Preserving 134 Years of McHenry County Coroner Records
IDT Digitizes and Preserves More Than
500,000 Historical Records Spanning 1877–2011
The McHenry County Coroner’s Office entrusted Integrated Document Technologies (IDT) with the preservation and digital transformation of an extraordinary collection of more than 500,000 historical records spanning 134 years.
The archive extended far beyond conventional paper documents. It included historical case files, photographs, X-rays, bound ledgers, handwritten and fragile documents, VHS tapes, audio recordings, CDs and other optical media, as well as sensitive medicolegal and investigative materials.
The project required far more than traditional document scanning. It demanded specialized conversion technologies, rigorous quality control, secure information handling, experienced personnel, and a deep respect for the sensitive nature of the records entrusted to IDT.McHenry County Coroner's Office faced a unique challenge - digitizing an extensive and critical archive, consisting of fragile and historically valuable files dating back to 1877.
“The scale and complexity of this undertaking were substantial, and IDT’s ability to successfully execute the project was truly exceptional.”
—
Dr. Michael R. Rein, D.C.
McHenry County Coroner
The Challenge
When Conventional Scanning Is Not Enough. An Extraordinary Range of Media.
The McHenry County Coroner’s Office maintained an extensive historical archive dating from 1877 through 2011. The collection included over 200 banker boxes and 33 bound ledgers, with individual case files varying significantly in size, format, age and physical condition. Many records could not simply be placed into a conventional high-speed document scanner.
Materials included fragile onion-skin and carbon-copy documents, handwritten records, photographs and Polaroids, colored pages, oversized materials, bound ledgers, X-rays, plat records, arial photography CDs and other optical media, VHS videotapes, audio cassette recordings, and other investigative materials.
Each format required the appropriate capture or conversion methodology while maintaining document organization, image quality, indexing accuracy and the integrity of the original case record.
Handling Highly Sensitive Medicolegal Records
The archive included records associated with homicides, major accidents, traumatic fatalities and other sensitive medicolegal investigations.
Some materials contained graphic or potentially disturbing photographic, audio, video and evidentiary content. In certain instances, original records and physical media also presented challenging handling conditions, including materials affected by biological contamination.
IDT personnel were therefore required not only to process emotionally difficult content, but also to physically handle sensitive and occasionally compromised materials with exceptional professionalism, discretion, care, confidentiality and respect.
“Our extensive collection consisted of more than 500,000 documents from 1877–2011, including historical case files, photographs, VHS tapes, audio recordings, documents, binders, and X-rays.”
—
Dr. Michael R. Rein, D.C.
McHenry County Coroner
The Solution
A Purpose-Built Digital Conversion Workflow
IDT designed and executed a controlled digital conversion workflow combining specialized document and media conversion services with Kodak Alaris production scanning technology, CAPSYS CAPTURE ONLINE™ and integration with the County’s existing OnBase® by Hyland enterprise content management environment.
Rather than forcing every record through a single capture process, IDT selected the appropriate technology and handling methodology based upon the physical condition, format and characteristics of the original material.
Inventory & Document Preparation
- IDT personnel carefully inventoried and prepared boxes, case files and other materials for conversion while preserving their original organization and case relationships.
- Staples, paper clips and other fasteners were removed as appropriate. Fragile documents, small notes, photographs and non-standard materials received specialized handling before capture.
Specialized Document & Media Capture
- Well-preserved paper records were processed using Kodak Alaris high-speed production document scanners, providing high-quality image capture and image enhancement.
- Fragile documents, photographs, bound ledgers, oversized records and X-rays required specialized flatbed, book, large-format or other dedicated capture technologies.
- Audio, video and optical media—including VHS tapes, cassette recordings, CDs and other legacy formats—were processed using dedicated multimedia conversion workflows.
Indexing & Quality Assurance
- Captured records were indexed according to established County requirements and subjected to quality-control procedures designed to verify image quality, completeness, organization and indexing accuracy.
- This disciplined process helped ensure that the newly digitized information accurately represented the original Coroner records.
Secure Digital Delivery & OnBase Integration
- CAPSYS CAPTURE ONLINE™ provided the capture, indexing, workflow and delivery platform supporting the conversion process.
- Completed images and associated index information were securely delivered for integration into the County’s existing OnBase® by Hyland enterprise content management system, allowing the Coroner’s Office to preserve its investment in OnBase while dramatically expanding the amount of historical information available electronically.
Intelligent Document Processing & Capture Technology
Project Execution
The result
History Preserved. Information Made Accessible.
The completed project transformed an extraordinary historical and mixed-media archive into accessible digital information while preserving the integrity and context of the original Coroner records.
Whether your records consist of paper documents, bound books, photographs, X-rays, micrographics, audio, video, optical media or other non-standard formats, IDT can help develop a secure and practical strategy for converting them into usable digital information. This project was considerably more than a conventional paper scanning project. Documents, photographs, X-rays, bound records, optical media, audio recordings and video each required different capture technologies, handling procedures and quality-control methodologies.
Through careful planning, specialized technologies and experienced personnel, IDT successfully converted more than 500,000 records representing 134 years of McHenry County history.
Preservation
Historically significant and aging records were digitally preserved, reducing dependence on fragile originals while protecting information for future generations.
Accessibility
Previously paper-based and media-dependent information became available electronically through the County’s existing content management environment.
Quality & Control
Structured preparation, capture, indexing and quality assurance helped maintain the completeness, organization and integrity of the Coroner’s records.
Continuity
Integration with OnBase by Hyland allowed McHenry County to modernize its historical archive while continuing to leverage its existing enterprise content management investment.
“IDT demonstrated the knowledge, experience, and operational capacity necessary to efficiently manage a records project of this magnitude. IDT’s staff were consistently professional, responsive, dependable, and committed to meeting the established budget, project requirements, and timeline.”
— Dr. Michael R. Rein, D.C.
McHenry County Coroner
More Than Technology — A Trusted Partnership
The success of a complex historical records conversion project ultimately depends upon the people entrusted with the information.
IDT combined specialized conversion expertise, enterprise capture technology and systems integration capabilities with the professionalism necessary to work with some of the County’s most sensitive historical records.
The result was a successful digital transformation initiative that preserved more than a century of information while making those records more accessible and usable for the McHenry County Coroner’s Office.CAPSYS’ collaboration with the County Coroner's office demonstrated their prowess in handling complex and tedious digital transformations. By integrating CAPSYS CAPTURE ONLINE Cloud IDP solution with the existing on-premises OnBase by Hyland ECM solution, CAPSYS provided a streamlined, efficient, and respectful process to preserve the legacy of the region's legal and forensic past.
“IDT demonstrated the knowledge, experience, and operational capacity necessary to efficiently manage a records project of this magnitude. IDT’s staff were consistently professional, responsive, dependable, and committed to meeting the established budget, project requirements, and timeline.”
—
Dr. Michael R. Rein, D.C.
McHenry County Coroner
Click here to download a PDF version of this case study.
For more information on how CAPSYS can assist with your organization's unique needs, visit https://www.capsystech.com.
Testimonials
Ready to Preserve and Protect your Documents?
Digitally transform your office! Preserve and protect what is important to you and your business. Convert all of your paper, large format documents, books, and archival formats into something much more effective and create a business that is more streamlined, productive, and environmentally sound.
