Case Study 

Modernizing the filing, search, and retrieval process for businesses



SCCase


The Secretary of State’s Office is always open now to receive business filings and document requests. This new application is part of South Carolina being prepared for a global economy where business is transacted around the clock. This business-friendly solution will speed up the process of filing to create a new business or make changes to an existing business. This will continue our successful online search and document retrieval system. These new services make it easier for business filers to conduct business in this state.”


– Mark Hammond, Secretary of State

The Background

The previous South Carolina Secretary of State’s (SOS) business entity service was outdated and in need of software upgrades. Additionally, the previous service did not have a web-based user interface for online customer filings. A new application needed to be developed to provide better data accuracy, better reporting capability, and compatibility with a single database management program.

The Solution

Built in partnership with NIC, the modernized SOS service allows organizations to file more than 150 official business forms. The service improves support for customers by providing a digital method for companies to incorporate, amend, merge, or dissolve a business. To ensure accuracy and completeness of the online filings, a manual review workflow for customers’ online filings was also developed. The internal application provides a method for cashiering filings received through the mail, and end-of-day financial recording is easily monitored and verified.

The Results

In addition to the benefits of a modern database and online and in-house filing capability, several time-consuming procedures, such as batch scanning and review, have been eliminated. As an example, one employee can process approximately 70 to 90 mail-in filings a day and can review and process an average of 201 online filings a day. It is easy to see that a considerable gain in productivity has been achieved and cost savings recognized on postage and paper costs. User feedback has been tremendous as well, and the adoption rate for the new service averages 60 percent.