Case Study - State Services Agency

Industry

Public Sector

Challenge

A state services agency faced a 180,000 crash report backlog as required fields jumped from 14 to 221, straining staff.

Results

DataBank used AI powered capture and human validation to eliminate the backlog, achieve 90%+ indexing automation, and unify records securely.

Outcomes

180,000+ Crash reports processed and exported

90%+ Fields indexed automatically with validation

90 Days to peak efficiency

221 Required fields captured per report

Overview

A state services agency faced a backlog of 180,000 crash reports as required data expanded from 14 to 221 fields. DataBank implemented AI powered capture and validation, integrated with third party APIs, and consolidated records into a single system of record. The solution achieved 90%+ automated indexing and reached peak processing efficiency in 90 days, enabling faster data sharing with partners.

Challenges

Massive Backlog: 180,000 crash reports needed to be processed and exported

Expanding Data Requirements: Required fields increased from 14 to 221 (with potential to exceed 500)

Third‑Party Complexity: Integrations with external vendors and APIs added technical challenges.

Manual Processes: Prior to DataBank, one person indexed all document fields (100% manual)

Disparate Systems: Critical data was spread across multiple systems, limiting visibility and access

Implementation

01

Adapted to Expanding Data Requirements

Models and validation processes were adjusted as required fields grew from 14 to 221 and prepared for potential expansion beyond 500 without derailing timelines.

02

Integrated Across Systems and Vendors

The solution interoperated with the state’s collision tracking system and multiple third‑party APIs, eliminating common multi‑vendor blockers.

03

Rapid Ramp to Peak Performance

The project hit peak processing efficiency within 90 days, ahead of the initial 4–6 month estimate.

04

Automated Indexing & Consolidation

The program shifted from manual indexing to 90%+ automated field population, consolidating records into one system for simpler search, governance, and reporting.

Key Takeaways

Intelligent automation and validation cleared backlog, achieved 90%+ auto-indexing, accelerated deployment, and created a scalable, unified system.

Backlog Eliminated

Backlog addressed through intelligent automation and validation

Automation Indexing

90%+ automation rate across fields, minimizing manual corrections

Peak in 90 Days

Peak efficiency in 90 days (faster than plan)

Future-proofing

Future‑ready framework positioned to process new forms and scale with evolving needs

Unified System of Record

Single system of record improves visibility, findability, and data‑sharing speed

Results

01Extend the same automation to additional form types beyond crash reports
02Improve service delivery by accelerating data sharing with state and federal partners
03Sustain high accuracy with less manual effort via human‑in‑the‑loop validation
04Scale confidently across vendors and APIs without re‑platforming

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Learn how State Services Agency partnered with DataBank to address a critical challenge and deliver measurable results.

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September 4, 2026

Case Study – State Services Agency