Linn County

CASE STUDY: Prepared for Flooding with Cott’s eBackup

Linn County Iowa

Population: 201,000

Workstation: 18

Documents backed up: 1,700,000

“We were very lucky to have Cott’s eBackup system...at least we have our records.”

Joan McCalmant, County Recorder

The Situation

The rain kept coming in Linn County Iowa. After days of rising riverbanks, the water spilled over into Cedar Rapids, the county seat in Iowa—resulting in $45 million damage to county buildings, equipment and roads. Total cost of the flooding topped $1 billion dollars. While the people of Linn County’s spirits remain positive, the flooding left them with a massive cleanup project in the months ahead.

The Challenge

When Joan McCalmant, County Recorder of Linn County, Iowa learned they were being evacuated from the county building, she and her staff had a few hours to prepare. To prepare for the flood, Joan and her staff carried out over 400 historic books containing county birth and marriage records from their vault and moved equipment and other records to tabletops. The water rose to 5.5 feet; severely damaging the county building and its contents.

“I’ve been working in this office since 1986, and this was the most difficult thing I’ve ever dealt with. I had no servers and no access to my recorded images initially. We only had our handwritten records and many of them were soaked with water,” explained McCalmant, County Recorder of Linn County.

The Solution

Although their remote eBackup system had been implemented for less than a year, Cott’s eBackup System ensured that mission critical data and records were securely stored electronically in a secure off-site location, thus McCalmant was assured the records could be recovered.

As customers scan documents on a normal day at the Recorder’s Office, they are continually backed up off-site. The system links images with records and allowing searches to be performed while adding new data.

Because Linn County was utilizing Cott’s Web Hosting, they were able to maintain an internet presence while their offices were under water.

The Benefits

“Cott built a server for me, and because we had remote backup, they were able to load my indexes and images on the server before they drove from Ohio to Iowa to deliver it to me,” noted McCalmant.

“Due to Cott’s quick response, we were able to avoid doing work manually on paper, which would have created a backlog due to requiring a second electronic entry,” noted McCalmant.

eBackup’s benefits include:

  • Alternative archive method
  • Cost savings
  • Growth potential
  • Easy conversion of historic data
The Results

“Surprisingly, I was one of the first county offices to be back up and running after the flood. We had our disaster recovery plan in place for less than a year and it was a good insurance policy,” explained McCalmant.

“We were very lucky to have Cott’s eBackup system and Web Hosting...at least we have our records. “We were grateful to get our system up and running quickly, because it allowed people to move forward with their lives,” noted McCalmant.

 

How Cott Systems can help

We deliver cutting edge customer service and solutions for recording, imaging and searching records. Cott not only builds effective solutions that save local government offices time and money, but we also build partnerships that our customers and their constituents can count on.

What Cott systems delivers:

  • RecordRoom, web based records management application that gives you 24/7 access to your records anytime and anywhere. 

  • Resolution3, records management application solution to efficiently receive, record, store, and archive all records.
  • RECORDhub, a comprehensive and flexible gateway that provides 24/7 access to your records. 

  • Verdict, the complete solution for court case management.

 

We can help you find the right software and pricing for your office needs:

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