How the Texas State Library and Archives Commission Built a Future-Proof Records Management System

April 17, 2019

How the Texas State Library and Archives Commission improved its records management process with Infolinx, and why they’ve never looked back.

The Texas State Library and Archives Commission (TSLAC), located in the state capital Austin, was in search of a new records and information management solution. After several attempts to patchwork a system together, it was clear their current software was unable to support the level of complexity they needed. TSLAC needed a new solution.

tslac_logo_1_png_413x500

Everything is Bigger in Texas

The Texas State Library and Archives is no exception to the phrase, 'everything is bigger in Texas'. TSLAC has 102,000 sq. ft. of shelf space—double the square footage of the White House (about two football fields), housing more than:

  • 345,000 boxes
  • 275,000 reels of microfilms
  • 2 million sheets of microfiche

The expansive building was even featured in several films, including Idiocracy and Waking Life. TSLAC needed a solution that could accommodate the sheer volume of the library and archives, while also being flexible enough to take on new uses that the previous vendor was never able to provide.

Michael Shea was one of the people tasked with finding a new records management solution. Shea, who had only been at TSLAC for about a year at the time, knew he needed “the swiss-army knife” of a software. When asked what he was looking for, he said, “I was looking for a software just as invested in TSLAC as we are.” After a thorough look into numerous providers and vendors, Michael Shea and his team selected Infolinx to be their new records and information solution provider.

Building a Successful Solution

From the first exploratory phone call to beyond implementation, Infolinx was there every step of the way. Infolinx developers worked alongside Shea and his team to configure the software to accommodate the massive amount of both physical records and electronic information stored within the archives. Infolinx consulted and collaborated with TSLAC to design and implement the following as a part of their new records management solution:

  • New billing system that shortened their billing process by 10 days
  • Improved work order system for creating imaging requests
  • Robust reporting functionality
  • A new circulation system

Previously all of these had seemed impossible to implement prior to Infolinx. All of these "elegant solutions," as Shea calls them, helped streamline their internal processes, improving overall efficiency. Shea actively participated in the design and development stages of the implementation, and said he began “to feel empowered”. Shea continued stating, “I feel like a wizard. I know the system as well as you all [Infolinx] now.” This familiarity with Infolinx is what keeps the TSLAC team coming back for more. “We keep a rolling wishlist of Infolinx features we want on an Excel,” Shea laughs, “And we know Infolinx will be able to accommodate it.”

Craig Kelso, Director of the State and Local Records Management Program at TSLAC said, “The service that Infolinx provides is unbelievable. And it’s all because of the people behind the software.”

Photo source: https://www.tsl.texas.gov/

 

 

 

More from Infolinx: 

Why These Texas Agencies Upgraded Their Legacy Records Management Systems

 

Subscribe