Empowering Vital Records with SnapApp and Google DocumentAI

A Michigan Success Story

Background

The Division for Vital Records and Health Statistics in Michigan plays a pivotal role in registering, preserving, and issuing certified copies of vital records dating back to 1867. Handling a diverse range of documents including birth, death, fetal death, marriage, and divorce certificates, the department receives a multitude of records from all 83 counties across the state, both in paper and scanned formats.

Manual processing of such voluminous records posed significant challenges, draining time and resources while introducing errors into the system. The inefficiencies in the previous processes not only hampered service delivery but also delayed crucial documents, impacting citizens' access to essential local and state services. For instance, the delay in obtaining marriage certificates hindered most Michigan newlyweds from promptly updating their identification documents, leading to frustration and inconvenience.

Solution

Enter Document AI (DocAI) – a transformative solution that revolutionized the document processing landscape. Leveraging advanced automated data extraction tools, DocAI swiftly and accurately extracts data fields and tables, minimizing errors and expediting processing times. By incorporating Human In The Loop (HITL) features, DocAI ensures meticulous error detection, instilling trust akin to manual processing while significantly reducing the burden on departmental resources.

Key Features of DocAI:

• Efficient digitization through AI assistance
• Easily accessible and transparent data and reports
• Streamlined document management
• Increased worker productivity and streamlined application intake
• Automated validation of documents for efficient compliance workflows
• Ability to classify and compile documents and data extraction results into comprehensive reports

Results

The implementation of DocAI marked a paradigm shift in vital records management, offering a streamlined approach to document processing. Notably, the solution resulted in:

• Elimination of manual workflows
• 30% reduction in document processing time
• 20% decrease in human interaction, allowing employees to focus on higher-value tasks
• Improved timeliness in receipt and indexing of marriage records
• Reduced reporting burden on Michigan counties, particularly those with limited IT resources
• Enhanced preservation of vital records, surpassing the capabilities of traditional microfilm methods

Conclusion

DocAI not only modernized the Vital Records’ management system but also enhanced service delivery to constituents across Michigan. With its remarkable efficiency and accuracy, DocAI continues to be a cornerstone in the digitization journey of vital records, setting a precedent for future advancements in document processing technology.