Allen County Community Corrections (ACCC) faced challenges with its manual policy management process, which involved physical documents and spreadsheets. This created difficulties in tracking updates and managing staff acknowledgments. By implementing DocTract's cloud-based platform, ACCC created a centralized repository with automated version control and tracking. This resulted in significant time savings, improved compliance, and enhanced transparency. The Systems & Technology Manager noted the platform made compliance easier and internal processes more efficient
Industry:
Public Services
Size:
150 employees
Use Cases:
Policy Management & Distribution
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Allen County Community Corrections operates a community-based supervision program that recruits and recognizes a well-trained, professional work force to serve and protect our community, its crime victims and those adult offenders under supervision by effectively deploying the field’s best practices, proven programming, and rehabilitative strategies to hold offenders accountable and promote their success.
Before implementing DocTract, ACCC's Policy Management process faced some common challenges. The agency primarily used physical documents, spreadsheets, and shared drives to manage and update policies, which made the process more manual and less streamlined than desired.
Prior to DocTract, the existing system presented a few key areas for improvement:
As ACCC continued to grow and adapt to changing operational demands, it became clear that the existing tools were no longer sufficient to effectively support policy management.
After evaluating several Policy Management solutions, ACCC selected DocTract due to its comprehensive, cloud-based capabilities and strong alignment with the organization's needs.
Centralized Document Management: One centralized repository eliminated confusion and improved accessibility for staff across departments.
Automated Version Control: Staff could now reference previous versions with confidence and track changes without manual effort.
Acknowledgement Tracking: DocTract’s built-in tracking ensured compliance and accountability across the board.
User-Friendly Interface: Minimal training was required, enabling quick adoption across all departments.
Customizability: The platform was tailored to ACCC’s unique workflow for policy review and approval.
Time Savings: Reduced time tracking documents and chasing acknowledgements
Improved Compliance: On-time reviews and staff confirmations are now the standard
Enhanced Transparency: Clear audit trails and acknowledgment logs improve accountability
Scalability: The platform grows with the organization, requiring no additional overhead
“The platform is easy to implement and use, with a high level of customization available to meet unique needs. The support team is responsive and helpful, making the transition to the system smooth. DocTract’s ability to improve efficiency, compliance, and tracking is invaluable for any organization managing a large number of policies.”
"DocTract offered a centralized, cloud-based platform that streamlined the Policy Management process, making it easier for us to store, update, and track policies."
Nick Gaham - Systems & Technology Manager, Allen County Community Corrections
The implementation of DocTract was smooth and well supported. We worked closely with the DocTract team, and they provided detailed guidance and training.
The platform was integrated into our operations without significant disruption. Staff were trained efficiently, and the system was rolled out gradually, allowing for any necessary adjustments along the way.
“DocTract has significantly reduced the time we spend searching for documents and manually tracking acknowledgments. It’s made compliance easier and our internal processes much more efficient.”
Nick Gaham - Systems & Technology Manager, Allen County Community Corrections
Allen County Community Corrections has been using DocTract for the past three years. The journey with DocTract demonstrates the impact a well-designed, modern Policy Management solution can have on public sector operations. The transformation has not only improved internal workflows, but also enhanced the organization’s ability to deliver high-quality, consistent services to the community.
ACCC values DocTract’s modern, effective solution for policy management. The platform’s functionality, ease of use, and strong support team have made it a critical tool in ACCC’s operational success.
“DocTract delivers on its promises and has helped us create a more organized and accountable policy environment.”
Nick Gaham - Systems & Technology Manager, Allen County Community Corrections
