By Maria Varmazis, Purchasing MagazineWhen a document is scanned and entered into a document management system, it’s not just a picture of the paper document. All of its text becomes indexed and searchable in a database for later retrieval. David Yeskel, systems analyst for the city of Santa Monica, Calif., said that the city’s government aimed to do just that when it started migrating to a new document management system in late 2005. “We had a large back-file of building permits going back to the 1920s—literally millions of pages of paper that we wanted to make sure we could protect over time and make easily searchable,” said Yeskel. Yeskel and a committee within the city of Santa Monica sent out RFPs to a number of document management companies. In the end, the city went with Laserfiche software. A deciding factor was that Laserfiche scaled its solution to the size the city needed and helped implement the software to get document management operating as quickly as possible. Within six months, the Laserfiche system, which is accessible online, was up and running for use within the city’s administration. “We can give our users a URL on our intranet, and they’re automatically logged in to Laserfiche,” Yeskel said. “There’s no software for us to install and our annual software maintenance is half of what it was.”

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