Enhancing Public Service: A Look at Rancho Cucamonga’s Streamlined Public Record Requests

The city clerk’s office for Rancho Cucamonga, California at one point was facing significant challenges when it came to records requests, with looming deadlines to fulfill requests and documents that could be anywhere – a physical file scanned into Laserfiche, a digital record buried in the Accela platform or lost altogether. However, the city’s situation changed thanks to a clever IT solution that transformed their public record request process.

In this post we’ll dive deep into the story of Kramer Sanders, an IT Applications Analyst for Rancho Cucamonga, and his team’s journey to streamline public record requests.

From paper to digital: a data management challenge

In 2014, Rancho Cucamonga embraced the digital age by launching Accela, a program that revolutionized building permit generation by leveraging GIS technology (built on Esri’s ArcGIS platform) and public data. This was a significant leap forward from their paper-based system, but it wasn’t without its challenges.

In the initial rush of excitement, the city made a crucial decision – they’d accept both physical and digital documents. While this seemed convenient at first, it created a hidden time bomb. Physical documents found their way into Laserfiche, a document management system, but digital documents remained scattered within Accela’s platform.

Fast forward a few years, and the city started facing the consequences. Public record requests became an administrative nightmare. Whenever a tight deadline was looming, clerks had to search through two separate systems, unsure where the requested documents resided. This inefficiency wasted valuable time and resources, creating frustration for both city employees and the public.

“Imagine getting a request that you have 10 days to figure out…where these records are coming from,” explains Kramer Sanders. “You’re not gonna be familiar with it. You’re probably gonna pull someone that is and it ends up taking a lot more time.”

Enter Velosimo and the power of automation

Kramer Sanders and his team knew they needed a solution. Their goal: consolidate all building permit documents into a single, easily searchable location. The answer came in the form of Velosimo, an integrated software as a service (iPaaS) platform. Because both Accela and Laserfiche offer compatibility with iPaaS platforms, Sanders was able to enable seamless communication between these applications through Velosimo.

With these integrations in place, an inspector could complete a final building inspection using the Accela mobile app, that triggers a pre-programmed workflow. This workflow then utilizes Accela scripting (powered by JavaScript) to automatically copy all associated digital documents from Accela.

These documents are then routed to a designated folder within Laserfiche. Every night, another automated workflow starts. It meticulously sorts the documents based on a logical system – street address and number.

Even more impressive is that the workflow doesn’t just move documents, it enriches them. By pulling metadata, or descriptive information about the content, from Accela, the system adds valuable context to each document within Laserfiche. This metadata becomes a powerful tool for future searches, making it significantly easier to locate specific documents.

Accomplishing goals in finding new efficiencies

The impact of integrating Velosimo was nothing short of transformative. It wasn’t just about convenience; it was about a fundamental shift in how the city handled public records.

After a successful implementation, the team embarked on a massive project. It migrated all remaining digital documents from Accela, dating back to 2014 — approximately 600GB of data, both compressed and uncompressed. This mammoth undertaking ensured all building permit documents resided in one central location – Laserfiche.

The payoff was immediate and measurable. City clerks and building administrators could now locate documents with ease. Gone were the days of frantic searches through two separate systems. This translated to a dramatic 50% reduction in processing time for public record requests.

“After talking through with many of them, it’s actually cut their time to serve public records requests in half,” says Sanders. “Huge for us.”

This efficiency boost not only saved the city valuable time and resources, but it also improved public service. Residents could now receive timely responses to their requests, fostering a sense of trust and transparency between the city and its constituents.

Beyond Rancho Cucamonga: lessons learned and the benefits of Collaboration

Kramer Sanders’ story is more than just a success story for Rancho Cucamonga. It’s a powerful case study showcasing the transformative potential of technology in streamlining government processes. The key takeaways are clear:

  1. Embrace automation: Repetitive tasks are ripe for automation. By leveraging tools like Velosimo and scripting, cities can free up valuable employee time for more strategic endeavors.
  1. Consolidate and centralize: Fragmented data storage creates chaos. Centralizing documents in a single, searchable location like Laserfiche empowers employees and fosters transparency, as Sanders highlights: “So now the city clerk and building admins can actually easily go through and find all these documents.”

  2. Metadata matters: Enriching documents with metadata makes them significantly more valuable. This allows for efficient searching and retrieval, saving time and effort in the long run.

The story of Rancho Cucamonga is also a testament to the power of collaboration. Kramer Sanders’ team, along with Accela and Velosimo, worked together to find a solution. This collaborative spirit extends beyond the immediate project. By sharing their experience, Sanders and his team are sparking a conversation within the broader municipal IT community. Their story serves as an inspiration for other cities facing similar challenges with document management and public record requests.

Here are some ways other municipalities can learn from Rancho Cucamonga’s experience:

  • Conduct a thorough needs assessment: Before diving into solutions, take stock of your current document management landscape. Identify pain points and areas ripe for improvement. This will help guide your search for the right technology and approach.
  • Evaluate existing technology: Don’t underestimate the power of existing systems. Explore integration possibilities between your current document management system and other relevant platforms, like building permit software. You might be surprised at the hidden potential within your existing infrastructure.
  • Embrace open standards: When choosing new technologies, consider solutions that leverage open standards. This allows for greater flexibility and future-proofing, fostering easier integration with existing systems.
  • Seek out partnerships: Collaboration is key. Look for technology vendors and partners who are willing to work with you to find a solution that meets your specific needs. Don’t be afraid to explore open-source options as well.

Kramer Sanders’ message is clear: there’s no need to fully reinvent the wheel. By learning from Rancho Cucamonga’s journey and adopting a strategic approach, other cities can achieve similar success stories.

Inspiring government to be future-forward

The story of Rancho Cucamonga clearly demonstrates how technology can empower governments to serve their citizens more effectively. By embracing automation, data centralization, and collaboration, cities can transform the public record request process from a frustrating chore to a seamless experience. This, in turn, fosters transparency, builds trust, and paves the way for a more efficient and responsive government for all.

Further reading

Eager to learn more about how Laserfiche can improve the everyday operations of government agencies and organizations? Visit our government solutions page.

Interested in learning more about Velosimo as an integration solution? Explore integrations powered by Velosimo and other solutions on the Laserfiche Solution Marketplace. Want to see Laserfiche in action? Schedule a consultation for a personalized demo of our leading enterprise content management platform.

Transforming Corrections: How Idaho Department of Correction Leverages Laserfiche for Efficiency and Security

The Idaho Department of Correction (IDOC) is responsible for supervising individuals sentenced to their jurisdiction. This includes providing programs and support during incarceration and ensuring a smooth transition back into the community upon release. To streamline operations, enhance security and improve efficiency, IDOC implemented Laserfiche as its document management system (DMS).

We sat down with project manager for IDOC, Cassandra Lint, to take a deep dive into how Laserfiche helped IDOC meet the challenges it faces both as a corrections department and more generally as a government agency, by transforming how it manages information.

Streamlined processes and increased efficiency

“One of the major benefits that we see with Laserfiche is the flexibility of the automation and being able to work between the different business needs of our work groups,” Lint explained.

Since being implemented, Laserfiche has replaced paper-based forms and workflows with electronic processes, leading to significant improvements in efficiency. IDOC can now manage various forms, including project requests for Laserfiche access, through a centralized system. This eliminates the need for manual routing and filing, reducing processing times and the risk of documents getting lost.

Enhanced collaboration and data sharing

A critical aspect of IDOC’s operations is collaboration between internal staff and external providers. Laserfiche integrates seamlessly with IDOC’s internal client management system through an API. “We use the API to communicate between forms that are [associated with] outside providers that don’t have access to our internal network,” explains Lint. “So they can submit data that then gets reviewed by our providers internally in our department that then get[s] input into our client management system.”

This integration eliminates the need for external providers to send data via email or fax, ensuring timely and secure information exchange. Additionally, standardized data entry through Laserfiche forms guarantees consistency and reduces the burden of manual data entry for IDOC staff.

Improved security and accessibility of records

Security and accessibility are paramount for any organization managing sensitive information. Laserfiche addresses these concerns by providing a secure repository for IDOC’s critical documents, including human resource files, investigation files, policies and SOPs.

Laserfiche ensures the security of these records through robust access controls and audit trails. Additionally, the system’s OCR capabilities allow for easy document retrieval based on keywords or phrases within the document content. This eliminates the time-consuming process of searching through physical files and reduces the risk of misplacing documents.

Embracing digital transformation: the case of medical records

IDOC is undergoing a significant digital transformation by transitioning from paper-based medical records to an electronic format. “We have a current project right now, where the last of our medical records are being digitized and imported into our Laserfiche repositories,” says Lint.

This initiative offers numerous advantages. Physical storage costs associated with paper records are eliminated. The risk of documents getting lost during transportation between facilities is mitigated. Importantly, OCR empowers staff to locate specific medical records efficiently, ensuring timely access to critical patient information.

Planning for the future: records management and integration

Looking ahead, IDOC plans to leverage Laserfiche’s records management features to ensure proper record retention and disposal in accordance with regulations. “One of our upcoming projects that we’ll be working on is implementing records management with our document repository systems,” Lint explains. This will streamline recordkeeping practices and ensure compliance with legal requirements.

Furthermore, IDOC is exploring the possibility of integrating their Laserfiche environment with other jurisdictions. This collaboration could significantly enhance efficiency by eliminating duplicate data entry and streamlining information exchange across different agencies. Additionally, IDOC plans to replace an in-house web application with a Laserfiche integrated process, further optimizing workflows and reducing reliance on custom-built solutions.

The power of user-friendliness

In today’s world, user-friendliness is paramount for any technology to gain widespread adoption. Laserfiche stands out in this regard, as Lint emphasizes: “One of the cool things about Laserfiche is the flexibility that the different applications have and the ease of use for end users who maybe aren’t technically inclined.”

The system’s intuitive interface and drag-and-drop functionality allow staff with varying technical skillsets to navigate Laserfiche effectively. This eliminates the need for extensive training and ensures that staff can focus on their core competencies.

Conclusion: a model for efficiency and security in corrections

The Idaho Department of Correction’s implementation of Laserfiche serves as a model for other correctional institutions striving to streamline operations, enhance security and improve efficiency. By leveraging Laserfiche’s automation capabilities, secure document repository and seamless integrations, IDOC has demonstrably improved its ability to manage information and serve the community.

Cassandra Lint’s experience as a Laserfiche Champion further exemplifies the value of collaboration between government agencies and technology providers. Open communication channels ensure that technology solutions continue to evolve and meet the ever-changing needs of the public sector.

As IDOC continues to explore the full potential of Laserfiche, other correctional institutions can learn from their success story. By embracing digital transformation and implementing user-friendly document management systems, correctional facilities can position themselves to deliver exceptional service while optimizing internal processes and ensuring the security of sensitive data.

Further reading

Eager to learn more about how Laserfiche can improve the everyday operations of government agencies and organizations? Visit our government solutions page.

Want to see Laserfiche in action? Schedule a consultation for a personalized demo of our leading enterprise content management platform.

Faster Permits, More Revenue and Better Public Access for the North Carolina DEQ

The North Carolina Department of Environmental Quality (DEQ) has undergone a significant digital transformation, replacing paper-based workflows with a centralized document management system. This shift, spearheaded by Chief Data Officer Miriam Patrocinio, has resulted in improved efficiency, data accessibility and environmental protection efforts.

Proper permit tracking, facilitated by the new system, ensures compliance with regulations, preventing pollution and safeguarding North Carolina’s environment. Additionally, the improved fee collection system allows the DEQ to hire more permit reviewers, further strengthening environmental oversight. We recently sat down with Patrocinio to discuss in detail the impact that Laserfiche, and the digital transformation initiatives it played a part in, has helped the agency be more effective.

From paperwork to digital workflows

Prior to the implementation, the DEQ relied heavily on physical documents for permit applications and associated fees. This manual process hampered both tracking and revenue collection. Recognizing the need for a more sustainable solution, the DEQ embarked on a comprehensive digitization initiative.

Laserfiche serves as the DEQ’s central repository for scanned documents. Beyond simply storing data, the system offers functionalities such as:

  • Automated workflows: Streamlined permit application processes with online forms and automated approvals.
  • Improved fee collection: Automated invoicing ensures timely collection of permit fees, generating revenue for the agency.
  • Federated search: Seamless search across Laserfiche repositories and SharePoint sites eliminates the need to search through multiple systems, saving time and effort.

A focus on existing infrastructure: expanding Laserfiche’s capabilities

Patrocinio emphasizes that maximizing the value of existing technology, as Laserfiche was in DEQ’s case, can be an effective strategy for addressing business challenges. “Upon joining the DEQ,” she states, “Laserfiche was already established. The agency possessed a team dedicated to developing workflows, forms, and overall digitalization efforts for the past half-decade.”

This existing foundation proved crucial, particularly during the challenges presented by COVID-19. “The pre-existing collaboration within the department was invaluable,” Patrocinio explains, “although it was somewhat siloed within a specific department.” Recognizing Laserfiche’s potential, its user-friendliness, and the availability of existing licenses, Patrocinio made a strategic decision.

“The initial step,” she elaborates, “was to designate Laserfiche as the official document repository for the DEQ. Every document and file generated by the agency would be housed there.” This critical action ensured a centralized location for all information. However, Patrocinio’s vision extended beyond mere storage.

Bridging information gaps: federated search for improved public access

Understanding the importance of accessibility, Patrocinio focused on leveraging Laserfiche’s Federated Search functionality. This powerful tool allows users to search across various repositories and SharePoint sites, eliminating information silos. “The DEQ frequently receives public data requests,” she explains. “Locating the precise information was a time-consuming process.”

The DEQ’s success with Federated Search highlights its broader applicability. This technology allows organizations to search across various data sources, eliminating information silos and streamlining access to critical information. This can be particularly beneficial for public record requests, where retrieving documents from multiple locations can be time-consuming.

Federated Search bridges this gap by empowering the public to find the information they need more efficiently. This fosters a more transparent and collaborative relationship between the DEQ and the communities it serves.

Laserfiche: a platform for continued growth

Looking ahead, the DEQ acknowledges the potential of AI to revolutionize information retrieval. The agency envisions a future where AI can analyze data within repositories, answer questions, and summarize documents, leading to a more intuitive and collaborative way to interact with information.

In addition, Patrocinio clearly sees Laserfiche’s potential as more than just a document management system. “We recognize the potential of the CRM module again,” she says, referring to Customer Relationship Management. “We already possess the platform and the internal expertise to develop it further. We are continuously building capacity in this area.”

The DEQ has also further integrated Laserfiche with its Microsoft Dynamics and GIS (Geographic Information System), creating a more robust digital ecosystem. “The potential is significant,” Patrocinio concludes. “…I encourage everyone to take a closer look [at Laserfiche] and explore its full potential.”

Conclusion: a sustainable future through digital transformation

The North Carolina DEQ’s journey with Laserfiche exemplifies the transformative power of digital transformation. By embracing innovative solutions and optimizing existing resources, the DEQ has streamlined operations, strengthened environmental protection efforts, and fostered a more open and collaborative relationship with the public.

Patrocinio’s leadership embodies the importance of strategic vision and a commitment to leveraging technology for positive change. As she concludes, “Our core mission is to safeguard the health and prosperity of all North Carolinians. Technology itself is not the focus; it’s about utilizing the tools at our disposal to make a genuine difference in the lives of the people we serve and the environment we all share.”

The DEQ’s success story serves as an inspiration for environmental agencies across the globe. It demonstrates that by embracing digital transformation and fostering a culture of innovation, environmental protection can become more efficient, effective, and accessible to all. By breathing new life into old data and empowering people with the right tools, we can collectively ensure a healthier planet for generations to come.

Further reading

Eager to learn more about how Laserfiche can improve the everyday operations of government agencies and organizations? Visit our government solutions page. Want to see Laserfiche in action? Schedule a consultation for a personalized demo of our leading enterprise content management platform.

Unlocking Efficiency: Thoughtful Integration of Technology in Government Agencies

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2023 Crown Communities Award winner: Long Beach Calif.’s GUIDES mobile app

Three California organizations worked together to provide vital assistance to highly vulnerable populations through innovative technology.

DoD 8180.01, 5015.02 and DTM-22-001 – Everything You Need to Know

When it comes to finding a platform that ensures records are managed properly, it can be difficult without a standard to go by. Fortunately, The United States Department of Defense (DoD) provides such a standard. In addition, the DoD offers a wide variety of documents and tools to evaluate the effectiveness of a records management solution or strategy.

Primarily used by the DoD itself to ensure it is managing records in accordance with specific laws, these standards and tools provide a robust framework for organizations to manage records thoughtfully and effectively. By using this framework, organizations can take a step beyond the universal electronic records management (ERM) requirements outlined by The National Archives and Records Administration (NARA), that are used to support federal agencies in maintaining compliance with the Federal Records Act.

While an organization may not be required by law to follow DoD records management standards, effective records management can encourage more informed business decisions, a boon for any organization.

What is DoD 8180.01?

DoD 8180.01, or “Information Technology Planning for Electronic Records Management” is a tool for the Department of Defense to evaluate an electronic records management platform’s potential to comply with policies set out in DoD Instruction 5015.02, “DoD Records Management Program”.

Some of the key components of DoD 8180.01 include:

  • A reduced focus on certification and narrow technical requirements.
  • An increased focus on a solution’s ability to facilitate effective records management.
  • An acknowledgment that a record’s lifecycle may outlast a particular platform’s lifespan.

What is DoD 5015.02?

DoD Instruction 5015.02, or “DoD Records Management Program” is a document that outlines the policy and responsibilities of the DoD as they relate to records management across media. This is not to be confused with DoD 5015.02-STD, which was a tool used to evaluate whether a particular piece of electronic records management software could be used by an organization to maintain compliance with the policies and responsibilities outlined in DoD Instruction 5014.02.

DoD 8180.01 effectively replaces 5015.2-STD as a tool to evaluate electronic records management software, but does not replace DoD Instruction 5015.02 itself, with that document offering compliance guidelines for managing records in a wider range of media.

What is the DoD Records Strategy?

Published openly for the first time in 2023, the DoD Records Strategy defines goals and offers administrative guidance for the DoD as they relate to records management. This document provides a framework for managing records largely organized into three distinct objectives:

  • Curate: Be clear and effective in identifying records and adding the appropriate contextual information as needed.
  • Automate: Leverage automation to save time and enable staff to focus more of their resources on core responsibilities.
  • Govern: Keep information accessible to relevant parties to enable more strategic decision making across departments.

In addition to the above, the records strategy emphasizes more universal accountability for managing records outside of the records manager role. It also suggests having dedicated records specialists embedded in units across the organization, to work in tandem with subject matter experts that ideally would also gain some records management knowledge and capability.

What is DTM-22-001?

DTM-22-001, or “DoD Standards for Records Management Capabilities in Programs Including Information Technology” works essentially as an addendum to the DoD Instruction 5015.02, to eventually be incorporated into the instruction at a later time.

These standards, focused on software, ultimately serve to enshrine in policy the ideas brought about by the newer strategy-based, non-policy documents such as DoD 8180.01 and the DoD Records Strategy.

The new policies require that:

  • A safe harbor period is established for information stored on IT systems once it is deleted.
  • IT systems support the proper disposition of records.
  • Records management functionality is provided for IT systems.
  • Records and record control items remain interoperable between IT systems.

Bringing it all together

With all the different tools and documents that the DoD has to offer records managers, let’s quickly go over the purpose of each once more:

  • DoD Instruction 5015.02: Establishes policies for the DoD to follow in order to properly manage its records.
  • DoD Manual 8180.01: Offers criteria to evaluate a piece of software’s ability to assist an organization in complying with the guidelines in DoD Instruction 5015.02.
  • DoD Records Strategy: Provides administrative guidance and sets up goals for the DoD to work toward as it strives to manage records as effectively as possible.
  • DTM-22-001: Acts as addition to the policies outlined in 5015.02, outlining requirements for IT systems in regards to the disposition, management and transfer of records.

Using these tools together can yield a robust and effective records management framework. As discussed earlier, many organizations are not required to manage records as strictly as the DoD.

However, with the emergence of new technologies and the reality that many organizations use a variety of applications and information for everyday business, even the DoD acknowledges that records management should be thought of as a functional discipline rather than the following of rules for the sake of them.

More than anything, developing a robust and effective records management strategy can save your organization time in classifying and storing information, encourage more informed decision making and allow staff across the enterprise to dedicate more resources to their core responsibilities.

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Further reading

If you’re looking to expand your digital transformation beyond electronic records management, an enterprise content management system (ECM) may be the right fit for your organization. Learn more about the ECM market and top vendors by checking out the G2 Grid® for Enterprise Content Management (ECM):

G2 Grid® for Enterprise Content Management (ECM) Systems

Already considering Laserfiche as your records management solution? Take a look at the Laserfiche Solution Marketplace, a hub for pre-built workflows and templates that customers can use to jumpstart processes necessary to meet all kinds of challenges, including regulatory needs, such as building permit applications and inspections. Whether you’re just getting started with records management or looking for new insights, be sure to check out our Ultimate Guide to Records Management to see how you can improve your information governance strategy.

Download the eBook: The Ultimate Guide to Records Management.

Seminole Tribe of Florida – Haley Glasscock

Samish Indian Nation’s Digital Innovation Supports Tribal Members and Staff

SITUATION

• Legacy manual processes driven by paper forms were no longer keeping pace with Samish Indian Nation’s diverse services
• To ensure the health, wealth, education and security of tribal citizens, Samish need to create more sustainable, scalable ways to achieve its vision

RESULTS

• Grant approvals are 80% more efficient
• Digitally transforming processes and assigning substitute approvers eliminated delays caused when staff members are out of office

Samish Indian Nation is headquartered in Anacortes, Washington, but its members are spread throughout the world, from the U.S. to New Zealand. Diverse as its membership are its programs and services, which range from education assistance and cultural enrichment to natural resource management and infrastructure maintenance.

Samish Indian Nation

Historically, Samish heavily relied on legacy manual processes to deliver these services. In recent years, however, Samish’s leadership and IT department began seeking ways to modernize and create more sustainable, scalable ways to achieve its vision: to ensure the health, wealth, education and security of tribal citizens.

Laserfiche has become the go-to tool for automated solutions, enabling the Tribal Council to optimize long-standing processes — such as resolution approvals and grant applications — to streamline the experience for employees and council members, resulting in time and cost savings. Meanwhile, Laserfiche has strengthened organizational resilience, enabling Samish to quickly respond to changing member and council needs.

From Records Management Solution to Content Services

When JR Walters started as the IT director for Samish Indian Nation 10 years ago, the team immediately identified the need for a digital document management solution. Laserfiche provided this and more. Laserfiche’s records management capabilities and security tools supported the organization’s requirements. E-forms, workflow automation and integration capabilities opened up new possibilities for optimization.

The organization worked with Laserfiche solution provider CDI to implement a solution that would meet Samish’s needs — the first of which was a  repository for resolutions. The formal channel for expressing tribal consensus on legislation or policy, resolutions are governing documents for Samish. Prior to Laserfiche, people could look up resolutions in a printed index, which didn’t give visibility into the resolution’s full content, resolutions that had been superseded by another one, or related or supporting documents.

80% more efficiency in grant approvals process

From there, the team quickly saw new opportunities for automation. They created a Laserfiche workflow that streamlined the process for Samish’s chairman and secretary to sign off on resolutions. But things really took off after the launch of the automated grant application process — a complex yet critical operation that involves the distribution of materials between five sites for review and approval. The legacy process was entirely manual and time intensive. Today, it’s managed through a Laserfiche form and automated workflow which were created with the help of the Laserfiche Solution Marketplace.

“Before starting to design a process from scratch, I look to see if it has already been done in the Laserfiche Solution Marketplace,” Walters said. “It’s easy to duplicate. The Solution Marketplace is a great resource.”   

While the legacy manual process took a week or longer, the new solution made it possible for Samish to process grant applications in a single day. Managers can review content from mobile devices, further accelerating approvals. Most importantly, the accelerated application process opens up more opportunity for grants to go toward maintaining the economic welfare of Samish as well as the protection of the environment, and preservation of natural and cultural resources.

The success of the solution created buzz around the organization for Laserfiche, leading to more optimization initiatives. Today, Laserfiche is synonymous with automated solutions.

“Laserfiche is our go-to system for solving problems,” said Walters.

Building Resilience and Agility While Strengthening Cultural Ties

Samish’s digital efforts have also strengthened organizational resilience and agility, which were put to the test during the COVID-19 pandemic. Laserfiche proved critical when Samish needed a way to distribute financial assistance to members affected by the pandemic.

“Finance had a terrible time keeping track of the first relief payments that they sent out when COVID-19 started,” Walters said. “It was just night and day comparing it to how it went using Laserfiche.”

The team built a Laserfiche form that enabled members to register for assistance online. A Javascript integration with Smarty, an address validation tool, automatically completes address information for members. On the backend, an integration with MicroBilt validates ACH routing payment information.

“The whole user experience was quick and easy, and members are kept up to date with emails through the whole thing. There are a lot of automatic verifications happening, and there were hundreds of applications. There were still some manual validations, but staff were not overwhelmed by them as they would have been had we not created this solution.”

Sam Shinn, Systems Specialist, Samish Indian Nation

Similarly, a vaccine registration program was rolled out quickly using Laserfiche, which allowed Samish to partner with a nearby tribe so that the organizations could share resources.

“We don’t have the necessary support staff to administer all of those vaccinations,” Walters said. “That process would have been a nightmare to handle on paper; Samish health didn’t even try it. They came right to us, which was great.”

Walters estimates that each person’s registration would have taken about a half hour of staff time, plus additional time to reschedule when necessary, which was all but eliminated with the automated Laserfiche process. The workflow also auto-prioritized those who needed to be vaccinated more quickly and automatically waitlisted some applicants, which also saved countless hours of staff time.

Also born of the pandemic was a new system to support online attendance for the Tribe’s annual general council meeting, enabling registration and tracking attendance, which is necessary to establish a quorum. Today, it endures as a way to facilitate hybrid in-person and online participation, better serving Samish’s many geographically dispersed members.

“The solution is built on integrations between four different applications: Laserfiche, Microsoft Teams, our enrollment database and Sitefinity.” Because Samish hosts meetings that are for members only, Walters explained, “We needed a solution that was open but secure.”

His team created a registration portal that allows members to register, which also verifies that the person was a confirmed tribal member against an enrollment database. Laserfiche Workflow conveniently emails the member a calendar object. People who are registered also receive another Laserfiche form to verify that they are who they claim to be; the member then receives instructions on how to set their computer up to be ready for the meeting.

“I don’t think we’ll ever go back to not having virtual events,” Walters said. “Those who couldn’t participate before — members in New Zealand, England, etc. — now have access. They might have to get up a little earlier or stay up later, but they can view the events on demand as well.”

Ongoing Innovation to Benefit Tribal Members

Samish Indian Nation continues to expand on the digital innovations built on Laserfiche over the past decade. Samish has built e-forms and automated workflows for everything from simple staff ID badge and business card creation to more complex solutions for addressing the need for substitute approvers for processes when staff members are out of office.

“People go on vacation; people get sick; they take leaves of absence, things like that — and when they’re gone, other people will take over their responsibilities,” Walters explained. “This process enables users to assign those other people to processes, so that they can complete tasks during those absences.”

“The big thing that addressed was the lack of record when people reach out to IT about assigning other people tasks,” Shinn said. “Now, there’s a document that gets generated and stored in the repository from the user, saying that they designated a specific person to do certain tasks for a specific time period. It’s all automated so we don’t have to worry about anyone forgetting to communicate it to us.”

Laserfiche has become so embedded in staff workdays that the IT team has also created a Laserfiche Forms process to handle changes to Laserfiche processes. If a user needs changes to a business process, they can fill out a form that collects all the details needed to make that happen. “We’ll know exactly what process needs to change and what exactly needs to be done,” Shinn said. “The form gives convenient access for users. The process uses query parameters to populate the change request form, effectively creating templates for change requests.”

Continued optimization and more solutions are in the works, including a contract workflow, which will leverage an integration with DocuSign.

“As we’re looking at systems, one big thing we consider is how we can enhance it with Laserfiche,” Walters said. “We want to invest in things that work well with the Laserfiche platform, that can extend and work with it.”

Digitization, AI and the Cloud — Laserfiche Predictions for Government and Education in 2024

At Laserfiche we’re always looking forward. We also know that governments and educational institutions are continuously searching for new ways to address their unique challenges.

That’s why in the new year, we asked one of our resident industry experts — Noel Loughrin, Senior Strategic Solutions Manager: Government and Education — to make predictions about what innovations and ideas that governments and educational institutions are going to prioritize in 2024.

Governments will improve operations by following best practices and embracing digitization:

  • The digitalization of services remains a prominent trend in the government landscape as technology continues to evolve and innovate. Developing strategies for the implementation of AI, system integrations, and digital data and records management will be crucial for governments as they advance their digitization initiatives.

  • In 2024, more government institutions will make the move to the cloud. The great thing about the cloud is its scalability and the abundance of tools and applications available for end users. My recommendation for best practices when transitioning to a cloud solution is to evaluate your organization’s processes to identify gaps or inefficiencies and then develop solutions within your cloud system that can help you address these gaps or inefficiencies. Additionally, it’s vital to examine all the cloud solutions within your organization and determine if and how to integrate them. Efficiency and productivity are compromised when staff must switch between systems to access the information required for their project or cases.

  • If you haven’t already built a roadmap or strategy for digitizing your agency or department – now’s the time. Begin implementing tools that facilitate digital forms and data collection while devising automated processes to eliminate some of the traditional manual work your staff has been tasked with. The shift to digital data collection will empower you to begin creating automated processes that were historically handled manually, resulting in time savings and a reduction in the processing and recording of incoming information within your agency. With the time saved, consider reprioritizing efforts to enable your staff to accelerate the migration of paper records into a digital solution.

  • AI: 2024 will continue to be a year of exploration and consideration by public organizations on the role AI will play to improve communities and ultimately benefit citizens. AI is an excellent assistant and can be utilized to extract and summarize information, even serving as a 24/7 concierge for constituents. We can anticipate the emergence of numerous AI tools designed for enterprise use, enabling them to operate within a closed system, extracting organizational data for internal purposes rather than public consumption. These are poised to be extraordinary assets for government operations, as they can significantly enhance process efficiency and data management.

Educational institutions will be empowered by AI-driven digital transformation:

  • There has been a growing interest in ecological validation within higher education. In 2024, institutions will explore technologies that offer solutions enabling them to deliver coordinated, connected efforts that help students succeed. In the realm of K-12 education, there is a growing demand for digitization and centralization of records, which allows schools and teachers to access and secure vital records.
  • Digital Transformation will continue to play a significant role in supporting students, granting them unprecedented access to staff and information. This increased access will empower staff to identify trends and develop tailored approaches for individuals, while students will benefit from enhanced transparency and access.
     
  • In 2024, generative AI will continue to revolutionize higher education institutions by creating a more connected and intelligent campus. AI can and will be used as an assistant, aiding staff, colleges and universities in locating essential information and aggregating data for comprehensive reports and insights. Moreover, AI can be leveraged to create more personalized experiences for students by quickly assessing their records and forecasting trends, enabling more informed advice and support. What was once a one-size-fits-all approach can now be easily transformed into an individualized approach, yielding more successful outcomes for students.

Start your digital transformation journey

Want to make an innovative start to 2024? Check out the following resources to learn how ECM can be your organization’s key to newfound efficiencies this year.

Schedule a personalized Laserfiche demo

A complete ECM solution like Laserfiche can help your organization dramatically improve the efficiency of its business processes. See first hand how Laserfiche can be your solution and schedule a demo.

Discover powerful solutions on the Laserfiche Solution Marketplace

Some of the more robust ECM systems, including Laserfiche, offer marketplaces for process templates that organizations in a variety of sectors, including government and education, can use to jumpstart digital transformation initiatives. To learn more about the Laserfiche Solution Marketplace, watch the video below:

 

Gain new insights with our latest industry white papers

Check out this government sector whitepaper to gain insights on how state and local governments can best secure funding for workflow automation solutions and deploy them.

In addition, our education sector whitepaper can be a useful resource for educational institutions looking to maximize student success and improve the efficiency of their processes with enterprise content management.

Check out the G2 Grid® for Enterprise Content Management (ECM)

Comparing ECM systems? Compare the top vendors in the space with the G2 Grid® for Enterprise Content Management (ECM):

G2 Grid® for Enterprise Content Management (ECM) Systems

Examining the Salem witch trials: Digitising 400 years of historical records

Matt Killen, CIO of the City of Salem, describes the process of digitising 400 years of historical records and the value of making history accessible.