“As a leader in this year’s Value Matrix, Laserfiche was rated highest in usability for its AI productivity tools, new administration hub, process automation and integration capabilities,” said Evelyn McMullen, research manager at Nucleus Research and author of the report.
CSC as a Strategic Advantage: AI-powered Information Management
Recently released Laserfiche AI-powered features are aimed at boosting productivity even further and enabling automation at scale. Smart Fields, an out-of-the-box intelligent capture tool, allows customers to extract data automatically using natural language instructions, no matter the source or format. Smart Chat provides an intuitive chat interface that enables users to quickly gain insights from their repository content.
“As AI matures at an accelerated pace, vendors in the CSC market have the unique advantage of managing both structured and unstructured data from across the entirety of an organization,” the report’s Market Overview states.
Laserfiche AI features alongside powerful workflow automation, information governance and records management tools create new opportunities for organizational efficiency. Customers across industries use Laserfiche to increase productivity, create competitive advantage and drive growth.
“Laserfiche gives us the forms and workflow processes as well as data integration that enable efficiency at scale,” said Airline Hydraulics Chief Technology Officer Todd Schnirel. “Our Laserfiche-powered process improvements have supported us in achieving a significant increase in net revenue while adding very little operating expense.”
“Being ranked a leader for 10 consecutive years is a testament to our product innovation,” said Thomas Phelps, senior vice president of corporate strategy and CIO at Laserfiche. “Our top ranking in usability reflects our core value of putting people first and our commitment to delivering intuitive solutions that empower users.”
To learn more about Laserfiche’s position in the Content Services and Collaboration market, download the report here.
About Laserfiche
Laserfiche is a leading enterprise platform that helps organizations digitally transform operations and manage their content with AI-powered solutions. Through scalable workflows, customizable forms, no-code templates and AI-enabled capabilities, the Laserfiche® document management platform accelerates how business gets done. Trusted by organizations of all sizes — from startups to Fortune 500 enterprises — Laserfiche empowers teams to boost productivity, foster collaboration, and deliver a superior customer experience at scale. Headquartered in Long Beach, California, Laserfiche operates globally, with offices across North America, Europe, and Asia.
• Responsible for clients’ sensitive legal documentations
• Office needed a secure single source of truth that could automate and standardize processes while addressing regulatory requirements
RESULTS
• 450% increase in some business segments
• Client orders processed without having to increase staff at the same scale
• Creation of living trusts reduced from six hours to 15 minutes
Notaría 9 de Mexicali B.C. is a Mexicali-based notarial service under the leadership of public notary Carlos Enriquez de Rivera Castellanos. The office, one of Mexico’s leading legal notaries, provides a wide range of services including real estate transactions, will and estate planning, contract affirmations, new business incorporation, and legal document authentication. Public notaries in Mexico follow a civil law system wherein they are given further-reaching legal responsibilities than their counterparts in the U.S., U.K. or Canada, more akin to a lawyer.
This legal responsibility includes complex regulatory considerations when handling client information. Notary servicers in Mexico are required to submit client information to city clerks, in addition to retaining it for a minimum of five years. Additionally, notary offices are regularly audited by an independent commission, which cross matches stored records with those that are submitted to city clerks.
As Notaría 9 grew, so did the need to efficiently handle large volumes of client documentation in accordance with regulatory requirements. This led Enriquez de Rivera Castellanos to work with digital solutions provider Soluciones Impex, SA de CV, to implement Laserfiche. Since embarking on this digital transformation journey, the firm has more than quadrupled its business while only doubling its staff.
“Carlos has driven a vision for digital transformation at his business and has managed to consolidate all the necessary pieces to make operations more reliable and efficient,” said Guillermo Hernandez, managing director and founder of Soluciones Impex. “Using technology as the main enabler, Carlos has made Notaría 9 into the most advanced notary public in Mexico.”
“Laserfiche has put us ahead of everyone else in this business. I have all of the tools and resources I need thanks to Laserfiche”
— Carlos Enriquez de Rivera Castellanos, Notary Public, Notaría 9 de Mexicali B.C.
“If I didn’t have Laserfiche I wouldn’t be in the same position right now with the benefits I’m able to give to my clients,” said Enriquez de Rivera Castellanos. “We cannot work without Laserfiche.”
Creating a Unified Digital Business
Prior to Laserfiche, the office was overwhelmed with managing documentation in a mostly manual fashion. More clients led to an increase in documents as well as increased risk of lost information. The office needed a digital solution that would keep documentation in a consolidated platform that would provide the security and searchability it needed to efficiently serve clients.
Laserfiche addressed those needs, enabling the firm to keep documents for every transaction in a single platform and facilitating the easy retrieval of information. As an added bonus, the office in charge of the public registry in Baja California also uses Laserfiche, making for a seamless transfer of information between the organizations.
“In the beginning, we focused on two main activities: one, to keep all documents for every single transaction inside Laserfiche, and two, to understand in which phase of a transaction that a customer was currently located,” Enriquez de Rivera Castellanos said.
With Laserfiche process automation, the office began to standardize processes, which provided a better understanding of how long each process takes, and where there was opportunity to optimize.
Digitizing the Living Trust Process
As Notaría 9 evolved, Rivera Castellanos continued to evolve the office’s use of the Laserfiche platform. One of the most forward-thinking Laserfiche solutions Notaría 9 leverages today is its Living Trust process.
In 2022, Mexico reformed the “Reforma a la Ley de Proteccion al Patrimonio Familiar,” a law that encourages families to create a living trust to protect their real estate assets. As a part of this reform, September was deemed “Living Trust Month” and the government mandated that many services related to preparing living trusts be discounted.
“We never used to do a lot of living trusts for our clients over the course of any given year,” Enriquez de Rivera Castellanos said. “Now, everyone waits until September to take advantage of the discount, so we have a full office during this time.”
The Notaría 9 team saw an opportunity to leverage Laserfiche to digitize and automate the living trust creation process. Rather than require clients to submit paper forms, clients are provided a link to a Laserfiche form where they enter their information and attach required documents. Clients can also pay online — from there, a Notaría 9 employee will make an appointment with the client to provide a wet signature as required by the Mexican government. The new process enabled the firm to reduce the Living Trust process from a six-hour in-person visit to a hybrid 15-minute process.
Today, Notaría 9 manages this spike in activity due to the government mandated discounts with ease, while preemptively avoiding the additional overhead each year.
“It’s also easier for the people in my office because they have all the information already completed, and they can just verify it and make the appointment,” Enriquez de Rivera Castellanos added.
The innovative Laserfiche solution has built Notaría 9’s reputation as a digital innovator in the industry, while also building trust with clients government agencies.
Addressing AML Laws and Other Requirements with Ease
As a legal business, Notaría 9 must be conscious of complex regulatory requirements. Anti-Money Laundering (AML) laws require robust recordkeeping and document-sharing framework between notaries and their regulatory agency.
Additionally, when client service is related to buying or selling property, Notaría 9 is required to process documents multiple times through Infonavit, or Mexico’s National Housing Fund Institute. Using Laserfiche’s intelligent capture and processing capabilities, the firm has set up a process that automatically routes the information to Infonavit without human intervention.
Beyond government regulators, independent auditors are another consideration for the office. When the Notaries General performs an audit, it requires that the documentation the office sends to the city clerk is identical to the documentation stored within the organization. Laserfiche assists with these regulatory needs through:
Centralized document management: Laserfiche’s centralized repository stores all client-related documents, with powerful search capabilities to streamline information retrieval.
Workflow automation: Notaría 9 has created standardized procedures that enforce consistency and reduce the risk of human error, while also enabling automated alerts for reviews and other activities.
Secure sharing: Notaría 9 easily shares relevant documentation with authorities, demonstrating a strong commitment to regulatory compliance. Additionally, integrations between Laserfiche and other applications enable ease of sharing between colleagues and systems, eliminating duplicate data entry and mitigating data loss.
Connected applications – Using Laserfiche Connector, Notary 9 connects its two most important business applications, creating a more seamless experience for staff who no longer need to constantly switch between the two applications.
A Vision for Digital Excellence
Notaría 9’s visionary Laserfiche solutions have enabled significant business growth, allowing the firm to provide an exceptional client experience, while building trust with regulatory agencies. As the firm continues to optimize operations, the Living Trust process serves as a template for other services such as New Business Incorporation, Power of Attorney, and other legal processes.
“Laserfiche has put us ahead of everyone else in this business. I have all of the tools and resources I need thanks to Laserfiche.”
• Paperwork after courtroom or police station visits took time away from client service • Manual processes caused delays in billing and case completion • Compliance and governance practices added time and burden of manual tasks on employees
RESULTS
• Less time spent on manual routing of information and data entry • Faster, more responsive client service • Increased accountability and transparency across the firm • Reduction in administrative costs
A general practice law firm located in the United Kingdom offers a broad range of services across many types of U.K. law — such as crime, personal injury, property, and commercial — and needed a way to create clear accountability and support compliance for each litigator’s daily activities.
Helping Firm-wide Compliance
Prior to using Laserfiche, lawyers would fill out a 40-page form after courtroom or police station visits, creating a cumbersome and time-consuming process for both the lawyers and clients, as well as delays in billing and case completion.
“The compliance wasn’t there and the money wasn’t there,” said the firm’s operations manager. “The starting point for us was to deal with that particular issue of ensuring that when someone went to the police station, the paperwork actually got to us and got to us on time, instead of two weeks later.”
Laserfiche’s advanced electronic forms capabilities were an attractive solution for improving processing times and creating compliance controls. The company selected Laserfiche to bring information accessibility and accountability to the firm’s client and administrative processes.
Taking the Leg Work Out of Legal Work
The firm began by implementing mobile forms within its Crime and Litigation Department. With Laserfiche Forms, litigators can now use iPads to immediately capture and update client information at police stations or courtrooms, then instantly send the information to the firm’s administrative department for end-to-end processing. Forms-based workflow and analytics automatically track litigators’ court attendances and time reporting, simplifying accountability and providing more accurate data for billing.
“Laserfiche gave us a fantastic vehicle for that,” said the operations manager. “The Laserfiche system could capture information from the client, which is more and more important from a data protection point of view now. There was accountability. Things weren’t just going to disappear.”
Benefits include:
Solicitors can instantly and accurately capture client information on mobile devices.
Client paperwork is automatically sent from lawyers to administrative teams for processing.
Offline access to documents helps solicitors address client needs on the fly.
Police station visits, court attendances and litigator timecards are automatically tracked, creating more accurate and transparent reporting.
Administrative costs in the company’s Crime department were reduced.
“Laserfiche looks after all the typical elements of what a lawyer does,” added the operations manager. “That’s been the biggest breakthrough for us as a practice, and the most spectacular application of it for the firm as a whole.”
