Replacing paper with a citywide digital system for a public agency
Manual capture across five boroughs, standardized in 90 days
The problem
Staff spread across the five boroughs were submitting documents by hand to a central location. Getting there from a home borough meant lost time, and submissions arrived late or not at all. Paper files were misplaced, records were inconsistent between sites, and there was no reliable audit trail — a real internal-controls exposure for a public organization accountable for its records.
The approach
The work was owned end to end: requirements gathering with the teams who would actually use it, system architecture, deployment, testing, and the user-adoption push that decides whether a rollout sticks. In parallel we administered department-wide asset and license tracking with audit-ready records, so the controls held up to review. The design goal throughout was to standardize data capture across every borough without adding burden for the roughly 100 staff who would rely on it daily.
The outcome
A 90-day rollout that reached about 100 staff across all five boroughs and cut record errors by 95%. Lost paper files stopped being a problem, late submissions dropped sharply once staff could file from their own borough, and the recovered time went straight back into productive work. The agency moved from inconsistent paper capture to a single standardized, audit-ready system.
- Requirements gathering across borough teams
- Digital attendance and records system architecture
- Deployment across all five boroughs
- Testing and user-adoption program
- Department-wide asset and license tracking with audit-ready records
- Standardized data-capture process and documentation