Laserfiche Solution Contributed By: Paul Garrison, Records / ERMS Specialist and Tim Nolan, Senior Applications Manager, Collin County, TX
Collin County, TX is one of the fastest growing counties in Texas and the nation. The county’s population is 980,000 and the county is part of the Dallas/Fort Worth Metroplex.
In order to serve an expanding population, the county has been shifting to digitizing and automating many business processes in multiple departments. One recently automated process that has a huge impact is the Early Identification of Mental Illness (EIMI) process in the jail.
Every person who is booked into jail has to go through a mental health screening. Certain inmates who complete the screening end up being placed on a mental health watch list. Each person must go through the entire process in 12 hours for the jail to not incur violations.
The EIMI process used to be entirely paper and email based, resulting in lost documentation and failed audits. The county decided to streamline it with Laserfiche Forms and Workflow.
“The most essential reason for automating and standardizing this process is that we don’t want anyone slipping through the cracks,” says Tim Nolan, Senior Applications Manager. “The new Laserfiche process has become one of the most critical systems in the county.”
Processing has decreased from four hours a day to minutes
Whenever a person is booked into jail, the booking staff fills out an extensive electronic form that contains Yes or No questions about the person’s mental health. Any Yes answer is considered a red flag.
The EIMI screening is performed using a Laserfiche form. Click the image to see the whole form
Once the form is submitted, it is added into the queue for the medical team to review. If the medical team doesn’t finish review of the form within an hour then the supervisor is notified to sign off on the form instead. In order to simplify medical and supervisor review, any questions with a Yes answer are highlighted in blue.
In order to improve review, all questions with an answer of Yes are highlighted in blueThe workflow that notifies the supervisor if the medical team doesn’t review the EIMI form within an hour
Once the supervisor approves the form, Laserfiche Workflow generates a report from the data and emails it to the magistrate. If no one signs off within eight hours, the magistrate is also notified that the review isn’t finished.
The email that is sent to the magistrate contains a link to the Laserfiche folder where the EIMI form and relevant documents is storedThe report that is sent to the magistrate is generated through Workflow using SQL Server Reporting ServicesA section of the workflow that generates the report and emails the magistrate
All forms, whether completed or incomplete, are stored in folders in Laserfiche with appropriate records management properties automatically applied.
All screening forms are stored in the records management section of the repository and kept for one year
Each form has its review and approval history included on the first page, which simplifies audits.
The history of each screening is recorded and timestamped
This is what the entire process looks like in the Laserfiche Forms process model:
The EIMI process is created in Laserfiche Forms
EIMI is one of the most critical processes in the county
The EIMI process is up 24 hours a day, seven days a week. Processing time has decreased from four hours a day to just minutes. Audits are so much more painless since the full history of each screening is recorded and timestamped along with the form. Timers and notifications enable screenings to take no more than 12 hours to complete from start to finish, ensuring that the county is following rules and regulations.
The Osceola County Sheriff’s Office transformed its Human Resources division by shifting from paper-based methods to become a digital agency using Laserfiche software. The digitization initiative increased efficiency, time management and accuracy, revolutionizing the ways in which the Sheriff’s Office stored documents, communicated within its department, and implemented its onboarding process with new employees.
Seamless Recruiting Tools
The Osceola County Sheriff’s Office is a local law enforcement agency based in central Florida. The agency is the largest and chief law enforcement agency in the county, with 850 employees within the department.
Before Laserfiche, the agency grappled with a diminished amount of storage room and needed a more effective solution for managing documents. Interdepartmental communication problems led to delays in the application process and, at times, lost documents when paper forms were mailed.
The agency first turned to Laserfiche to create a pre-employment application that is accessible to the public through the county’s website. The initial results were staggering, with application intake tripling from about 50 applications per month to now as many as 150 per month.
“We’re facing a nationwide shortage of police officers,” said Haylee Glasscock, Human Resources Technician, Osceola County’s Sheriff’s Office. “Making our application easily accessible online has helped with our recruiting efforts and was a good move for our agency. The application is extensive—it used to be 25 paper pages. With Laserfiche, we now can host recruiting fairs since the online application allows people to apply right then and there. Other applicants may apply via a secure link. In 2012, we had 446 paper applications. In the first year we had Laserfiche, we had 1,305.”
There are multiple job application forms the agency utilizes depending on the applicant, including a criminal history version which is longer compared to one created for recent graduates planning to move into the role of a deputy.
“With paper applications, people would leave fields blank; we had to call them to come in and fill out the information,” said Glasscock. “Now we no longer have incompletes and it saves us time. We can also have people upload files, photos of tattoos, and more—all within the application.”
After an applicant applies online, Laserfiche’s business process automation capabilities allow the agency to perform a paperless background check and file sign-off through its chain of command. Laserfiche simultaneously sends automatic email notifications to keep the applicant updated on the review process—a game-changer compared to years past, when updates on the Review Board date were sent through the mail.
Effortless New Hire Process
Once the application process is complete and an applicant receives an offer, the Sheriff’s Office uses Laserfiche to onboard new employees with digital forms. Laserfiche enables chain-of-command administration staff to sign off on specific files using conditions in a workflow. Relevant personnel say whether the file looks acceptable, and if so, it moves on to the next person. The process is smooth, accurate and far less time-consuming than the previous method of filling out a handwritten form as the official offer document with the salary and start date included.
The Sheriff’s Office’s Human Resources division is now a paperless environment thanks to implementing Laserfiche software. All employee personnel and medical files are stored in the repository and are easily accessible to HR staff. Additionally, Laserfiche has been integrated within the agency’s personnel management system. The software automatically pulls an employee’s information from the personnel management system, including his/her ID number, and completely fills out the template information—improving speed and accuracy.
“We like that information is accessible at our fingertips,” said Glasscock. “The training department now has one full-time staff assistant and a part-time student. They’re able to quickly find documents, email them to deputies if needed, and they’re easily viewed. Having those training files not in boxes anymore really helps them.”
The Sheriff’s Office also digitized the employee transfer form. Laserfiche automatically routes the form to the appropriate reviewer within the agency. The form has been further simplified by the use of variables, look-up tables (integrated with the organization’s computer-aided dispatch software and active directory), as well as field rules.
“Our recruiting department uses Laserfiche every day and a couple of agencies have reached out to me to see if we can share our process with them,” added Glasscock.
Since turning to Laserfiche, the Osceola County Sheriff’s Office has become more productive, effective and efficient. The agency digitized and secured more than 2,500 employee personnel files using Laserfiche software. Moreover, all new hire files are created digitally. The agency can process and prepare files for approval much faster, and automated email notifications mean that staff no longer need to call other departments as frequently to follow up on forms.
The agency realized an initial savings of $2,000 by eliminating supplies for new employee files, as well thousands more in departmental time-savings. Beyond cost savings, the Sheriff’s Office opened the door to a more digital, automated agency. By implementing innovative solutions like its Laserfiche digital records management program, the Osceola County Sheriff’s Office fosters a culture of efficiency and agility to better position the agency for success in a competitive hiring market.
Laserfiche Solution Contributed By: Julie Holcomb, City Clerk and Alan Karasin, Senior Network Administrator, City of Ithaca, NY
Located in central New York, the city of Ithaca is the county seat of Tompkins County and home to 30,000 residents. Each fall, nearly 30,000 students make their way to Ithaca’s Cornell University, Ithaca College and Tompkins-Cortland Community College.
The city used to process marriage licenses using a proprietary software system that worked well for them at the time, but there was growing concerns regarding the future of software maintenance. As the system was reaching its end-of-life, the city decided to re-evaluate the process and use Laserfiche to streamline it with development assistance from their solution provider, General Code.
Marriage License Applications Are Submitted Through Laserfiche Forms
The new process starts when the couple applying for a marriage license arrives at the license office with their official documents. The customer service representative fills out a marriage license application form in Laserfiche Forms using the information provided by the couple. Once that form is filled out and submitted, Laserfiche Workflow creates a formatted PDF document with the information. The customer service rep prints out this document onto a paper form provided by the state. The couple reviews the printed form to make sure that all the information in it is correct. If any information is incorrect, the rep updates it in Forms and prints out another form. Once all the information is finalized, the rep approves it and the printed form is signed by everyone.
Information for the marriage license is obtained through a Laserfiche formAn example of a printed marriage license document
The submitted form is placed in a queue awaiting information from the actual marriage ceremony. The couple has 60 days to get married from the date that they pick up the marriage license. Once the couple is married, they bring or mail the form back into the office. The rep enters the marriage information into Laserfiche Forms.
Spreadsheet On Computer Screen. Analyst Employee Working
Once that information is filled out and the form submitted, Workflow generates the marriage certificate which the rep prints out and mails to the couple. The rep then scans the original, signed marriage license form into the couple’s folder in Laserfiche.
The marriage license process in Laserfiche Forms
If 90 days pass and the couple doesn’t return the certificate with the marriage information, the license expires and all documents are moved to the Expired folder in Laserfiche.
Retrieving a Marriage Certificate Copy Is Quick and Easy
Many citizens come to the marriage licensing office to retrieve a certified copy of their marriage records. Since all marriage certification information is stored in Laserfiche, the customer service rep simply performs a field search using some of the person’s information to find the appropriate folder. The folder either contains the original certificate information, and a scanned copy of the original marriage license, or, for all older licenses, an empty document with just the metadata that contains the appropriate information.
Older records may require the rep to enter additional information from historical marriage books into the metadata fields to complete the record but once this is done initially, the task never needs to be repeated. If there is no actual certificate available, the rep launches a workflow that generates the certified transcript of the marriage record. The rep then prints this certificate on the appropriate form. This whole process takes just a few minutes.
Laserfiche Workflow uses the information from Laserfiche Forms to create a formatted PDF document
Benefits of Laserfiche
Streamlining the marriage license process with Laserfiche has resulted in many benefits for the city of Ithaca. Unlike the old process, the new process can be launched from any computer with an internet connection, making it possible for people who are homebound or incarcerated to be able to apply for a marriage license. Marriage license transcripts are also much easier to retrieve since they are all stored in a central location and can be easily searched for vs. flipping through pages of older handwritten books.
Town and City Clerks in New York State now have an additional product they can consider when evaluating their licensing needs. As with many Laserfiche projects, these benefits are the “gift that keep on giving.” Future generations of municipal workers will become much more efficient and effective as they will no longer need to sort through old records in questionable condition and stored in less than optimal locations.
Laserfiche Solution Contributed By: Jeannine Stickle, Records Manager Clerk and Linda Manning, City Clerk, City of Aspen, CO
The City of Aspen, CO has roughly 6,200 registered voters. Regular elections are held every two years, and the voter turnout is usually about 40%, which equates to between 2,200-2,500 voters. The city has up to three vote centers that support six precincts. Voters can submit ballots in five different ways: by mail, drop-off at a vote center, by email, early or in-person.
Before implementing Laserfiche, the city faced many challenges in managing the voting process. For in-person voting, election judges had to search through printed registration lists to determine if a voter was at a correct vote center. New voters who registered at the county clerk’s office had to take a printed certificate to the vote center. Judges needed to call the county clerk to confirm that the voter was actually registered before letting him or her vote.
If a voter moved to a different precinct or changed his or her name, the election judge had to also call the county clerk to confirm these changes. The election judge had to verify the signatures on mail-in or drop-off ballots against a printed list.
According to Colorado state law, a voter can submit up to three ballots. Each successive ballot voids the previous one. Everything was kept track of in a hand-written poll book. In total, there were 12 hand-written logs used for various ballot processes. These logs were then re-entered into the master polling spreadsheet.
The whole process had a high potential for errors because paper was not able to display real-time updates to voter information. Since Aspen is a resort town with high residential turnover (20%+ annually and large number of second homeowners), the city experiences many changes to the voter lists.
All of these challenges led the city of Aspen to try to find an easier way to manage the elections. Laserfiche was the solution.
“There is a lack of software out there that does what we are doing with Laserfiche (for elections.)” – says Linda Manning, City Clerk.
Getting Ready for an Election
Before any election, the county clerk sends images of voter signatures to the city clerk. The city clerk uploads these signatures into the Laserfiche repository and names each one according to the voter ID number, which is the unique identifier for every voter. Each signature image in the repository has a Voter Information template attached to it.
A list of all registered voters and their associated information is stored in an Excel spreadsheet by voter ID number. The city clerk runs a Laserfiche workflow that parses the spreadsheet, finds the associated signature image in the repository and updates its metadata with information from the spreadsheet.
Each signature image has an associated template with the voter’s information stored in the fields
If Workflow cannot find the appropriate signature image because the voter is new, it creates a placeholder document to which it adds the appropriate metadata. When the county clerk sends the appropriate signature image, the city clerk overwrites the placeholder image.
Information about new voters who don’t have a signature on file is stored in the metadata of a placeholder image
The image below shows the diagram of the workflow which parses the voter spreadsheet, finds the signature image and updates the image’s metadata with information from the spreadsheet.
Processing Mail-in Ballots
In Colorado, a voter has three chances to vote. To keep track of the number of times that each voter has voted, the city added fields into the Voter Information metadata template that correspond to three different ballots. Since every voter initially receives a ballot by mail, the city clerk does a mass update to the Ballot 1 Type and Issue Date fields to reflect the issuance of the ballot to the voters in the database at the time the first ballots are mailed.
Each mailed out ballot is identified by a unique barcode, which contains the voter ID number. The city clerk scans the barcode of any ballot that is returned and enters the ballot return method, date and ballot batch ID into a spreadsheet. A workflow parses this spreadsheet, finds the associated signature image in the repository and updates the appropriate metadata fields with information from the spreadsheet.
Election judges check the signature on the ballot against the stored signature image in the database. If the signatures don’t match up, the election judge moves the image to the For Review folder. The city clerk contacts each person in this folder and asks them to prove their identity in a different way.
Voter information is stored in the Laserfiche repository
Handling New Registered Voters
In Colorado, new voters can register all the way up to and including on election day. New registered voters receive a certificate of registration, which they show to one of the election judges at the vote center. In order to record this voter’s information in Laserfiche, the election judge fills out the electronic Voter Registration form with information from the registration certificate. Some information, such as the city, is pre-populated to simplify filling out the form. Once the election judge submits the form, a copy is saved in a New Registrations folder in the repository.
Election judges fill out a New Voter Registration electronic form to keep track of newly registered voters at the polling place
Manning the Vote Centers
When a person arrives at the vote center to vote, the election judge checks-in him or her by finding the voter’s signature image in Laserfiche.
The judge can quickly see if this person has already voted in this election by looking to see if Ballot 1, Ballot 2 and Ballot 3 fields have values in them.
The judge clicks on the button in the toolbar corresponding to the correct ballot number. If no ballot has been submitted so far, the judge clicks on Ballot 1. If there are values for Ballot 1 in the metadata already, the judge clicks on Ballot 2, etc. Clicking the button launches the corresponding Laserfiche form. For example, if the Ballot 2 button is clicked, the Ballot 2 Submission form is opened.
Custom toolbar buttons allow judges to submit information about a particular banner with one click
The judge fills out the voter ID number and all other information regarding this ballot. If the judge selects Polling as the ballot return method, the rest of the form fields are populated with the correct information.
An example of the Ballot 2 Submission electronic form
Once the form is submitted, Laserfiche Workflow finds the voter’s signature image in Laserfiche and updates the metadata with ballot information. If the form submitted is for Ballot 2 or 3, Workflow invalidates the other ballots.
The image below shows the workflow that updates the voter’s signature image in Laserfiche with the appropriate ballot information.
Benefits of Laserfiche
Laserfiche has made the elections process at the city of Aspen much more streamlined and efficient.
“Since we have implemented the new system, we have become very efficient. Election judges take less time to process ballots, since the ballots are ready for processing much earlier,” says Linda.
Since all voter data is available in Laserfiche, the election judges don’t need to enter everything on a paper log, and then re-enter into the computer. Checking in voters at vote centers is much more efficient, since election judges don’t need to read through printed lists and make phone calls to other vote centers.
Auditing has also been streamlined since reconciling the number of ballots with the number of voters is easy and the data is accurate. The city does not have to fear that inconsistencies are discovered in the event of an external audit.
Watch the “Modernizing Vital Election Processes in the Digital Age” to learn how two forward-thinking government organizations are successfully leveraging technology to streamline the voter registration and election judge hiring process
Laserfiche Solution Contributed By: JR Walters, IT Director, Samish Indian Nation
Headquartered in the Pacific Northwest, the Samish Indian Nation is governed by a seven member Tribal Council elected to oversee the tribe’s welfare and resources. Members are offered a wide variety of opportunities including housing assistance, elders’ services, healthcare and wellness, and cultural enrichment.
In order to help manage the various programs offered to the tribal members, the nation works with state and federal agencies to implement many grant funded activities. In addition to maintaining the economic welfare of the tribe, these grant deliverables help to protect the environment, and preserve natural and cultural resources.
Before Laserfiche, approving grant applications was a time-consuming, manual process. The tribe’s departments are distributed between five sites and sending paper grant application packets through interoffice mail for internal review and approval was inefficient and costly. Occasionally, grant submission deadlines were barely met because paperwork got lost between sites, sat too long for approval, or was difficult to find and assemble into the grant application packet.
Laserfiche has completely digitized the grant approval process. New grants are submitted through Laserfiche Forms and managers are able to view and approve them from their mobile devices.
With Laserfiche, the time to process a grant has been reduced from one week to just one day.
“I’m absolutely in love with Forms and process automation. I see so much potential in how other departments could utilize it,” says JR Walters, IT Director.
Grant Application Approval Requests Are Submitted Through an Electronic Form
The process starts when an employee applying for a grant, fills out the grant application approval request form in Laserfiche Forms.
Employees fill out an electronic form to start the grant approval process
Once submitted, the grant application is routed to the department supervisor for approval. If the department supervisor approves it, the application is routed to the general manager, compliance officer and controller, for simultaneous review. Once approved by everyone, the grant application is put in front of the seven member tribal council for approval. Each of the approvers is notified of grants requiring their approval through email.
Email notifications keep grant application approvers notified of pending tasks
If any of the approvers reject the grant, the process ends and the submitter is notified by email. He or she then has the option of submitting a new application form.
Laserfiche Forms makes it easy to configure email notifications for rejected applications
Throughout the process, timers are attached to each approval task. In this way, if the form isn’t approved in a timely matter, the approver receives a follow up email reminder.
Submitted grant application review forms and supplemental information are stored in folders in the Laserfiche repository specific to the grant.
Grant applications are organized by grant name in the repository
The Process Was Designed with the Help of the Business Process Library
In order to simplify designing of this process, the tribal nation took advantage of the Business Process Library (BPL). The nation downloaded the Legal Document Review Forms template and modified it to suit the specific needs of the grant approval process. Some of these modifications included:
Adding additional reviewer tasks.
Increasing the number of email notifications.
Adding timers and reminder emails.
Configuring the appropriate folders for saving the forms to the repository.
“Before starting to design a process from scratch, I look to see if it has already been done in the Business Process Library. Since it is already done once, it is easy to duplicate. The BPL is a great resource,” says Walters.
The grant application approval process design
Processing Grant Applications Now Takes One Day Instead of One Week
Automating the grant application approval process with Laserfiche has resulted in the following benefits for Samish Tribal Nation:
Grant applications are now processed in one day instead of a week or longer.
Managers can review from their mobile devices which leads to a faster turnaround time for grant approvals.
Documents can be tracked quickly throughout their lifecycle and are never lost.
Staff can process more grants in the same time period.
The Los Angeles County Development Authority (LACDA) digitally transformed its records management program, incorporating Laserfiche to digitize, centralize and manage the lifecycle of records. Since deploying Laserfiche, the agency has reclaimed significant time for its case workers while boosting its ranking with the U.S. Department of Housing and Urban Development (HUD) to the designation of “high performer”—an improvement that helps secure funding and enables the LACDA to provide more services and programs to more people.
Case Managers’ One-Stop Shop
The LACDA is a public agency responsible for providing LA County residents essential programs related to subsidized housing, community development, and affordable housing development and preservation. Serving the most populous county in the United States requires the LACDA to house decades’ worth of records related to hundreds of thousands of cases. These span a wide range, from groups applying for Community Development Block Grants (CDBG) that provide resources to underserved areas, to people in need of Section 8 Housing Choice vouchers and residents of all ages applying for education and training in an effort to build better lives and better neighborhoods.
The LACDA previously stored records in filing cabinets and across various servers and systems. As the number of records grew, the agency identified the need to digitize and centralize them using a Laserfiche electronic records management solution. Laserfiche was also integrated with the LACDA’s property management software, Yardi, and enterprise resource planning (ERP) software, PeopleSoft, to eliminate the risk of duplicating information or work.
“Case managers don’t need to switch between applications to look up or copy information, they can view all the documents in one place,” says Rosa Chevarin, supervisor for Yardi/Laserfiche support. “They like the one-stop shop feel, and everything is streamlined in their natural workflow.”
Through this digital transformation, the agency made information more available, accessible and usable to authorized users.
“In an agency that manages more than 3,000 public and affordable housing units and assists more than 24,000 residents through a housing choice voucher program within the county, being able to pull up submitted information at a moment’s notice is vital,” says Doug Van Gelder, Manager of Information Technology at the LACDA.
This also enables the agency to:
Connect more people to the services they need in a more efficient manner
Mitigate risk of data loss or breach
Simplify the auditing processes
The LACDA’s new solution exceeds the basic expectations of records management and incorporates automation. Laserfiche automatically files documents with standardized naming and folder structure. Additionally, when a record’s retention period has ended, relevant employees are notified to handle disposition.
“The need for services is always going to be great, and everyone is always going to be busy doing their jobs,” Van Gelder says. “Finding and pulling documents, and making sure records are taken care of in accordance to regulations is time consuming. The new system takes that tedious work away from the case managers, so they can focus on the people they serve.”
Uncovering New Efficiencies to Serve More
Since transforming its records management, the LACDA has gained the ability to automate additional business processes. Agency staff has automated the new employee onboarding process, which previously required a new associate to spend about half of their first day on the job filling out paperwork. The new Laserfiche solution enables the agency to send the new employee a link to all the necessary forms that can be completed before their start date.
“I want to be as digital as possible,” says Van Gelder, adding that there are also plans to rebuild the LACDA’s housing portal to allow people to apply for programs online. The workflow for processing those applications would also be automated using Laserfiche to facilitate quicker response times, better transparency into the process for both the staff and applicant, and less risk for error.
The agency’s newfound efficiencies have proven essential in a time when the LACDA’s programs and services are needed more than ever. The waiting list to receive Section 8 Housing Choice vouchers has about 44,000 people on it, while the agency’s staff is down to about half of what it was a decade ago due to the economic downturn and attrition. “The only way we’ve been able to provide the same level of service with half the staffing is through technology,” Van Gelder explains.
Additionally, over 70 percent of the LACDA’s funding comes from HUD, which regularly audits housing authorities to ensure funding is going toward serving people who need these critical programs and services.
“If a housing authority does not rank well, HUD could potentially take funding back and give it to another housing authority that proves it is helping more people and running more efficiently,” Van Gelder says.
Since the LACDA deployed its Laserfiche records management initiative, it has boosted its ranking and maintained its status as a high performer.
“The need is always going to be greater than the funding, but IT is one of the units within the organization that has the ability to provide productivity enhancements while bringing cost down,” Van Gelder says. “We’ve been able to serve more people with quality services and programming with half the staffing we used to have through these technology solutions.”
Leading public sector organizations use an electronic records management solution to increase efficiency and improve citizen services. To learn more, download the free white paper: “Streamlining the Business of Government.”
As one of the most populous cities in New York state (after New York City and Buffalo), the City of Rochester relies on its IT department to increase efficiency between city departments and enable more effective public services. Servicing over 14 departments including Public Safety, Police and Fire, the city’s IT teams need systems that can power the city’s many interconnected processes.
After a thorough study of how to redesign and modernize multiple city processes together, the city saw Laserfiche’s strength in business process automation, workflow and document retention and management as an opportunity to use one platform to improve many functional areas.
Automating Freedom of Information Law Requests
The city’s initial improvements came from using Laserfiche to build a Freedom of Information Law (FOIL) portal that enables citizens to submit public records requests online.
Previously, it would take staff up to five days to start processing new records requests using paper request forms. With the new portal, citizens can now file new requests via a simple online form and inquiries are immediately sent to the relevant city department for review and approval. Throughout the process, citizens can check the status of their request at any time in the FOIL portal.
An internal Laserfiche progress dashboard also shows department managers the status of open requests and how long it takes each staff member to fulfill them, providing critical data about the city’s efficiency.
“We have gotten really positive feedback from users about the system,” says Harriet Fisher, Senior Business Analyst at the City of Rochester. “One user, in particular, said, ‘This is the best thing since sliced bread!’”
One Platform for City-wide Projects
In addition to reducing processing time for FOIL requests, the city’s police department is currently using Laserfiche for five internal processes, and the accounting department relies on Laserfiche as the backbone of invoice processing. Laserfiche’s user-friendly interface ultimately allows the city to see a quick return on its investment for automation projects and open new avenues for shared services across departments.
“It allows us to easily manage the creation of forms, the development of workflow and security in a way that you do not need to be an application developer,” says Greg Luna, Enterprise Process and Systems Manager at the City of Rochester. “It really is a nice departure from the in-house developed applications—to think out of the box about how we can re-engineer processes, and Laserfiche makes it easy for us to do that.”
Benefits:
The city can digitally process over 4,000 FOIL requests each year in half the time that it used to take.
More transparent reporting on task efficiency demonstrates the city’s commitment to public service.
The city can prove standardized records retention across city operations
• Citizens making public record requests encountered red tape and long wait times
• The county was at capacity for paper records and preparing to construct a new building to store them
RESULTS
• $5.5 million saved from not having to build a new records facility
• Transparent and easy to use records request solution increased efficiency in the process by over 100%
• Strengthened information governance, data security and disaster recovery
Tompkins County, NY, is a leader in the government shared services space, with a county-wide task force dedicated to strengthening and sharing local government practices.
“My top priorities are to establish relationships with other governments and to spread Laserfiche and our user group among them,” says Maureen Reynolds, Tompkins County Clerk. Reynolds notes that the county’s primary goal is to help constituents easily access public records without encountering red tape and long waiting times.
“Our demographic expects Amazon-type service,” she adds. “They want it right there, immediately, 24/7.”
Modernizing Records Management
Although the county was committed to improving its records management practices, it had been using an old building to store millions of archived records and was set construct a new building to the tune of $5.5 million—until it discovered Laserfiche’s records management and digital workflow capabilities.
“The Tompkins County team saw an opportunity to modernize the way it manages information while creating cost- savings and new efficiencies,” said Sandy Hess, sales operations manager at ICC Community Development Solutions, a Laserfiche solution provider. “Laserfiche’s intuitive interface and powerful compliance tools made it an ideal fit.”
The county began its Laserfiche implementation by digitizing documents in the county seat of Ithaca, and then quickly brought the county other municipalities on the system. The county created public records portals for each town, enabling citizens to submit records requests forms online, 24/7 without having to travel to their city hall or to Ithaca. Laserfiche’s workflow system automates the intake of requests and routes them to the appropriate clerk or department for processing.
“Any truly public record is there and accessible for people to find themselves,” says Reynolds, adding that having one records system that can be used as a shared service across the county is crucial for quick user adoption and building more transparent governance standards.
“The feedback has been great,” she says. “We go out to the smaller municipalities and they’ve never seen software like this. We’re not here to take over; we’re here to show them what’s possible.”
Benefits:
Records requests are completed in half the time, from 28-day to 12-day turnaround times for citizens.
The county digitized more than 9,000 boxes of archived records.
The county saved $2.8 million in operational costs over the first five years of Laserfiche use.
The $5.5 million which was intended for the new records facility was reallocated.
County-wide information governance structures were created to organize public records according to federal and state compliance standards.
The county improved data security and set disaster recovery controls.
Laserfiche’s flexible automation platform makes it a valuable long-term solution for Tompkins County and other governments that need to respond quickly to changing public demands.
“You get a customizable solution with off-the-shelf software, which is very unique in the software world,” says Alan Karasin, Senior Network Administrator. “We can design exactly what we need, but we have full supportability and are not redesigning the wheel every time we want to do something. We can change our processes up and change them over time as we find what our results are.”
Processing Mail-in Ballots
Benefits of Laserfiche
