City University of Hong Kong created a shared services platform for human resources and finance using Laserfiche.
Laserfiche helps St Paul’s College automate various student services, saving staff hundreds of hours per year to better focus on value-added activities for students.
My name is Neville Atkinson. I’m the Business Manager at St. Paul’s College. My main responsibility is the financial oversight of the college.
My name’s Ann Haywood and I’m the Assistant Business Manager at St. Paul’s College.
St. Paul’s College is a Reception to Year 12 Catholic boys’ school in the Edmund Rice tradition. We’re part of a Catholic network across Australia of 5,000 staff and we employ around 80 staff here at our College.
What motivates me to come to work every day is the opportunity to help both staff and students access private education when they may not normally be able to afford that. The key bottleneck that we face is the management of any collection of data.
With the introduction of the Royal Commission in Australia, a lot of our student records and staff records need to be kept forever, so previously our system was paper-based and we needed a new platform to be able to retrieve the information in a timely manner.
I first realized that Laserfiche was a good solution for our organization when we began some training, and that was generally because we began to see the potential that the software product had and how we could apply in our situation.
Some of our expectations and goals for Laserfiche were the storage management and retrieval of large amounts of information that we used to hold in paper files. We were also trying to achieve easy searchability and retrieval for those documents.
The other key things that we use Laserfiche for is electronic forms. We’ve automated a number of our forms which means that our staff are able to access those anytime, anywhere and we’ve got a consistent process.
The feedback we’ve had from users about the system that it’s easy to use, the searchability obviously is a great function, and just to have things at their fingertips has been fantastic.
The Laserfiche project has delivered a number of good return on investment outcomes, one of the key ones is that all of our data that we got from our parents used to be keyed in manually and we’ve now been able to automate that process. We estimate that saved us over 200 days of input from our staff.
I see our organization using Laserfiche in the future with integration with our current software product, as well as online forms and the implementation of accounts payable.
Yeah, we’re really excited about the opportunities of using Laserfiche going forward. We’re continuing looking at our systems and processes and we’re hoping by the middle of next year we’ll have all of our documents digitized.
Kensington Mortgage Company implemented Laserfiche organization-wide and integrated it with multiple line-of-business applications.
My name is Farid Amin. I am a Solutions Architect at Kensington Mortgages. In my role I design, develop and implement to automate business processes across the operational areas using enterprise-level robotic and business process automation software tools.
Now in our 25th year, Kensington Mortgages is UK’s leading non-bank specialist mortgage provider and We manage over 11 billion pounds in assets. We have over 500 employees throughout the country, predominantly at our head office in Maidenhead.
In 2012, we needed to replace our aging document management system. It was becoming slow and unreliable. The core weakness of the system was that the historical documents were stored in a huge jukebox of some 250 optical discs run by a robotic arm and a subset of DVD drives.
As we grew, we had more documents to manage. We also had changing regulations, which meant we Needed access to those documents very, very quickly while we had customers on the phone. Therefore, we had to replace our system that would cater for our business needs.
Laserfiche fulfilled these requirements and we had foresight that its rich functionality of its various components could be utilized in other use cases and could be expanded across the business in later years. Today, we have over 56 million documents spanning over 7 terabytes of network storage.
We have 300 users that utilize Laserfiche day-in-day-out to serve and manage our accounts. The users’ feedback has been very positive. Laserfiche just runs in the background, unassumingly, and therefore as far as they’re concerned, it’s a system available all the time for them to carry out their work.
In 2016, we expanded the use of Laserfiche to business process automation and it has been a resounding success. Today we have business processes automated not just in servicing, but in finance and sales.
In 2019, we implemented our document online project. This has allowed our customers to view their documents online. We developed, in-house, a microservice using the Laserfiche SDK, which allows those customers to view their documents directly from the repository.
So here’s a system that has a use, but has got a whole lot of other tools that could benefit any organization. So Laserfiche has been in production for over 7 years and has provided service to us with stability and integrity.
By automating import and export documentation processes with Laserfiche, the jeweler more efficiently manages compliance with customs requirements.
My name is Joseph Colville. I work at Michael Hill International. We’re a middle market jeweler so we sell anything between nine-dollar studs and half a million-dollar pieces. The department I work for is the I.T. Department we deliver the Solutions for the whole business. My particular focus is on the distribution center and import export of all of our goods.
It was about two years ago that we decided that we needed to go down the automation route the bottlenecks and challenges that we had were especially around the mass handling of paper. There’s massive customs requirements and we needed a way to manage those in a more efficient manner. The process before Laserfiche was very manual. It involved building up files on your desk so goods come in. They would have the documents you’d have e-mails coming in you would print out those documents you would stick them in a file you would wait to that file has the correct amount of documents and then that would be archived and then the recall process of those documents , you would have to go to the right box find the right month, the right supplier and then pull out those documents and flick.
The expectations and goals that we had for Laserfiche was basically process automation, clear audit trail and fast document recall. So, these were absolutely essential dealing with. There’s very strict legislation to how we have to keep the documents. It varies between Jurisdictions and we needed to make sure we followed those to the letter. Now we’re not printing out every email that comes in. So, we’ve gone from printing two reams of paper a day to one ream a fortnight. We’ve also dropped the amount of time it takes to recall documents for customs. We have to recall a certain amount of lines go and find the physical documents and do checks. That process could take five minutes to find a doc. Now we can just do a simple search on it. So, there’s massive time saving there and we re-put that time saving into doing more checks to greater increase our compliance.
The most useful piece of advice I could give to future Laserfiche users would be lining up all the pieces, making sure right people are involved at the right time to ensure the project runs smoothly making sure they have access to get into your systems. And also ensuring that the business is heavily involved. So, you have your SMEs coming up and actually using the software. Well before you go live and feeding back the entire time. I’ve attended Laserfiche conferences, I’ve shared my story at those Laserfiche conferences and I’ve also heard stories of other people and being involved in training sessions and continuous improvement of the product. So that’s been really important and really key to our business.
The South Africa bank’s fleet management division nearly eliminated manual tasks, more efficiently utilizing existing resources and exponentially growing its business.
My name is Justin Thomas. I work for Standard Bank Group it’s bank in Africa. I head up strategic alliances for Standard Bank fleet management as well as product development. Our bank is 150 years old so it’s got legacy platforms, legacy systems, it comes with a history that the journey we went on was essentially to look for systems that could support our growth and being able to support our customers in a manner that they expect.
Essentially what we did with Laserfiche was digitize the start to the end process. So, on receipt of a quotation all the way to sourcing a vehicle, providing a customer a quotation, to then disbursing the vehicle to the client. That entire process was Laserfiche essentially. We made sure that the whole distribution of work became a lot more structured. It was a lot more planned in terms of staff workforce capability and we saw immediate benefit in that particular spec, so we were losing mails and customers were complaining and that was no longer the case. Every mail was captured, every email was tracked, we could determine when it came in and when it was executed which gave us a lot of comfort in terms of the service we are offering to our customer.
Our business is also growing exponentially and one of the factors we’ve always been concerned about is the more we put scale on the more we have to resource accordingly. What the Laserfiche implementation has done is it has given us comfort that we can comfortably put more business on without having to increase resourcing commensurately. We are able to now use our existing resourcing in a much more efficient manner.
The advice I would give to a future Laserfiche users would be to have a purpose in mind in terms of what they want to achieve. Make sure you get the right people involved in your projects get people that that are open to a different approach and let them guide the process.
One of the things we realized is that the closer we could bring the Laserfiche guys to our particular business decision makers, the easier the sell, the easier the value was seen and then make sure that everybody has the vision, where this business is going to or where your business is going to.
I think the journey we are on with Laserfiche is something that is really going to transform our business. It’s one element of what we’re busy with but it’s a big element. We are appreciative of that.
Serving 25,000 employees across the UK and Ireland, the telecommunications company’s HR department has sped up its processes and easily maintains its employee files.
My name is Nicola Doherty. I am the head of HR Administration at SKY. SKY are a media organization based in the UK and Ireland that provide direct home TV services for our customers. We have in the region of twenty-five thousand employees across the UK and Ireland and over 10 million customers. So, the HR admin function is responsible for, what it says on the tin really, HR administration for all of SKY’s employees.
We were taking back in-house some HR administration work that was previously delivered by a third party. For us to be able to do that. we had to look at, you know, how efficient we are in terms of our resources and our ability to deliver the service. So, it was at that point that we made the decision that we were going to upgrade the Laserfiche product that we had in place to Laserfiche Rio. We had a long-standing relationship with them with Laserfiche and through the conversations that we’d had with our sort-of partners we knew that there was more that we could get to enhance the product and its kind of ticked the boxes off of what we needed at that point in time of what we will need in the future. So, all of our employee files at Sky are held on the Laserfiche Rio product We use it to maintain, update employee files and to apply any rules that we need to arrange deletion for example.
We are a large organization that’s sort of diverse in terms of our structure and so that the Laserfiche product helps us to keep our sales organized. We use it for things like subject access requests that we get from employees. So, the new product has actually helped us with that process as well. For me, from an HR operations perspective, we never stand still so we’re always looking at better ways to do things. Whether that’s through automation or whether it’s just be more efficient at what we do. And, so I think Laserfiche as an organization it fits in with that.
The return that I see that we get from the Laserfiche product, the enhanced product, is that we are able to deliver our processes and quicker than we could before and that’s in relation to things such as subject access requests through new processes such as bar coding and in naming convention of files. There’s less human intervention in our processes so that the HR admin teams are able to file more and do it quickly and which is better than what we could do before.
The advice I would give to future Laserfiche users is and to keep things simple to give yourself enough time and to use the expertise that’s on offer. I think that the place it would end I was as always you know looking towards the future to see what other enhancements there might be further down the road. But we’ve got a really robust product in place now which is great.
By automating its processes and implementing e-forms, the real estate developer has simplified project documentation and approvals, saving both time and money.
Leveraging process automation and an organized repository, Ghana National Petroleum Corporation reduced the time it takes to access content from one month to less than a minute.
One of Mauritus’s leading banks enhanced the customer experience by transforming the account opening process using Laserfiche Forms and an automated workflow.
Laserfiche’s digital transformation model helps Mitsui Sumitomo Insurance Group go above and beyond by digitizing and streamlining the claims process so customers have the confidence to do more.
