Created in 1922 with the intention to unite Florida’s municipal governments, the Florida League of Cities (League) is living up to its purpose of shaping legislation, sharing the advantages of cooperative action, and exchanging ideas and experiences, thanks in part to Laserfiche. The League has been using Laserfiche for more than six years to streamline its documents, but recently they decided to upgrade to Rio, Laserfiche’s new enterprise content management solution.
For the League, Workflow functionality is key. With their previous Laserfiche installation they hadn’t been able to benefit from Workflow because their two separate locations would have required two copies of Workflow—and that did not fall within the budgetary scope. “Rio will provide us with the Workflow management we so desperately need,” says Mike Taylor. “Workflow is so important for us because it automatically routes documents, and the drag and drop option allows us to speed up our claims processing.”
These days, information management is more than just storage and retrieval, and at the League, it was no different. For them, successful information management served as the cornerstone of their success. “We originally had two programs in place that weren’t cutting it, so we switched to Laserfiche in 2003. Laserfiche provides our staff with stability, control, and user-friendly functionality,” comments Sherry Hilley.
“I’m extremely excited about our upcoming Rio implementation,” she adds. “Most importantly, I’m looking forward to using Rio for its expanded flexibility.”
With Rio’s named user licensing model, the League simply had to purchase enough licenses for their users—135 in total. Because Rio includes unlimited Laserfiche servers and repositories, IT staff are able to accommodate the League’s two locations in Orlando and Tallahassee without additional expense.
“We employ roughly 170 personnel in both our Orlando and Tallahassee offices. In our Orlando office, 80-plus staff use Laserfiche in our technical services, worker’s compensation, healthcare, administration and ratings services departments,” says Hilley. “Not to mention that approximately 50 users in our Tallahassee office have concurrent access, predominately in our membership development, executive, administration and human resources, and accounting departments, as well as the special investing unit.
“As you can see, Laserfiche is instrumental in information management and distribution throughout our organization,” she adds.
The League has grown dramatically in membership to include nearly all of Florida’s 412 municipalities. The Tallahassee-headquartered League, governed by a 54-member Board of Directors, comprises elected city, town and village officials, and provides numerous services, programs, publications and events to its members. And this is where Laserfiche comes into play as a key facilitator for information distribution and retrieval across its vast membership. The majority of the files stored include claims files, managed care nursing files, health care, insurance ratings, payables, personnel records, investment documents, and pension trusts, along with scanned in minutes of meetings and agendas of the executive board.
With Rio, the League can now implement a global point of control for all this information without forcing individual departments and workgroups to change their existing processes. Explains Hilley, “We scan everything in from faxes and e-mails to Word documents, so with the Rio upgrade, we’ll facilitate efficiency. Rio’s flexibility has vast benefits for our organization.”
Moreover, due to state and federally mandated retention policies, the League needs to retains accounting files for three years following day of audit and worker’s compensation records for seven years after claim is closed. The remainder of their documents need to be archived indefinitely as they do not expire. “Rio’s hub strengths of information management, document imaging, and system activity monitoring are extremely beneficial for us, especially since there are specific retention policies we need to adhere to,” Hilley says.
One of the main benefits of Rio is its ability to accommodate the League’s anticipated future growth. “We are sitting pretty for expansion,” explains Taylor. “We have a wealth of information that needs proper storage, retrieval, retention, and accessibility, so we are extremely excited about the cost savings and additional functionality that Rio will offer our organization.”