the nation's toughest laws on public access to information," said Stephen Ralston, Manager of Information Systems for the City of Daytona Beach. "The Florida Sunshine Law requires that cities permanently keep all emails sent and received by public employees, creating an enormous number of records. We are thrilled that MailStore will enable staff to quickly research email record requests from the Florida public."
The Florida Sunshine Law also requires that cities maintain permits and licensing records for three years. Before implementing IMR's flagship document management solution Alchemy, after each three-year period the City of Daytona had to purge the file cabinets, taking two months of valuable staff time. City workers were also faced with the difficult task of locating files for very specific requests, which made Alchemy's search and index functions particularly attractive.
Ralston continued, "When we implemented Alchemy, we had to convert 15 four-drawer cabinets full of documents, which translated to 72 gigabytes worth of data. And this was for one department alone! From a labor perspective, it used to take city workers 10-15 minutes to retrieve each document, but now the same document can be accessed within minutes."
Portability was another factor in the city's Alchemy decision. With Alchemy, organizations no longer have to worry about spending enormous amounts of money to fire-proof file cabinets or consider off-site storage due to the threat of fire or some other unforeseen catastrophe. Alchemy is electronic and can be transferred anywhere, anytime.
Ralston concluded, "I would highly recommend Alchemy and the MailStore extension to any organization that is driven by strict regulations and tight budgets. The robust software is affordable and the customer service is outstanding."
The City of Daytona Beach is currently using Alchemy and MailStore in five departments with plans to expand into several others. Using Windows 2003 and three Microsoft Exchange servers, the city is now able to archive emails for 850 users. Once the city begins recording the commission meetings, they will also use Alchemy to archive them. One of the biggest benefits of Alchemy is that different file types can be stored as attachments, but retrieved via one user interface.
"We were extremely pleased that the City of Daytona Beach is using MailStore and Alchemy to meet its compliance needs," said Steven Grandchamp, IMR President and CEO. "Cities around the country have been faced with shrinking budgets while also having to deal with growing regulatory demand on public access and compliance. IMR's products have been specifically designed to provide mid-size organizations with an affordable solution that helps them meet their complex regulatory needs."
Download MailStore's complete product sheet now.
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About Information Management Research, Inc.
Founded in 1992, IMR is a privately held corporation based in Englewood, Colorado. IMR software is trusted by thousands of organizations around the world to manage documents for regulatory compliance and records retention, and to provide business processes with fast access to archived documents. The IMR product line includes Alchemy, the popular document management software that people love to use; MailStore email archiving software; RecordCare software for HIPAA compliant environments; and the Mercury suite of high volume computer output solutions. For more information visit our website at www.imrgold.com, call 303-689-0022, or send email to info@imrgold.com.