How Princeton Struck Paper and Embraced Online Form Automation
A SeamlessGov Case Study
Testimonial
"It was a combination of increasing efficiency and the idea of making it easier for citizens to access these applications [that inspired our push for SeamlessDocs]. I have nothing but good things to say about you guys. With collaboration from us and other agencies, we will make this the most robust platform it can be."
Christina Rothman-Iliff
Digital Media Manager
Princeton, NJ
Population
31,249
Employees
225
The Challenge
Manual paper based processes take up precious time and money.
Vital Record Request: Before
Old Time to Process: 7+ Days
"For the Health Department, it used to be all paper. Applications either came in through the mail or people came into the office. Citizens had to fill out an application, self-address a stamped envelope, and mail it all in. We didn't have a processing timeframe, or we would say it would take up to 7 business days because of the mail."
The Old Process
Before SeamlessGov
100+
PDFs processed within Princeton
20+
Departments using paper forms
7+
Days to complete & process forms
The Solution
Online Form Automation
Vital Record Request: After
New Time to Complete: 2 Days
"Now, things are more efficient for the applicants, the requesting party. They can actually do it online and they don't have to fill out an application, self-address a stamped envelope, and mail it all in.
"Internally, our Health Department uses the GRM to tag forms and make status changes on the vital records forms. There's two processors, so being able to tag these form submissions ensures that the work doesn't get duplicated.
"The processing time for online vital records submissions is so much quicker. We now have a 1-2 or 2-3 day business turnaround time. People's requests are being processed within 24 business hours, and that's getting in the mail the next day."
The Results
Implementing SeamlessGov
400+
Number of Digital Forms across Departments
2,000+
Hours saved by automating the process
8,000+
Submissions received electronically
A glimpse into the solutions and features that allow governments to innovate:
SeamlessDocs & eSignatures
Princeton leverages SeamlessDocs to transform their paper forms and processes into smart, interactive online services. This Vital Record Request has built-in calculations, payments, and attachments. Thanks to the automatic signature workflow, once the Requesting Party eSigns the applications, it automatically gets routed to the Health Department for approval.
Surveys & Webforms
Princeton uses the drag-and-drop Web Form Builder to create 508 & ADA compliant surveys & forms. With field validation and required fields, errors and incomplete applications are at an all time low. Plus, web forms and surveys can be embedded into an existing webpage to provide a more seamless and stylistically consistent user experience.
Government Relationship Manager
Princeton uses the Government Relationship Manager, or GRM®, to set up workflows and manage data. Through tags, stages and approvals, they keep track of the processing status. Since a number of forms have multiple processors and approvers, submission tags prevent redundant work and allow for maximal efficiency.
