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Situation: Grand Prairie Independent School District (GP ISD) struggled with a slow, paper-based process for managing student documents. Students accessed documents in one system, while the district needed to retain documents in a secure repository. Staff were printing files, then manually scanning them into the repository, leading to substantial labor costs and delays.
Solution: GP ISD implemented Laserfiche to digitize and streamline information handling workflows. Special education diagnosticians instantly capture and upload files into the Laserfiche repository, without manual scanning.
Results: The solution streamlined student services, saving the district over 12,000 hours and thousands of dollars annually.
It has been extremely helpful in moving processes along — business processes, absolutely, but also student services processes.
— Dianna Drew, Executive Director of Technical and Digital Solutions
As one of Mexico’s leading insurance companies specializing in property, casualty and civil liability insurance, GMX Seguros has prioritized operational excellence and customer experience. Facing the perennial challenges of paper-intensive processes, escalating compliance demands, and the critical need for rapid claims resolution, the insurer sought to replace a legacy document management system with a more robust solution.
The insurer found a solution in Laserfiche, embarking on a journey that has dramatically streamlined operations, cut processing times, and fortified GMX’s position as a market leader. Through the organization’s automation initiatives, the insurer achieved an impressive 75% growth in claims handling capacity and a 20-30% increase in other business areas.
Before adopting Laserfiche, the GMX grappled with a complex web of manual processes and physical documentation. Policy issuance, regulatory compliance and claims handling were bottlenecks that hindered efficiency and customer satisfaction.
“We were generating a lot of paper in different ways,” said Oscar Salgado, CIO at GMX Seguros, describing the sheer volume of paper as about the size of a two-bedroom apartment. This physical footprint wasn’t just about space; it translated into slow, laborious workflows. The claims process, a cornerstone of customer trust, was particularly impacted.
“Claims processing used to take more than 15 days,” Salgado said. Longer timelines in claims processing, however, test customer patience in their time of need.
Beyond operational inefficiencies, the company faced stringent regulatory requirements, such as those from the Comision de Seguros, demanding meticulous collection and secure storage of sensitive customer documents (IDs, proofs of address, financial statements) to comply with anti-money laundering regulations. Managing these crucial personal documents across disparate systems was a significant hurdle.
The insurer began implementing Laserfiche with a focus on policy management, digitally archiving all issued policies and integrating them with a customer portal for easy download. This initial success paved the way for more expansive applications.
A key area of transformation was regulatory compliance. “We need to collect IDs, address, proofs of address, statements — all these documents are personal and sensitive data,” Salgado said. “We store them in Laserfiche, and this helps us organize all the documents within our customer folders.” The centralized, secure repository became indispensable for managing sensitive data and demonstrating compliance.
The most significant impact, however, was felt in claims. The company developed a digital claims solution, which collects all necessary documents from customer and automatically builds a digital file. The GMX team built an integration between Laserfiche and the company’s claims system via Laserfiche API which links every claim document to its corresponding policy and customer file, creating a comprehensive digital record.
The insurer’s use of Laserfiche extends to other departments and critical processes including:
The implementation of Laserfiche yielded immediate and profound benefits, most notably in time savings and operational efficiency.
“The time that we are saving is tremendous,” Salgado explained. The most striking improvement was in claims processing: “Claims that used to take more than 15 days now less than five. In some cases, we can process a claim within the same day.”
This strategic advantage became especially evident during a crisis, when GMX experienced an influx of claims in a short period of time. In 2023, Hurricane Otis made landfall near Acapulco and became the costliest tropical cyclone to strike Mexico on record.
“We had the best turnaround time for claims related to Hurricane Otis,” Salgado said. While competitors struggled to process claims for months, the GMX Seguros’ Laserfiche-powered processes allowed the insurer to pay customers in less than a month. “With this efficiency, we can process more claims in less time.” This increased capacity, he added, amounts to 75% growth in claims handling.
Handling 50,000 – 60,000 claims per year and issuing more than 300 policies per day, GMX employees use Laserfiche on a daily basis to support critical service delivery. Beyond claims, the insurer has experienced 20% – 30% growth in other business areas.
GMX has also implemented Laserfiche to increase efficiency in:
The importance of the company’s standardized document management and automated processes is further magnified by audits, which are done internally as well as by regulatory entities. “We use Laserfiche to review and compile all documentation needed for audits, which used to be a very time consuming process,” Salgado said.
The paper reduction has also liberated valuable physical resources, freeing up office space and allowing for better utilization of facilities.
GMX Seguros has not only automated critical processes like claims, compliance, and policy management but has also built a resilient, highly efficient digital ecosystem. The ability to dramatically reduce claims processing times has translated directly into enhanced customer satisfaction, particularly when responding to high-volume events like natural disasters.
“We have some of the best response times in Mexico,” Salgado said. “Laserfiche is not just a document storage system for us. It’s a competitive advantage.”
Imagine a 25% increase in net revenue over five years without adding additional staff. Airline Hydraulics — a distributor of industrial technologies for a broad range of markets — made this a reality using Laserfiche.
Managing data associated with Airline Hydraulics’ myriad products and custom-engineered technology solutions requires robust information handling processes and procedures. However, with information coming from many sources — suppliers, customers, sales and other departments — the organization needed a way to standardize data collection and dissemination.
Driven to better manage the company’s data to optimize operations, the team implemented Laserfiche.
“Laserfiche was a solution that gave us the best of both worlds: the forms and workflow processes as well as the data integration,” said Todd Schnirel, CTO and director of business development and agility. “We’re now able to record and mine that data for trends and outliers — the potential that Laserfiche unlocked with our data was really the differentiator for us.”
The company has since reduced the time and effort wasted on outdated processes, using Laserfiche to:
“We’re a 100% employee-owned company, so everyone has a stake in organizational efficiency,” said Schnirel. “If you add 25% to the top line and add very little to your operating expense, the money goes right into the profitability of the organization. And for us, that gets distributed amongst the employees.”
Airline Hydraulics’ business dates back to 1949, when the company focused on equipment used in conjunction with factory air lines. Since then, the company has grown in size and in offerings. With this growth, the organization has had to scale operations, which proved challenging without standardized business processes. Information about requests was trapped in PDF documents that bounced back and forth via email and had to be manually typed into the ERP system. This manual approach led to inaccurate data; every employee’s unique method for recording data led to inconsistencies.
“If you’ve got 20 different people they might have 10 different ways to do something,” said Schnirel. “The person who’s then on the receiving end has to deal with all those differentiators.”
The company’s ERP system, Epicor, also lacked the right automation, analytics and data validation tools that would support more standardized data collection. Teams like business development or accounting couldn’t take quick action on requests from sales, customers and suppliers when they received incomplete or inaccurate data. To create more consistency in processes, the team now uses Laserfiche Forms and workflow.
For example, they created a new vendor management form, critical for managing data about the organization’s hundreds of approved suppliers. Previously a very manual process, vendor management often required the accounting team to follow up with requestors to collect W-9s and other information. Misspellings and “bad data” being entered in Epicor was commonplace.
“Laserfiche allows us to do data validation, and we can flush out inaccuracies before we put bad data into our ERP system. Laserfiche definitely helps to keep our Epicor database clean.”
Todd Schnirel, CTO and director of business development and agility
Additionally, the team can now enforce certain procedures — such as collection of vendor W-9s — by not allowing a form to be submitted without the necessary documentation. Laserfiche’s integration with Epicor facilitates the data entry process, avoiding duplicate manual entry. “If we can make a task 10 minutes faster, and we continuously do this, we are making processes faster by hours over time,” added Schnirel. “So that’s our approach. It really starts to add up.” In addition to time savings, the organization avoided replacing their ERP system, saving around $2.5 million in initial costs.
Without application switching or excessive data entry, staff can now focus on higher-value tasks. There are fewer manual errors and less stress around data accuracy. The new solution has also opened the door to more analysis of manual tasks and process optimization.
Airline Hydraulics’ return material authorization process (RMA) is a prime example of how the team used Laserfiche to automate a complex process. Prior to Laserfiche, RMAs relied on multiple manual steps, and often resulted in inaccurate records.
“The RMA process was many, many emails through many different people, and there was no trackability,” said Jennifer McCalicher, product data team manager at Airline Hydraulics. McCalicher and her team spent hours hunting down information that should have been provided with the initial request.
The business development team streamlined the RMA process, again with Laserfiche Forms and workflow.
The new process introduced:
Laserfiche also automatically creates associated Epicor records upon RMA approval, as well as a packing list.
The organization has since reduced the time to complete this process from more than a month to less than a week.
RMA process optimization resulted in:
Beyond the RMA process, the organization implemented a similar solution for special pricing agreements (SPAs).
“Originally this would go into a ticket system,” said McCalicher. “Someone would then have to review the documentation and get it into our ERP system.”
The team replaced this ticket system with a one-stop form that makes it easy for on-the-go salespeople to get pricing approved quickly and secure orders faster. Data is pulled directly from Epicor to make it easier for salespeople to properly fill out required fields. Workflow routes agreements to the pricing department for approval, giving the organization more control over pricing strategy. Finally, more accurate data in Epicor means better financial reporting and easier audits.
With the business development team’s achievements with internal processes, they are now looking to expand Laserfiche to customer-facing processes. Schnirel expects to see more improvements in efficiency organization-wide. With Laserfiche’s low-code automation tools, the company’s business users can build most of these processes with ease, even without deep technical or coding skills.
“Our team is not made up of developers; they’re not programmers; but they’re able to create all this because of the tool set that exists within Laserfiche,” said Schnirel. “This was a huge differentiator for Laserfiche, this workflow ability and having the whole gamut of programmability from HTTP requests and JSON creators and VB scripting and all the different kind of advanced stuff you can do, but in a very visual, very low-code way.”
Internally, the team has seen a culture of automation and optimization spreading throughout the company. “As we’ve deployed it departmentally, it’s picking up a lot of momentum,” said Schnirel. “We’re getting that snowball rolling down the hill effect. We’re constantly receiving requests for new forms and new processes.”
“At Airline, we look at processes through the lens of, ‘How can we do that more efficiently, so it can benefit all of us?’” said McCalicher. “The amount we can do within these workflows is amazing.”
Laserfiche is a Leader for the 10th consecutive year, ranks highest in usability.
LONG BEACH, CALIFORNIA, JULY 23, 2025 — Laserfiche — the leading SaaS provider of intelligent content management and business process automation — is a Leader in the Nucleus Research Technology Value Matrix for Content Services and Collaboration for the 10th year in a row. Among the vendors evaluated, Laserfiche ranks highest overall in usability. Download a copy of the report here.
“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.
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.
EMEA/APAC: Unlocking the Power of AI in Laserfiche: Boost Efficiency with Smart Chat & Smart Fields
In recent months, the conversation around generative AI (Gen AI) has moved beyond productivity and hype. While early use cases in the public sector focused on time-saving and process efficiency, the broader narrative is evolving toward the transformational potential of AI to unlock insights, improve public services, and anticipate citizen needs. As public sector leaders confront rising service expectations, tight budgets, and growing data complexity, the strategic deployment of Gen AI particularly through enterprise content management (ECM) and process automation presents a powerful path forward.
Laserfiche is at the forefront of this evolution. By embedding Gen AI capabilities such as Smart Fields into our platform, we enable agencies, municipalities, and educational institutions to move beyond automating tasks and begin unlocking institutional knowledge at scale. This article explores the forces shaping Gen AI adoption in the public sector and the unique value Laserfiche brings to this new chapter.
Across the public sector, Gen AI is transitioning from a tactical tool to a strategic enabler. Initial use cases centered on automating repetitive work summarizing documents, generating email drafts, or assisting with data entry. But the technology’s next wave is defined by its ability to reveal patterns, surface actionable insights, and synthesize complex information across siloed systems.
Laserfiche’s Smart Fields exemplify this shift. By using AI to detect and understand content in real time, Smart Fields reduce manual data tagging and improve metadata accuracy. This goes far beyond convenience. It allows public sector organizations to create more intelligent content repositories, where relevant information is surfaced proactively and used to inform decisions from public health trends to policy implementation to citizen engagement strategies.
Moreover, the Laserfiche platform integrates Gen AI into core business processes, enabling more responsive workflows. For instance, natural language processing (NLP) capabilities can be used to classify incoming service requests, assign priority based on urgency, and trigger automated routing ensuring faster and more consistent delivery of services.
To fully realize the benefits of Gen AI, public sector organizations must rethink how they manage data and measure outcomes. The old model of digitizing for the sake of efficiency is giving way to a new imperative: leveraging digital assets for continuous learning and improvement.
This shift demands a cultural change. Agencies need to embrace their role as stewards of public data not just curators of records but strategic users of information to drive policy and operational excellence. In this context, Laserfiche acts as a connective tissue between structured processes and unstructured data, enabling agencies to treat every document, form, or communication as a potential source of insight.
Equally important is the need for responsible innovation. Citizens and students expect transparency in how AI is used, especially in areas like eligibility determination, grading, or benefits administration. Public sector leaders must pair Gen AI adoption with robust governance, including audit trails, consent tracking, and AI explainability features. Laserfiche’s commitment to compliance and transparency ensures that agencies can adopt AI with confidence.
Governments around the world are moving quickly to regulate AI, with a growing emphasis on fairness, accountability, and data protection. In the United States, executive orders and state-level legislation are beginning to shape expectations for the use of AI in public services. The European Union’s AI Act, although not directly binding on U.S. institutions, is setting the tone globally by categorizing AI use cases by risk and imposing strict obligations for public sector applications.
Laserfiche is designed with these realities in mind. Our platform includes role-based access controls, automated retention policies, and end-to-end encryption to help organizations align with privacy and data management requirements. More critically, the platform’s explainable AI capabilities provide clarity into how decisions are made an essential safeguard in regulated environments.
As regulations mature, public sector leaders will need technology partners that offer more than just AI features. They will need systems that are auditable, secure, and aligned with emerging compliance frameworks.
The greatest untapped opportunity for Gen AI in the public sector lies in its potential to personalize and improve the citizen and student experience. Today’s constituents expect the same responsiveness from government that they receive from the private sector yet many agencies are hampered by legacy systems and data silos.
With Laserfiche, organizations can unify disparate data sources and automate multi-step interactions, allowing for intelligent service delivery. Imagine a student applying for financial aid who is guided through the process via an AI assistant that understands eligibility rules, validates documentation in real time, and tracks application status all integrated with a secure ECM backbone. Or a constituent filing a complaint about street repairs who receives proactive updates based on workflow progress, without ever needing to make a follow-up call.
These scenarios are not science fiction. They are being implemented today by forward-looking agencies using Laserfiche to reimagine how the government and education serves its stakeholders.
As the Wired article suggests, the real value of Gen AI is not just in how fast it operates but in how deeply it can transform how organizations think and act. For the public sector, this means using AI not simply to accelerate processes, but to deliver on the promise of better governance, equity, and trust.
Laserfiche’s AI-powered platform, including capabilities like Smart Fields, helps agencies shift from reacting to anticipating, from managing data to unlocking insight, and from compliance to transformation. For leaders seeking to modernize operations, improve service delivery, and embrace the future of digital governance, the time to act is now.
The opportunity is no longer just to do more with less. It is to do better with more, more intelligence, more context, and more strategic value from every interaction.
See More on how Laserfiche is unlocking a new era in productivity and insight.
SITUATION
• 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.”
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.
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.
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:
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.”
— Enriquez de Rivera Castellanos, Notaría 9
