The North County Transit District manages public transportation operations in the North San Diego County area, including light rail and community rail systems, buses and disability transportation.
āWe move approximately 12 million people a year,ā says Sonya Finley, Document Control Coordinator. āWeāre small in size, but we do a lot of heavy lifting when it comes to transit.ā
Maintaining proper access to public records is critical to compliance with regulatory requirements. As a transportation organization, the transit districtās key processesāsuch as confirming staff members are following standard operating proceduresāalso ensure the safety of the operationās millions of passengers.
Moving Away from Shared Drives
In the past, the transit district stored documents on shared drives without a standard organization method, making it difficult for staff to find the right versions for public information requests and new projects. āIf you can’t find the documents, you can’t really do business,ā Finley says.
To improve staff efficiency, the transit district needed to create a more centralized structure for document management and an organized repository for records retention.
Streamlining Records Retention
Using Laserfiche, the transit district created an organized shared repository for public records as well as department-specific document structures. āIf they’re in one centralized place, then my job is a lot easier when it’s time to do a records destruction,ā Finley says.
The transit district also used Laserfiche to add in workflows and digital forms to automate processes such as time off requests and new employee onboarding. āThe document flows through, and boom, the person gets it. They fill it out and it moves to the next step,ā Finley says. āNothing gets lost on somebodyās desk.ā
Benefits include:
- Reduced staff time spent finding and retrieving documents for Freedom of Information Act (FOIA) requests
- Quicker submission, review and approvals for contracts, time off requests, staff reports, project approvals and more
- A more organized, compliant records retention and destruction process
āWhen staff comes in the morning, theyāre opening Laserfiche; it has become part of our daily routine,ā Finley adds. āWhen we have that approval process, those things get cleared and reviewed in a timelier manner. That ensures that all of our staff and even our contractors are following standard operating procedures, so that we can ensure the safety of our passengers.ā