Back office ops · Production

Texas Department of Motor Vehicles modernizes unstructured data management with Box Intelligent Content Management and Box AI

The problem

TxDMV was managing millions of scanned title records and tens of thousands of daily vehicle transaction files in a legacy content management system that lacked records retention and metadata tagging, leading to escalating storage costs, security risks, and cumbersome manual processes.

First attempt

The legacy content management solution lacked records retention and metadata capabilities, so everything was kept indefinitely and costs escalated without control.

Workflow diagram · grounded in source
1
Vehicle transaction files generated
Trigger
Tens of thousands of files are generated each day from vehicle transaction records.
▾ source quote
“tens of thousands of files generated each day”
2
Box AI extracts key information
Ai action
Box AI automatically extracts key information from forms and records.
▾ source quote
“With Box AI, we're now able to automatically extract key information from forms and records, reduce manual review, and accelerate our workflows”
3
Intelligent metadata wrapping
Integration
Intelligent metadata is wrapped around files and secure sharing capabilities are implemented.
▾ source quote
“wrapping intelligent metadata around files and implementing secure sharing capabilities”
4
Metadata-driven search
Ai action
Users execute metadata-driven searches across millions of documents to accelerate mission critical tasks.
▾ source quote
“users could quickly execute metadata-driven searches across millions of documents, accelerating their mission critical tasks within a modern, efficient interface”
5
Salesforce integration
Integration
Box integrates with dealership licensing systems within Salesforce, reducing context-switching between tools.
▾ source quote
“Box's integration with dealership licensing systems within Salesforce, which means less context-switching between tools and a seamless experience when it comes to working each request”
6
Customer document upload portal
Output
Customers can upload required documents before visiting offices, reducing wait times and streamlining in-person interactions.
▾ source quote
“Customers can now upload required documents before visiting offices, reducing wait times and streamlining in-person interactions”
Reported outcome

Box AI automatically extracts key information from forms and records, reducing manual review and accelerating workflows while maintaining security and compliance.
Customers can now upload documents before visiting offices, reducing wait times, and the agency has better cost control and visibility over its unstructured data.

Reported metrics
Manual reviewreduce manual review
Workflow speedaccelerate our workflows
Customer wait timesreducing wait times
Storage costscontrol costs
Show all 5 reported metrics
manual reviewreduce manual review
workflow speedaccelerate our workflows
customer wait timesreducing wait times
storage costscontrol costs
mission critical task speedaccelerating their mission critical tasks
Reported stack
BoxBox AISalesforce
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Source
https://www.box.com/customers/texas-department-of-motor-vehicles
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Box AI automatically extracts key information from forms and records, reducing manual review and accelerating workflows while maintaining security and compliance.

What tools did this team use?

Box, Box AI, Salesforce.

What results were reported?

Manual review: reduce manual review; Workflow speed: accelerate our workflows; Customer wait times: reducing wait times; Storage costs: control costs (source-reported, not independently verified).

What failed first in this deployment?

The legacy content management solution lacked records retention and metadata capabilities, so everything was kept indefinitely and costs escalated without control.

How is this back office ops AI workflow structured?

Vehicle transaction files generated → Box AI extracts key information → Intelligent metadata wrapping → Metadata-driven search → Salesforce integration → Customer document upload portal.

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