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Case Study

Jackson County Digitizes to Better Serve its Veterans

When Jackson County set out to digitize decades of Veteran records, it wasn’t just about going paperless - it was about providing faster, safer, and more efficient service to the people who served our country. With help from EO Johnson, the Veterans Service Office transformed how it works by freeing up space, strengthening security, and giving staff the tools to access critical documents in seconds instead of days.

Services Provided

Secure Document Digitization

  • 46

    Boxes of Veteran Records Scanned

  • 144568

    Completed Images

  • 75

    Square Feet of Space Reclaimed

  • 4

    Weeks to Complete the Entire Project

About the Lake County, MN Veterans Service Office

Jackson County, located in Western Wisconsin, has a total area of 1,000 square miles and a population of 21,145. The Veterans Service Office helps Veterans navigate VA services and benefits.

image of a veteran holding his child

  • The Challenge

    Jackson County recognized they needed to digitize their documents to address various challenges with the most important being how they serve their community of Veterans. They started a digitization project on their own but lacked the resources for a project of this scale that included nine five-drawer file cabinets full of Veteran records. Slow paper record retrieval was impacting how efficiently claims could be processed. Jackson County also recognized the vulnerability of this sensitive data containing private information due to lack of security and disaster backup. The risk of document misplacement further underscored the need for a more organized and secure system. With plans for a remodel underway, they aimed to optimize space by transitioning from physical to digital records.

  • The Solution

    Jackson County reviewed project quotes from multiple vendors. After meetings to evaluate the needs and goals of the Veterans Service Office, EO Johnson provided a solution that would not only meet the goals of the project but also complete the project quickly. “It took EO Johnson a few weeks to complete the project when others were quoting months, and it would have taken years for us to do it ourselves,” stated Hunter Rudnick, Jackson County Veterans Service Officer.

    To complete the project, EO Johnson securely took the boxes of documents from the Jackson County location to EO Johnson’s secure document scanning location. “EO Johnson is SOC audited, and I could trust them to get it done with the security we needed,” said Rudnick. During the project, Jackson County occasionally needed access to a file. “Three or four were requested and we had them within minutes,” stated Rudnick.

    With multiple types of documents, the information structure of the scanned images was important. Criteria were established to differentiate records like certificates from medical records. Flexible data delivery was also important. After receiving the scanned images, Jackson County was easily able to upload them into their Veteran database. “download what we needed right away. It was an easy drag and drop between systems,” said Rudnick

From Paper to Progress

An Historical Record Transformation

What started as a document scanning project became a catalyst for faster claims, safer records, better access, and more room to truly connect with the people who matter most.

  • Improved Accessibility

    Employees can easily access the files they need. Concerns about a file folder sitting on someone’s desk and not being accessible to others have been removed.

  • Better Claims Processing

    Veterans have a shorter claims processing time. “The time for filing a claim is cut in half because finding and reviewing old documents now is so much faster,” said Rudnick.

  • Enhanced Document Security

    Documents and the private information on them are now securely stored and back up in case of emergency or disaster. 

  • Reclaimed Space

    Employees and Veterans have a better meeting space. “With file cabinets gone, we have more space in the office to meet with and help the Veterans we are trying to serve, especially those meeting with us who are in wheelchairs or have other mobility issues. Our Veterans have a better experience,” said Rudnick.

  • “We had nine five-drawer file cabinets full of paper. We wanted to go paperless and started the process ourselves but it was going to take too long. It took EO Johnson a few weeks to complete the project when others were quoting months, and it would have taken years for us to do it ourselves.”

    Hunter Rudnick
    Jackson County Veterans Service Officer

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