Contra Costa Clerk Recorder’s office chose Grancius’ govRecords management solution as their new software and instantly found both convenience and flexibility in the tool’s features as well as strong support from the Granicus development team.
Working together with the Granicus team, Gutierrez said that the Clerk Recorder’s office was able to efficiently move from six different software programs to using only govRecords to meet a variety of their needs.
“We had all of our different functions scattered across multiple applications, such as, a vital records application for searching and another application for tracking,” she said. “We would just have multiple different windows open for different tasks that we would do. Granicus combined everything and put it all in one.”
Understanding the diverse needs that her team faces in records requests, a variety of wizards helped save time when the public would apply for such things as marriage licenses and vital records, walking users through an easy step-by-step process to complete their request.
“Our old system was very clunky,” Gutierrez said. “These are all things that we didn’t have before, so it is very beneficial. It used to take five minutes for us to run a report, but Granicus is instantaneous. When we click to open up a report, it’s instant.”
Armed with this new flexibility, Gutierrez’s team also found the opportunity to innovate new procedures to help make requests even more efficient. Working with the Granicus team, Contra Costa implemented a QR code system to connect users directly with relevant pages for related document requests.
“That’s something that they can do when they get to the office,” Gutierrez added of the new convenience. “They can just scan with their mobile device, and complete their request from the comfort of their car before they come in.”
She added that recorded documents have a QR code that connects to the online index of their document to verify that the index is accurate.
“It’s something that I don’t think any other county has, honestly,” she said.