Bubblelab Laundry Strengthens Digital Project Management Capabilities to Optimize Costs and Service Quality

Bubblelab Laundry Sdn Bhd builds, operates and maintains 24-hour self-service laundry chains throughout Malaysia. The company started with three outlet locations in 2013, and has since expanded to more than 200 facilities. This expansion has resulted in day-to-day operations growing increasingly complex due to increased customer demand and routine maintenance. In 2018, the laundry chain implemented Laserfiche to digitally transform its maintenance management processes, enhancing communication between the company’s employees, boosting productivity and supporting Bubblelab Laundry’s continued growth.

“Within a few weeks of our system going live, Laserfiche helped us achieve continuous improvements in our work environment, performance and productivity — impacting day-to-day business and aligning with our company values,” said Bubblelab Managing Director Kenny Wong.

Since working with solution provider, Ricoh (Malaysia) Sdn Bhd, to implement Laserfiche at the core of its digital maintenance management system across all store locations, Bubblelab has undergone a true digital transformation, improving employee productivity, streamlining project management and reducing costs organization-wide. These results included shortening staff response times to 1.5 days, exceeding the organization’s original target by 70% and contributing to cost savings that would enable Bubblelab to reinvest in staff and equipment.
Bubblelab storefront.

Simplifying the Project Management Laundry List

Bubblelab Laundry differentiates itself by providing an exceptional customer experience — prioritizing quality, speed and value. The company’s commitment to service, coupled with its franchising strategy, has led to steady growth throughout the country. The Bubblelab leadership team understood that the ability to scale maintenance processes would be key to expansion while maintaining the customer experience that was signature of the Bubblelab brand.

The organization traditionally relied on manual processes to support machine and store maintenance, which would not be sustainable as Bubblelab grew. In order to automate and optimize these processes, Bubblelab used Laserfiche enterprise content management to develop a digital maintenance management system.

The company selected Laserfiche for the ability to create custom electronic forms with an intuitive interface, recognizing the value in using various electronic forms and automated processes to replace paper and manual tasks. The Bubblelab team also saw potential in having access to Laserfiche’s Business Process Library, a collection of prebuilt processes that provide the downloadable tools necessary for rapid business process automation and deployment. Another important consideration for Bubblelab’s digital maintenance system was that it would be able to automatically route all important information to appropriate departments and employees for approvals, while also maintaining data security — something not possible with the company’s legacy ad-hoc processes and manual tasks.

Within a project timeline of just six weeks, the team was able to implement Laserfiche, train employees on the new system, and identify five workflows to digitize. The organization also identified key performance indicators for each process based on metrics including: entries in the defect logbook, corrective maintenance, preventive maintenance, material requisition and field staff clocking.

Empowering Remote Digital Collaboration Company-Wide

Today, Bubblelab outlet locations record all maintenance issues in their defect logbook integrated with dedicated Laserfiche workflows, through which service teams are automatically issued a corrective maintenance ticket containing project location, task information and deadlines. In the event a spare or replacement part is needed, rather than relying on emails and text messages to request materials, service teams can initiate a material requisition workflow through a Laserfiche Form to indicate the items needed, as well as the quantity and collection date. The information is automatically routed to stock managers for preparation, and team leads are then required to submit electronic documentation before and after the repair work to generate a service report, which includes maintenance descriptions, photographs, employee check-in/check-out times and overall project timeline. The service supervisor is able to run reports in Laserfiche that help schedule and distribute service tickets more effectively. As a result, a works schedule briefing that formerly took a half-hour daily has been eliminated.

Additionally, Laserfiche automatically sends employee hours to the human resources department for payroll calculations. The information also helps give managers a view of staff schedules and what service tickets are outstanding.

These digital workflows have helped maximize service team resources, including travel costs and time dedicated to scheduling and communication. Bubblelab’s digital maintenance management system also takes advantage of Laserfiche’s robust document management features including granular access controls and audit trail, enabling the leadership team to maintain information governance while improving efficiency and transparency for service teams.
Bubblelab store interior

A Fresh Start for Digital Transformation

Bubblelab realized increased productivity and reports of a more positive work environment within just seven weeks of deploying the new digital maintenance management system. Since the project’s launch, the company’s Laserfiche implementation represents a cost savings of more than US$44,000, a figure projected to grow.

“The ease-of-use and level of detail possible through Laserfiche gave us the confidence that these solutions could handle any of our growing requirements,” said Wong. “We have really enjoyed designing forms and processes while identifying what other departments we could digitally transform. Laserfiche truly exceeded our expectations, improving company-wide project management in ways we did not originally anticipate.”

Bubblelab management is also now able to make more data-driven decisions, which positions the company for further growth. The organization is now seeing response times that are 73.8% faster than the original target of four days, and management now has the tools and information needed to continue optimizing processes. Beyond the initial digital workflows, collected information has also been used to manage inventory through the accounting system, reducing time spent on daily data entry. These extensive benefits have contributed to improved employee morale as a major driving factor for day-to-day operations, allowing greater control over operations to match with long-term expansion goals.

Learn more about how to use ECM and process automation to improve response times, increase employee bandwidth and foster an innovative workplace with The Business Process Automation Buyer’s Guide.

UWO’s King’s University College Increases Student Enrolment and Retention, Enables Remote Work Using Laserfiche

Colleges and universities have always been at the forefront of imagining change. And King’s University College, an affiliate of Western University Canada, is no exception — having leveraged technology to navigate shifts in learning, culture, technology and student expectations, the college has relied on student success as its guide.

In recent years, the college recognized a need to become more digitally driven to improve collaboration across departments and provide more responsive services to students. Using Laserfiche enterprise content management (ECM) to digitize student forms and automate business processes in various departments across campus, King’s University College completely changed the way that departments communicate with each other and with students. This digital transformation prioritized student needs over time-intensive paperwork and manual processes. With the increased efficiency, King’s continued to provide excellent service to its applicants while managing a 49% increase in applications. In addition, King’s recruited more qualified students by increasing its admission requirement from 75% to 79%.  With the higher average, more students were successful and retention increased over all years.

One Solution for Digital Document Management, Electronic Forms and Process Automation

Founded in 1954, King’s University College prides itself on maintaining internationally recognized academic programming, comprehensive student services and outstanding faculty, all while keeping class sizes small so that students receive the best possible education. In 2011, King’s began to look for a system to digitize student files, giving the departments a better way to manage student information and align the student experience with the world-class education for which the college was known.

With the help of Ricoh Canada, one of the college’s workplace technology solution providers, King’s University College implemented Laserfiche, starting in Enrolment Services.

“The initial idea was to have files stored electronically,” said King’s University College Associate Registrar Tracy Cunningham. “Although our campus is fairly compact, many of the student service departments are spread throughout different buildings. There was a lot of singular paper files moving between one office or another, making it difficult to track down at times.”

More departments — including academic counselling services offered by the Academic Dean’s Office  — soon followed, digitizing their student files as well. The electronic access was a boon to King’s efficiency and reduced the risk of lost documents while en route to other buildings or departments. With institutional records newly digitized, staff looked for more ways to deliver a more modern, streamlined experience to students.

After attending the Laserfiche Empower conference, a group of King’s department leaders were inspired to explore the functionality of Laserfiche Forms. With Ricoh’s help, and over the span of just a few months, Enrolment Services was able to replace all paper admissions forms with electronic ones created in Laserfiche, and eliminated manual routing and other repetitive, manual tasks using Laserfiche business process automation.

“Everything is managed electronically in Laserfiche,” said Admissions Coordinator and Liaison Robin Ellis. “Admissions letters are automatically sent out to the student and all documents are archived in Laserfiche. We’re also able to go back and audit the workflows, to see what actions were taken and when. We saw what was possible at the conference, and just kept coming up with more ideas from there.”

“The King’s team has had a clear vision for using digital transformation to enhance the student experience since they began working with Ricoh Canada over five years ago,” said Eric Fletcher, VP of Marketing for Ricoh Canada. “Their initiatives have since gone beyond storage and retrieval, and we have been excited to partner with them to implement innovative electronic forms, online student services and integrations that give King’s students and employees access to the data and processes they need to be successful.”
Student studying on tablet pc

Building a Future-Ready Institution

Since COVID-19 forced many organizations to shift to remote work, King’s has found further value in Laserfiche beyond improved efficiency.

“We ended up exceeding our enrolment goal this year, and I honestly don’t know how we could have managed admissions through a pandemic — with everyone working from home — without Laserfiche,” said Ellis. “We couldn’t have timed it better. The admissions form went live this year, and we were able to use it for this fall semester.”

“In March, our whole world changed — we were at the peak of our admissions cycle when we suddenly had to do everything online,” added Cunningham. “Fortunately, we put our summer academic orientation — which all our first years go through — online. We created one-on-one course counselling sessions allowing new-to-King’s students the opportunity to meet with a counsellor and follow along on a Laserfiche form as we went through it with them. Copies were automatically emailed to students and routed to their folders. Having all these Laserfiche processes in place helped us provide a user-friendly experience for students. The feedback of students was excellent. Our personal approach online was supported by the Laserfiche form as well as the fast delivery of their registration and timetable documents.”

Quickly Adapting to Change

King’s benefited from having implemented digital solutions for admissions before the pandemic hit, however, staff continue to find new uses for Laserfiche even as employees continue to work from home, and faculty and students have transitioned to remote learning.

For example, Information Technology Services (ITS) used a Laserfiche form to securely distribute account information for a recently rolled out VoIP-based phone system, to avoid having to email individual passwords to staff.  In addition, the ITS team was also able to quickly deploy a form that gave instructors a central place to sign up for webinars on pedagogy and curriculum when professors were faced with moving their  courses online within days as a result of COVID. Pulling from the college’s authentication system, users are verified before they get access to these forms.

“Being able to authenticate makes a big difference that has saved ITS a lot of time,” said Systems Analyst Sheldon Lopes.

Other student-facing processes that have been transformed by Ricoh and Laserfiche include scholarship applications, which previously required students to conduct research scattered in different databases and submit duplicate paperwork if they wanted to apply for multiple scholarships. Today, an integration with Western University’s PeopleSoft ERP system enables the enrollment management team to manage the flow of information and pre-populate Laserfiche Forms with existing student data. The form creates a centralized experience for students to search scholarships by keyword, returning the scholarships for which the student is qualified. If the same information or documentation is required for multiple scholarships, the student only needs to enter or upload it once, and it is routed to the relevant scholarship applications. Once a decision is made on the scholarship, the integration enables an immediate update to the student’s information in PeopleSoft.

“This form is phenomenal, and really easy for students and staff,” said Ellis. “Laserfiche automatically sends scholarship information to the student finance office, and students can be automatically emailed if they receive a scholarship. It’s been a win-win for everyone.” With the new scholarship form, the number of student applications skyrocketed. In the past, King’s had difficulty having students apply.  With this new success, King’s will look to Laserfiche to find more ways to automate the process.

Leveraging the Ricoh team’s knowledge and experience with Laserfiche has made a significant impact in how students interact with King’s, which may be most evident in the academic counseling department.

“We had students emailing our team with academic questions — and oftentimes they would email many members of our team with the same question,” said Academic Data and Operations Coordinator Thomas Gray. “As a result, response times were slow and inquiries were difficult to track.”

The academic counseling team worked with Ricoh Canada to develop an inquiry submission form in Laserfiche. Now, students submit the form with their question and it is automatically triaged to a specific team member based on student information in King’s student database that is automatically populated in Laserfiche Forms.

“This enabled us to manage the workload and improve our student service,” Gray added. “King’s also has students from across Canada and around the world. We found that international students can connect to us and communicate seamlessly through Laserfiche Forms.”

The academic counseling department also collected and analyzed process information and reporting dashboards created using Laserfiche Forms to inform decision making. They were able to identify certain inquiries as more common than others, enabling them to better allocate resources toward responding to those inquiries. The team also noticed the times during which students preferred to contact them, and as such adjusted the department’s hours to better accommodate student schedules. The impact of insuring that inquiries are only received once, and immediately are directed to the right person was huge. The change in office hours was applauded publicly by the King’s University College Student Council as a result of the students’ appreciation.

Planning for the Future

King’s use of Laserfiche and Ricoh team support has facilitated a campus-wide digital transformation, which aims to enable King’s to adapt and respond to change, facilitate ongoing improvement and maintain the flow of communication.

“Digital transformation is letting people break down the digital siloes that they didn’t know existed. We know that we have one true data source, and we can truly share information. We’ve seen a reduction in error rates that comes with data entry, and don’t have to worry about what information is the most updated.”

—Manager of Infrastructure and Digital Pedagogies David Thuss.

“It helps us communicate as a campus in real time,” added Cunningham. “Laserfiche has helped us function faster, more collaboratively, and has positively affected our student retention.”

Since 2012, King’s has increased its applications, its admissions average and its student retention. The shining achievement is an increase of 15% in student enrolment this year in the midst of a pandemic.  With the majority of universities in the region seeing a decrease in enrolment and many smaller institutions (like King’s) facing financial difficulties including deficits and staff reductions, King’s has been able to achieve significant milestones through its Laserfiche initiatives, Ricoh partnership and digital transformation efforts.

“We are constantly looking to support students in a way that’s more efficient so we can focus on program planning or retention work,” said Gray. “We can use our time more wisely, and do more meaningful work. This meaningful work creates an enriching experience for all of our community-students, staff and faculty.”

Looking to digitize student records and paperwork processing at your institution? Schedule your free demo of Laserfiche for colleges and universities. 

Papua New Guinea Department of Education Streamlines Requisition Management to Enhance Transparency and Accountability

The Papua New Guinea Department of Education (DOE) created a completely digital Requisition Task Management System using Laserfiche Forms. Modernizing the formerly paper- and manual task-driven process was a significant step in the department’s digital transformation journey, which expedited purchase requisitions and shortened the time it took to get approval to purchase essential supplies, services and resources for the department.

“As we are such a large organization, processing claims and funding requests was formerly a highly manual and time-consuming process,” said Papua New Guinea DOE Assistant Secretary Thomas Podarua. “Laserfiche is a valuable technological tool, helping us take control and streamline our many business processes so that we can dedicate more resources to addressing the education needs of the nation.”

Since implementing Laserfiche, the DOE continues to digitize and automate additional business processes, reclaiming time for staff to focus on the department’s mission of improving the quality and participation in the educational system at a national and local level.

Tackling Complex Processes Through Digital Transformation

The DOE initially implemented Laserfiche in 2019 as its primary document management system. As the organization looked to modernize core business processes, DOE information communication technology and procurement staff learned that Laserfiche Forms could help streamline and simplify some of the DOE’s most complex business processes, starting with purchase requisitions.

Prior to implementing Laserfiche, purchase requisition applications were paper forms passed between department heads to higher officials for review. Covering a wide range of parameters and categories, these forms served the entire organization, reaching the highest authority of the DOE for final approval and sanctioning of funding claims. The approval process often took several months and could take up to a year due to a dependence on paper and manual tasks. Additionally, the risk of the paper forms getting misplaced or incorrectly filed was high, and individual requisitions were impossible to track with very little capacity for follow-up by the original requesting officers.

The DOE worked with its Laserfiche solution provider, Digitec ICT, to develop the new Requisition Task Management System with the goal of digitizing and automating requests submitted from various organizational units.

“This was a very complicated business process involving a number of claims categories, with a different workflow for each one,” said Podarua. “We needed a single system that was granular enough to handle these complexities for the entire organization on the front end and back end.”

All employees can now submit purchase requisition applications through a Laserfiche electronic form. Once submitted, requests are automatically routed to the relevant business unit based on variables such as different claims categories. Requisition applications are reviewed, approved or rejected by the relevant personnel, and all documentation is managed in the Laserfiche repository.

The DOE took its digitization efforts further by automating the correspondence request process with Laserfiche Forms. Previously, correspondence requests often took months to complete and were difficult to monitor, requiring a substantial amount of paper. A dedicated Laserfiche Forms process captures a wide range of details related to correspondence, including relevant dates, responses and personnel involved, to optimize how each case is monitored and tracked, sending automated notifications to project managers upon completion of every major task. Checks for approved claims are also issued through a dedicated Laserfiche Form, creating an end-to-end request and approval solution for the department’s needs.

One Solution with Benefits Organization-Wide

Since deploying the new Requisition Task Management System, the DOE has taken a major step in its digital transformation journey. In addition to modernizing the experience for staff who no longer need to complete and submit applications on paper, the DOE improved accountability: Deadlines are assigned to each task, and the original requester can now monitor the status of their requisition application. The DOE built on the success of its first Laserfiche Forms process by digitizing correspondence requests, and now issuing checks for approved claims through Laserfiche. Instead of taking months to resolve, correspondence requests can now be processed within two weeks.

The DOE’s Requisition Task Management System also generates automated reports that the DOE can use to evaluate the progress of tasks between departments, identify bottlenecks and make strategic decisions about process tasks and resources. The organization is developing automated business processes using Laserfiche to streamline and manage school registration, query management for instructors and for duty travel requests.

“Digital transformation is especially important for organizations in the education sector which often face underfunding and understaffing obstacles,” said Nirmal Singh, CEO of Digitec ICT. “The ease of implementation and flexibility of the Laserfiche system really helps streamline costs and productivity while supporting the broad educational efforts of the DOE.”

The DOE continues to optimize its processes and find new areas for digital transformation. To date, the organization has significantly reduced the turnaround time for requisition tasks, with most requests processed within a month. This has enhanced interdepartmental collaboration, improved project management organization-wide and saved valuable time and resources, which the DOE can redirect toward its commitment to improving the quality and delivery of education throughout Papua New Guinea.

Read more use cases and learn how Laserfiche Forms can enable your organization’s digital transformation with the ebook, “Getting Started with Laserfiche Forms.”

Dakotaland Federal Credit Union Drives Innovation and Efficiency by Automating Nearly 250 Workflows and 100 Forms

The fast-changing economic landscape of the credit union industry has highlighted the importance for firms to leverage technology to meet customer needs.

Many credit unions that rely on legacy systems built around proprietary technology and manual processes have found it challenging to maintain and attract new members and stay ahead of the competition. Committed to putting its members first and continuously improving its service offerings, Dakotaland Federal Credit Union (“Dakotaland”) — a full-service, not-for-profit financial cooperative — has challenged the status quo, transforming traditional paper-based workflows to digitally transform its business. In 2004, the firm implemented a Laserfiche electronic document management system and has since expanded its use across its departments, while continuing to explore new ways to drive efficiency throughout the organization.

Dakotaland started with just 10 members in Huron, South Dakota, in 1935. In 2020, celebrating its 85th anniversary, the firm spans across 11 branches and serves nearly 40,000 members in 46 states. This growth further underscored the need to build more automated business processes in order to streamline information sharing and accelerate collaboration. “With Laserfiche, we can develop and assign tasks regardless of location, share that information easily across branches and automate notifications, and know exactly where we are in the process,” said Gina Hansen, vice president of product development at Dakotaland.

Additionally, increased regulatory burden, and a growing expectation of incorporating advanced technology solutions, have all presented opportunities for Dakotaland to acquire other small institutions to help these firms align their services with the evolving industry landscape. With the help of Laserfiche’s customizable technology solutions, Dakotaland has been able to continue providing the best possible service to its current member base while also growing its business.

Boosting Operational Efficiency Firm-wide With Electronic Document Management

Before implementing Laserfiche, Dakotaland’s information storage took the form of five rooms stacked with filing cabinets. The team realized it needed to store documents electronically to save space and avert document loss, while addressing recordkeeping requirements enforced by different regulatory bodies. These needs led Dakotaland to select Laserfiche for its robust electronic records management and automated workflow capabilities.

“Regulators and examiners expect us to document everything, requiring us to show proof of the firm’s work,” Hansen said. “Laserfiche helped us present all our data — including all mandatory details — in a format that leaves no room for error.”

The Laserfiche implementation enabled Dakotaland to digitize its records, while preserving record integrity and simplifying compliance processes. The efficiency driven by the Laserfiche initiative spurred the expansion of Laserfiche’s use in other projects aimed at improving the end-user experience and creating a stronger operational infrastructure across departments, including human resources, IT, insurance, mortgage, and more.

“Today, we heavily rely on Laserfiche for almost all our day-to-day operations, automating nearly 250 running workflows and almost 100 active forms processes,” Hansen said. “I do not believe there is any part of our organization that is not using Laserfiche in some capacity. While some forms and workflows are simple routing to logically file documents, others are utilizing the report feature to provide tracking ability, and some automate more complex processes such as our new hire or vendor management tracking process.”

Business Advancements Driven by Human Resource Innovation

While all departments within Dakotaland use Laserfiche in some shape or form, one department that has harnessed the great values of digital transformation is human resources.

Multiple teams across different departments are impacted whenever an employee is hired or terminated, or moves to a new department. To keep employees and teams informed, Dakotaland used Laserfiche to create an end-to-end solution to process employee and candidate records, and combat information loss. The platform streamlines the workflow through a new-hire checklist, comprising of analyzing applications, processing forms, sharing the database with the supervisors, helping them classify the applications, and developing a comprehensive pool of interview candidates. By automating the HR processes, the firm is able to save countless hours — allowing teams across a multitude of departments to focus on more client-facing services that require a human touch.

Most recently, the firm also used Laserfiche to automate a key process for its now-virtual Employee Enrichment Day — a team-building program, where the firm engages in activities that enhance staff connection and give employees an opportunity to learn about each other. During this day, the team works on a spotlight commemoration developed and assigned to the staff in Laserfiche Forms with questions directed to the respective personalities of the employees. The answers then develop a quiz that goes back to all employees, and within that process, the team uses Forms to analyze and file the answers. Automating the process with Laserfiche saves the firm around 10 to 15 hours, analyzing the scores of more than 160 employees in one day.

Technology Guiding the “New Normal”

COVID-19 has compelled firms across different industries to challenge their technological capacities and reevaluate their resources. When the pandemic first hit, more than 30 team members at Dakotaland were deployed to work remotely within a week — enabling the firm to fully rely on its digital repository of data and its automated workflows. The seamless transition enforced business continuity at Dakotaland, allowing for uninterrupted services to its members, even in an unpredictable environment.

One of the biggest hurdles to adopting a new system can be identifying areas that need improvement and processes that can be streamlined. The management at Dakotaland takes pride in driving a thorough observation across the firm to determine loopholes and encourage innovation that can help avoid system failures and boost operational competency. With support from the executive team, the firm leverages its Laserfiche champions, who lead the technology shift across different teams and help them adopt new solutions. These champions play a critical role in training employees about the new processes and identifying unique ways in which Laserfiche can be customized to further enhance productivity and maximize the firm’s investment in Laserfiche technology.

“There are always new challenges and concerns that the credit union industry has to address,” Hansen said. “However, our confidence in Laserfiche’s capacity has encouraged us to identify and resolve any technology challenges upfront and continue to enhance our competitive edge in the industry. I am excited to see what innovation is in store for our collaboration and how we can collectively revolutionize the credit union space.”

Learn more about how banks and credit unions use Laserfiche to transform back office operations, reduce the cost and complexity of compliance, and improve the employee and customer experience.

New Account Opening in 30 Minutes

SITUATION

• New account opening process depended on paper forms and direct mail
• Legacy new account opening process could take from three to seven days
• Difficulty tracking activities taken on documents resulted in challenges with audit preparation

SOLUTION

• Accelerated new account opening process from one week down to 30 minutes
• Simplified audit preparation
• 40,000 hours of annual time savings

An independent investment advisory firm that provides financial consulting services to more than 4,000 households with approximately $2 billion in assets under management needed a way to expedite client services.

The firm sought out document management technology to automate its new account opening process. The legacy process was paper-based, requiring the firm to prepare stacks of paper forms and individually mail them between advisors, a client service representative, the firm’s cashiering department, the client and the custodian. This typically took three to seven days and often delayed important client transactions.

“New account documents are extremely time sensitive. At times, we would have to interrupt advisors during meetings to get a signature,” said the firm’s IT director. “We were looking for a paperless system with efficient workflow, SEC and FINRA compliance and a strong integration capability.”

Accelerating New Account Opening from a Week to 30 Minutes

After a demonstration of Laserfiche software, the firm’s IT team felt that Laserfiche’s configurable workflow tools could easily address their operational needs.

To automate account opening, the firm integrated Laserfiche with DocuSign, its Tamarac customer relationship management (CRM) system and Laser App. By integrating these systems, client paperwork can be reviewed, signed and finalized in under half an hour:
  • Laserfiche pulls the new client contact record from Tamarac CRM and routes it to Laser App.
  • Laser App automatically populates an electronic form with the client’s account information.
  • The system automatically identifies who should receive the form next and routes it to the client service representative for review.
  • The applicable advisors electronically sign the form using DocuSign.
  • The custodian and client each receive a copy of the form for final sign-off.
New Account Opening in 30 Minutes

Compared to the legacy system, this new process has generated a week in time savings. The process is not only quick, but enhances personnel accountability from start to finish.”

“If a document that requires review sits for more than 24 hours, the system emails a reminder to the responsible person,” said the IT director. “If the same document sits for more than 72 hours, the system emails that person’s boss.”

Creating Comprehensive SEC and FINRA Compliance

Improving operations was only part of the firm’s information management overhaul. The firm also needed comprehensive compliance functionality to meet the strict standards of its industry.

“The SEC and FINRA require that firms use a certain type of document management technology, such as unalterable database software,” said the IT director. “Our research showed that Laserfiche’s technology is not only the most flexible, but also offers the option to use numerous add-on features.”

 New Account Opening in 30 Minutes

One feature that simplifies audit preparation is Laserfiche’s event log capability, which tracks the creation, deletion and modification of documents.”

“Our system logs every possible interaction with a document,” said the IT director. “Even if a document is deleted, it is still available in the Laserfiche repository and we can see who modified it.”

The firm’s DocuSign integration also verifies the identity of a document’s signer. Detailed security questions, social security verification and access code protection maintain the integrity of client transactions and prevent fraud.

 New Account Opening in 30 Minutes

“It’s pretty astounding when you consider the time savings,” said the IT director. “We estimate that Laserfiche saves us up to one hour per document. “Given the firm’s estimated average of 165 documents processed per day, Laserfiche produces an annual time savings of roughly 41,415 hours.”

Chinook’s Edge School Division Expands Outdoor Learning Opportunities with Process Automation

A short drive from the Rocky Mountains and some of Canada’s most postcard-worthy national parks sits Chinook’s Edge School Division. The largest rural school division in the province of Alberta, Chinook’s Edge has an established reputation for staff and student wellness, and is on a mission to engage every student in meaningful learning. Although temporarily put on hold during the COVID-19 pandemic, field trips to the mountains and beyond — with opportunities for world-class hiking, outdoor adventures and skiing — are an integral part of achieving that mission.

With 11,000 students and 43 schools in its division, Chinook’s Edge uses Laserfiche to streamline its field trip management processes, maintaining the integrity of its records as well as supporting its risk management for field trips.

School Division Goes Digital to Improve Risk Management

Parents and guardians voiced their frustrations with the overwhelming amount of paperwork required to provide consent every time a student participated in a field trip, which could be more than 10 times a year per child. The forms included a guardian consent form, medical consent form and health consent form — each of which required duplicate information, such as student name, address and guardian name.

For teachers, the internal request forms to create and plan a field trip were long and detailed. All field trip planning was performed manually, generated mountains of paperwork and required school staff to spend hours of time to coordinate a single trip.

Principals and members of the Chinook’s Edge School Division Board of Education were also concerned about legal liabilities due the rugged nature of numerous field trips and potential natural disasters, as well as a lack of conformity in parent sign-off processes. For example, if a form was forgotten, a guardian might write their consent on a napkin and hand it over to the school. Risk management became an increasing concern, exacerbated by skyrocketing insurance costs.

Chinook’s Edge looked to Laserfiche to automate field trip management, streamline approval processes and enhance the integrity of its records. Jeremy Regehr and his team at Inspiris, a Laserfiche solution provider, developed an end-to-end digital solution that would reduce the work required for parents, teachers and administrators while enabling improved transparency and accountability. All guardian and medical consent forms were consolidated into one user-friendly electronic form, which could be pre-filled for subsequent field trips for the same student. The solution was configured to integrate with Rycor, an online payments software, to simplify payment collection and processing, and PowerSchool, a student information system, to ensure student data is automatically updated.

Digital Transformation Expands Staff Capacity and Student Horizons

In the three-month initial rollout of the new field trip management process, more than 150 field trips had been completed — with over 11,000 students and 18,000 parents or guardians. By the end of the first year of implementation, a total of 758 field trips were processed. The digitized solution with Laserfiche produced 10,697 emails, saving 57,000 pieces of paper. With 70 cases of paper saved, Chinook’s Edge reduced 1,750 kilograms of carbon emissions in one school year.

With much of the workload now completed through an automated process, the division can monitor all trips with just three staff members, who are easily able to do so while fulfilling their other daily responsibilities.

“The new Laserfiche field trip program has been a huge asset to us in the school,” said Leanne Stickland, administrative support in finance for Innisfail Middle School. “It’s quick and easy for both the school and parents. And even better, we don’t have boxes of paper to store at the end of the year.”

“It’s just that easy,” added Susan Roy, FOIP coordinator and treasurer.

The time parents and teachers spend preparing for field trips has been reduced dramatically. What was once eight to 10 pages of paper per trip, per student is now completed via an automatically generated email link. The four hours teachers took to prep for each field trip now takes an average of 30 minutes, and what originally took 30 minutes for parents was reduced to just one minute. All in all, teachers across the division saved an estimated 3,250 total hours, equating to at least $100,000 in cost savings.

Centralizing all field trip information helped teachers identify opportunities to diversify outdoor learning experiences, as well as inspire ideas for new field trips. Laserfiche helps provide oversight for members of the Board of Education, and makes it easy for them to see approvals. On top of that, administrators and teachers use Laserfiche to verify whether all legal and logistical requirements are met and that consent forms are collected before students board the buses. If a natural emergency, such as a wildfire, were to occur, all field trip participant information would be available at a moment’s notice, so that all participants could be easily accounted for and safely evacuated.

Inspiris owner, Regehr, reiterates, “The ROI on the process was as close to instantaneous as you can get. The improvements to efficiency for all teachers and administrative staff was apparent the moment we helped roll out the process— and feedback confirmed that. When I heard the principals exclaim they could sleep at night because they understood the reduced liability, it was obvious to me that the process had already paid for itself.”

Making Honor Roll for Saving Time and Money

Even before Chinook’s Edge set out on the adventure to automate its field trip management process, the organization aimed to streamline processes across the division.

“The finance department had a process to collect eight different documents, twice a year from each of our 41 schools. It was a time-consuming task and often required a staff member to search through emails, open attachments, rename and save files,” says Paul Matsune, core services manager for Chinook’s Edge School Division Technology Services department. Now the forms are easily accessible online for staff division-wide.

The provincial government requires that student report cards are uploaded as individual files, with each student’s unique number. With over 11,000 students, this was a time-intensive undertaking to do several times a year. Laserfiche Forms and Quick Fields — a high-volume capture tool that automates document import, classification and indexing — helped save over 1,000 hours a year for administrative support staff on this task alone.

Other daunting administrative tasks for the Chinook’s Edge People Services team of two have nearly been eliminated thanks to Laserfiche, with automated processes created for personal leave, maternity leave and ID card requests, among others. A dashboard was created for payroll and HR to be notified of employee changes. If a coworker is sick, it’s easy for another staff member to see what tasks need to be done.

The centralization of administrative work hasn’t just saved time across the division, it has also made it easier to reallocate funding and minimize overtime worked. Like any organization on a digital transformation journey, Chinook’s Edge School Division is still seeking new ways to nurture efficiency. For instance, its accounts payable department aims to soon begin using Laserfiche to automate processes such as credit card reconciliation and expense claims.

Laserfiche has touched nearly every stakeholder at Chinook’s Edge, including teachers, staff members, students and families, principals and other division leaders. The optimized processes, improved access to information, reduced liability and increased satisfaction of parents all add up to support the school’s vision to help students achieve success as compassionate and innovative global citizens.

Explore more ways to increase staff productivity, automate processes district-wide and efficiently manage student records by visiting Laserfiche for K-12 Schools and Districts.

Jones College Provides One-Stop Student Services with Laserfiche Cloud

In the past year, Jones College began an initiative aimed at improving the student experience by bringing five previously separate departments (financial aid, admissions, records, recruiting and the student success center) under one umbrella. Using Laserfiche Cloud, the college centralized the five teams’ documents and processes, giving staff and students access to forms and information online, and streamlining key student services.

These digital transformation initiatives have enabled Jones College to navigate the COVID-19 pandemic and various government mandates, even as the college saw a 15% jump in enrollment during the summer of 2020 over summer 2019

Moving Enrollment Management to the Cloud

Jones College is a public community college in Ellisville, Mississippi, that was established in 1911.

“As a community college, the impact we have in our society is big — we offer high-quality education at a lower price,” said Paul Spell, vice president of enrollment management. “We’ve been here 100 years, and there have been a lot of changes through the years. We have to continue to show value to students and to our community, and to do that we have to think outside the box.”

As part of the organization’s commitment to providing the best possible experience to students, Jones College President Dr. Jesse Smith looked for opportunities for modernization and new efficiencies. In 2018, the college embarked on a mission to bring together five disparate teams — financial aid, admissions, records, recruiting and the student success center — under one department called enrollment management.

“The goal was to have students go to one admissions counselor who can get their paperwork processed and guide students through the enrollment process in a centralized way,” said Spell. Previously, staff and students had to physically walk paperwork across campus to get it to the right people, which was not only inconvenient and time-consuming, but also introduced the risk of information loss. “To centralize the experience, these five departments had to work together as a team, and Laserfiche really enabled that.”

The college turned to Information Consultants, a Laserfiche solution provider, to implement Laserfiche Cloud and help to map out the newly formed enrollment management department’s processes. Information Consultants was able to implement Laserfiche within a week, as a result of the cloud deployment.

“We chose to use Laserfiche Cloud because we wanted less of a hassle managing servers and software here on campus,” Spell explained. “We don’t have a lot of IT people, and we are always looking to be as efficient as possible. On top of that, we want our staff to be able to access documents from the office or home — or anywhere — easily.”

“The enrollment management department really took Laserfiche and ran with it,” added Pierre Smith, workflow specialist at Information Consultants (ICONS). “Jones College and its embrace of digital transformation using Laserfiche Cloud is proof that a 100-year-old institution can continue to innovate, and deliver a modern experience for staff and students.”

New Opportunities for Efficiency

Initially, the enrollment management department implemented Laserfiche as a digital filing cabinet, and began scanning paperwork into the Laserfiche repository. Staff quickly saw, however, that capturing information digitally from the beginning of the process would eliminate the need for paper and open up greater opportunity for transparency, efficiency and ongoing optimization through business process automation. The COVID-19 pandemic and stay-at-home orders further highlighted the need to transition to a more digital workplace.

“Everything was put on hold when COVID-19 hit,” Spell said. “When we were able to come back, we realized that paper processes were just inefficient. We decided to have a ‘digital day,’ essentially a deadline for us to go digital with everything. This was all during the pandemic, and we were able to go digital in about a week.”

Spell introduced Laserfiche Forms to the financial aid team. The team’s responsibilities, including managing processes related to grants, fee waivers, scholarships and other financial assistance programs, made it an ideal candidate for transitioning to Laserfiche electronic forms and automated workflows. Within two weeks, the financial aid team had created more than 30 online forms to replace their paper counterparts, including the form to validate students’ tax status, income verification and others needed to qualify for financial aid like FAFSA.

“For financial aid programs, we need to collect and verify a lot of information, which previously was done manually on paper and could take days to weeks,” said Jones College Director of Financial Aid Kari Dedwylder. “Now, students don’t have to come to the office in person. They can access the form they need and get it filled out in less than 10 minutes. We can also leverage electronic signatures which is helpful since a lot of people don’t have a printer, and verifying information electronically is so easy to get done while also meeting the needs of the college, the financial aid organizations and the federal department.”

The college is also working to digitize the graduation application, a long document which students previously had to fill out and physically take around campus for advisors to sign it. Another opportunity for automation is the process of accepting transcripts, which have traditionally come through the mail or brought in by hand. With a new, automated workflow in Laserfiche, the college can automatically email students to tell them whether they have been accepted.

“Communication with our students is huge, and something we’re always looking to enhance,” Spell said. “Through Laserfiche, we can effectively build communication into our processes without having to manually email each student.”

With Laserfiche helping to centralize information and standardize and automate processes, the enrollment management department now offers a more streamlined experience for students. Meanwhile, Laserfiche has improved accountability and trust among the five teams that were merged to form the department.

“Laserfiche not only helped with digitizing our paperwork and processes, but it’s also helped with our teamwork,” Spell said. “Now, we have processes we can see; we have better accountability.”

Spell estimates that the Jones College’s Laserfiche initiative has saved the institution about $30,000 to $40,000 in staff hours, or about three to four months of work for the department. Over the summer, enrollment was up 15% over the summer of the previous year and — during a pandemic and without adding additional staff — the enrollment management department was able to manage the larger workload due to their efforts to streamline processes using Laserfiche.

“When the pandemic hit, we were planning for lower enrollment,” Spell said. “We had transitioned learning to online, and administrative processes were online thanks to Laserfiche. Over the summer, though, enrollment was up while other community colleges have taken double-digit drops. People don’t know what’s going to happen, but the digital processes and automations have taken the burden off of our staff as we navigate these changes.”

Building on a Digital-First Approach for Student Success

The Jones College team continues to look for new opportunities to leverage Laserfiche for business process automation and improved efficiency.

“This is only our first year using Laserfiche, and all I can think about is how much more streamlined we’re going to make these processes,” Dedwylder added. “Right now, we still have some students who are used to the old processes but, being a two-year college, we’ll have new students who will be introduced to the digital forms right away. Our students are going to expect this digital experience.”

Spell already has plans to enhance existing forms with auto-fill functionality so that there is even less manual data entry for students, and to integrate Laserfiche with the college’s other applications including the student information system (SIS). Some future projects that are not student-facing include a Laserfiche form that keeps a log of all of the activities required for student admission, so that admissions counselors can quickly see what a student has completed and what paperwork has been submitted.

“As a community college, the services we offer are incredibly valuable,” Spell said. “Many students are from rural or underserved communities. The main part of our job is people — the technology solutions that can make us more efficient and improve our processes help to keep us focused on that.”

U.K. Law Firm Modernizes Legal Forms

SITUATION

• 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.”

Accounts Payable Transformation Supports Community Health Centers Mission to Provide High-Quality Care

As one of the region’s largest nonprofit healthcare and wellness services providers, Florida’s Community Health Centers (CHCFL) is committed to providing personalized, high-quality care to its community members at greatly reduced cost. Managing information efficiently, accurately and responsibly is core to achieving the organization’s mission, making digital transformation increasingly more important as CHCFL responds to the COVID-19 pandemic and growing patient needs.

The organization implemented Laserfiche to automate accounts payable (AP) processes, resulting in CHCFL cutting processing time by 50%. Through its digital leadership, the purchasing department’s role has transcended beyond a necessary part of operations and become a significant source of new efficiencies.

“If you can spend less time pushing paper around, that’s money saved,” said Dee Bradshaw, director of purchasing at Community Health Centers. “Every dollar we save goes into critical resources. We all benefit. That’s our goal — to make things more efficient, to save money without sacrificing quality.”

Eliminating Manual Data Entry and Automating Accounts Payable

Originally called the West Orange Farmworker Health Association, CHCFL was incorporated in 1972 as a nonprofit health organization “to be operated by and for its consumers.” Today, the organization has 16 physical locations across central Florida, providing pharmacy, on-site lab and comprehensive primary care services, in the areas of behavioral health, dentistry, family medicine, internal medicine, obstetrics and gynecology, optometry and pediatrics.

“The breadth of our services is amazing,” said Bradshaw. “We see homeless people; we give flu shots to anyone who needs them; we deliver babies; we have optometry and mental health. We’re a medical hub. When somebody has to take two buses and a train to get here, we want to make sure that they get everything they need.”

As a nonprofit providing a wide array of services, CHCFL must procure everything needed for its patients’ care — including pharmaceuticals, medical supplies and equipment — at the highest quality for the lowest cost. Before implementing Laserfiche, the purchasing department used a product that was meant to automate AP processes and minimize data entry, but produced too many errors and didn’t work well with the CHCFL’s Abila MIP Fund Accounting system.

“Even with this other product, we ended up doing a lot of manual data entry, and it was so difficult to use,” Bradshaw said. She got in contact with Hemingway Solutions, a Laserfiche solution provider that focuses on community action partnerships, nonprofits and small businesses.

“Laserfiche was the perfect accounts payable automation software for Community Health Centers because it could accurately capture the necessary data and seamlessly integrate with the Abila MIP system. Plus, the staff found it very easy to use. Now, AP processes are hands-off. Staff is saving time and money, and can focus on providing care and essential services to patients.”

—Larry Phelps, sales and marketing manager at Hemingway Solutions

With the automated ordering process, staff submit a requisition form in the Abila MIP Fund Accounting system, where a PO is created for each vendor. The POs are moved into Laserfiche, which automatically routes them for approval and to the purchasing department to place the order. When the product arrives, staff check in the items against the packing slip and PO. Then the packing slip is scanned into Laserfiche. When the invoice arrives via email it is dropped into Laserfiche and workflow captures the relevant information — including vendor name, invoice number, invoice total, PO number and due date. Through the Abila integration, the automated process is able to look up information related to the purchase, including the vendor name, vendor code, general ledger (GL) code and the purchase order to make sure the invoice matches.

A workflow within the automated business process finds the PO and packing slip and attaches them to the invoice, which are then routed to the appropriate people for approval. Once approved, all data is written into Abila, eliminating manual data entry.

“Everything is automatically stored in a Laserfiche repository that we’ve set up to manage our records,” Bradshaw said. “Everything that’s closed is batched and put into our Abila system.”

Throughout the process, Laserfiche sends automatic notifications to the submitter so they are kept informed. CHCFL plans to give staff the ability to participate in processes via a mobile device, and reduce friction around tasks that can’t be automated.

As an organization that must process thousands of invoices per month and match them to corresponding purchase orders and packing slips, CHCFL has realized significant time and cost savings, reducing complexity for staff who have reclaimed hours previously spent on repetitive manual tasks.

“I cannot fathom processing the current volume of invoices ‘the old way,’” Bradshaw said. “Laserfiche has cut our processing time in half.”

Expanding Digital Transformation Enterprise-wide

Bradshaw and her team have championed digital transformation across CHCFL, and the finance department is now rolling out a Laserfiche solution to support the processing of direct pay invoices that are not PO-based. The organization is also planning to evolve its purchase requisition process with the goal of giving employees a convenient, intuitive Amazon-like experience. As the team has examined its business processes, CHCFL has found efficiencies by eliminating a number of individual software solutions and replacing them with Laserfiche.

“The more things I can do with one software, the less software I have to manage,” Bradshaw added.

CHCFL continues to work with Hemingway Solutions to identify more ways to automate and transform various activities, and create efficiency so that the staff can focus on serving its community with the highest quality care possible.

“Laserfiche is so user friendly — anybody can learn and get it set up quickly,” Bradshaw said. “And business and circumstances are always changing, especially today. You never know when you may need to change something in your system. With other systems I’ve used, making changes to fit your needs is just not intuitive. In Laserfiche, everything is at your fingertips; you’re not going to have to reinvent the wheel if you need to update your process or new needs come up.”

Learn more about Laserfiche AP automation and other core solutions to modernize your healthcare organization.

Automating Blotter Submissions and Supporting Compliance with Laserfiche

SITUATION

The firm saw an opportunity to automate and streamline core processes, such as the blotter process, to improve accuracy and compliance, while reducing the organization’s reliance on paper files.

SOLUTION

The firm implemented Laserfiche Forms, which enabled representatives to upload blotter forms digitally, importing and archiving files into the repository. The system sends automatic notifications to stakeholders, reducing the need to follow-up and improving accountability.

RESULTS

The firm substantially improved efficiency, enhanced the customer experience and fulfilled industry-specific regulatory compliance requirements.

A full-service broker-dealer with over 300 licensed financial advisors and team members around the country struggled with modernizing the way the organization handled advisor paperwork. All that changed when the COO joined the firm and attended the Laserfiche Empower Conference. “I happened to walk into a session where another customer was describing a simple workflow his organization had created, and the lightbulb came on,” he said. “I started madly texting back and forth with our AVP of advisor relations. We knew we could use Laserfiche to automate our entire operation across the U.S.”

Eliminating Lost Paperwork with Electronic Forms

“Our chief problem was that documents got misplaced,” the COO added. “When new client paperwork wasn’t filed properly, our back office wouldn’t see it, and couldn’t process it promptly. This caused frustration for both the home office and the advisors in the field.”

To address these pain points, the organization did a close examination of its existing processes and the steps that could be taken to improve them.

“The best decision we made was to do a whiteboarding session,” the COO said. “We sat down with representatives from every department to map out their processes and agree on the best automation plan.”

The AVP of advisor relations added, “I joke that our Laserfiche programmers are ‘business process therapists’ because they helped us look at what we were doing, what we needed to do and where we could add efficiencies and streamline processes.”

As a result of the whiteboarding session, the team implemented Laserfiche Forms. Advisors could then submit all their paperwork using a Laserfiche form, which ensured that advisors entered all the necessary information consistently, in the correct file format. Just a few of the processes that the organization automated in this way include:
  • New account onboarding
  • Asset movement
  • Money movement
  • Distributions
  • Check requests
  • Product approvals
  • Sales preapprovals
  • Advertising approvals
  • Electronic blotters

“Follow up with the representatives is all handled electronically,” the COO explained. “it also allows our reps to see the status of their documents at any time, helps compliance by tracking all the actions taken on any given document and increases visibility by automatically generating and circulating reports on compliance, process performance and the like.”

Making Blotter Submissions Easy for Field Representatives

The blotter submission process was one that dramatically approved through automation.

“Preparing blotters is not something our advisors are excited to be doing on a monthly basis,” the COO said. “In the past, blotter submission was a manual process that was not easily tracked or reportable for FINRA. It was difficult for us to gather the data to find out which offices were compliant.”

The firm completely digitized the blotter process with Laserfiche:
  • If an advisor hasn’t submitted their blotters via a Laserfiche form by a certain date, Laserfiche starts sending automated email reminders.
  • If the deadline passes and the blotter is still unaccounted for, the rep receives an email detailing the action that has been taken as a result (e.g., a commission hold).
  • Once the blotter is submitted, the reminders cease.
  • The COO’s team can run a report to see who has or hasn’t submitted their monthly blotters and send reports to the Office of Supervisory Jurisdiction (OSJ) and the compliance department.

“Before Laserfiche, we needed a wheelbarrow to give to regulators the documents they needed,” the COO explained. “Now, if FINRA or the SEC asks us to produce a report showing that we have specific pieces of information, we can quickly run a report and give them that information in an electronic format.”

The benefits of automating blotter submissions have been felt in both the home office and out in the field. “Our new process saves three people in the back office at least one full work day per month, of just having to track down blotters,” the COO said. “Plus, it has taken a process that was frustrating and difficult for our reps and made it much easier for them. Really, all they have to do now is scan a check or fill out a few fields on the form.”

 medical sector can modernize and streamline data with Laserfiche

SIU also used Laserfiche to expedite the collection of patient information when a local healthcare provider retired. “There was a local practice where the provider retired, and all of their patients were transitioned into our practice,” Washburn explained. “We had to collect release of information notices, so we quickly deployed a Laserfiche form to streamline that process. Our clinical staff just had to enter the patient’s health record number. Our system integrates with our practice management system to pull everything automatically, which significantly reduced the time it would have taken manually.”