GUIDES – A Collaborative Approach to Community Support 

In January 2023, the City of Long Beach launched the Government User Integrated Diversion Enhancement System (GUIDES), a transformative mobile application designed to assist the Long Beach Police Department (LBPD) and the Long Beach City Prosecutor’s Office (LBCP) in providing vital assistance to highly vulnerable populations. This innovative platform serves as an online information system powered by Laserfiche’s innovative document and records management software, enabling law enforcement and prosecutors to share data and access case information while connecting individuals in need to essential services. 

Project Overview 

The GUIDES app was conceived as a response to pressing social issues, particularly the dramatic rise in homelessness and associated challenges in Long Beach. The city declared an “Emergency on Homelessness” after witnessing a staggering 62% increase in homelessness between 2020 and 2022. By providing officers with immediate access to crucial information that is stored in the Laserfiche Repository, GUIDES empowers them to make informed decisions, diverting individuals away from the criminal justice system and toward necessary social services, like shelter housing, mental health treatment and drug rehabilitation. 

Doug Haubert, Long Beach City Prosecutor, emphasizes the importance of this initiative, “We partnered with Laserfiche to create GUIDES, the first police-prosecutor data sharing app, to give more resources to officers in the field. We need technology like this more than ever to help get people off the streets, and into social services.”  

Funding and Development 

The development of GUIDES was funded by the United States Department of Justice through the Innovative Prosecution Solutions Grant Program, with a total award of $360,000. Laserfiche, a Long Beach-based software company with deep ties to the community, worked closely with Haubert’s office to develop GUIDES and ensure it met the specific needs of local law enforcement and the community at large. 

Prior to the introduction of GUIDES, the LBPD had been leveraging Laserfiche technology since 2013 to improve access to information about court orders. As a trusted solution for document management and collaboration, Laserfiche supports the LBPD’s ability to centrally store information — such as PDFs, images and documents — apply appropriate metadata, and retrieve content while addressing necessary regulatory, security and privacy requirements. Building on this foundation, the Laserfiche-driven GUIDES app represents a significant advancement in the city’s approach to public safety. 

Key Features and Functionality 

The GUIDES app enables officers to quickly ascertain context about individuals they encounter in the field, enhancing their ability to provide appropriate assistance. The app provides real-time information regarding individuals’ probation status, stay-away court orders, and active warrants, streamlining the decision-making process for officers. For example, if an individual is already part of the Law Enforcement Assisted Diversion (LEAD) diversion program, officers can easily identify and reconnect them with their case managers, offering alternatives to arrest or incarceration. By facilitating this connection to social services, GUIDES helps to improve outcomes for individuals in need. 

Results and Impact 

The initial evaluation of the GUIDES initiative has yielded promising results. A survey of police respondents indicated that 75.6% are likely to use the app in the field, and 70% believe it will aid them in their duties. This positive reception highlights the potential for GUIDES to enhance law enforcement practices and improve outcomes for individuals experiencing homelessness or mental health challenges. 

Long-term goals for the project include: 

  • Reduction in arrests and prosecutions due to having more options 
  • Increased referrals to social services 
  • Improved outcomes for individuals with social service needs 
  • Decrease in violent crime and recidivism rates 

By focusing on these objectives, GUIDES allows law enforcement agencies to concentrate their resources on cases that truly require traditional criminal justice interventions. 

Future Potential 

Looking ahead, there is significant potential for the GUIDES app to evolve and expand its capabilities. The app’s architecture is designed to incorporate additional features over time, allowing for the integration of further data types that can enhance its utility. The ultimate goal is to build a more interconnected ecosystem of government agencies and NGOs, fostering collaboration to address pressing community needs. 

As Haubert notes, “This project requires organizational commitment and a long-term vision. If we invest in the right resources, GUIDES can serve as a model for other communities grappling with similar challenges.” 

The GUIDES app exemplifies how innovative technology from Laserfiche can play a crucial role in modernizing public safety efforts and addressing complex social issues. By bridging the gap between law enforcement and social services, Laserfiche and the City of Long Beach are taking a proactive approach to support its most vulnerable residents. In a world where traditional methods often fall short, GUIDES represents a forward-thinking solution, demonstrating the power of collaboration and technology in fostering a more equitable society. 

How GenAI and Digital Process Automation Are Impacting Manufacturing Productivity

The convergence of artificial intelligence (AI) and digital process automation (DPA) is reshaping the manufacturing landscape. As businesses strive to improve efficiency, reduce costs, and enhance competitiveness, these technologies offer transformative solutions. This comprehensive analysis explores the synergy between AI and DPA in manufacturing, highlighting their benefits, applications, and potential challenges.

Understanding AI and DPA

AI refers to the ability of machines to simulate human intelligence, encompassing tasks like learning, reasoning, problem-solving, and perception. In manufacturing, AI can be applied to analyze vast datasets, predict equipment failures, optimize production processes, and improve quality control.

DPA is a software approach that automates repetitive, rule-based tasks, streamlining workflows and reducing manual errors. When combined with AI, DPA can create intelligent systems capable of adapting to changing conditions and making informed decisions.

Key Benefits of AI and DPA in Manufacturing

  • Enhanced Efficiency: Automation of routine tasks frees up human resources for more strategic activities, leading to increased productivity and reduced operational costs.
  • Improved Quality: AI-powered quality control systems can identify defects early in the manufacturing process, minimizing waste and improving product quality.
  • Predictive Maintenance: By analyzing equipment data, AI can predict potential failures, enabling proactive maintenance and reducing downtime.
  • Optimized Supply Chain: AI can optimize inventory management, demand forecasting, and logistics, resulting in a more efficient and responsive supply chain.
  • Data-Driven Decision Making: AI-powered analytics provide valuable insights into manufacturing processes, enabling data-driven decision-making and continuous improvement.

Applications of AI and DPA in Manufacturing

  • Production Optimization: AI can optimize production schedules, allocate resources effectively, and identify bottlenecks in manufacturing processes.
  • Quality Control: AI-powered vision systems can inspect products for defects, ensuring consistent quality and compliance with standards.
  • Predictive Maintenance: AI algorithms can analyze sensor data to predict equipment failures, allowing for timely maintenance and preventing unplanned downtime.
  • Supply Chain Management: AI can optimize inventory levels, improve demand forecasting, and streamline logistics operations.
  • Product Design and Development: AI can assist in product design, generating innovative concepts and simulating product performance.

Best Practices for Implementing AI and DPA

  • Start Small and Scale: Begin with pilot projects to test the feasibility and benefits of AI and DPA before implementing them on a larger scale.
  • Prioritize High-Impact Use Cases: Focus on applications that offer the greatest potential benefits and return on investment.
  • Invest in Data Quality: Ensure that data is accurate, complete, and accessible for AI algorithms to process effectively.
  • Collaborate with Experts: Partner with AI and DPA experts to leverage their knowledge and experience.
  • Address Ethical Concerns: Develop ethical guidelines and policies to ensure responsible AI implementation.

AI and DPA are powerful tools that can revolutionize manufacturing operations. By leveraging these technologies, businesses can enhance efficiency, improve quality, and gain a competitive edge. However, successful implementation requires careful planning, investment, and a commitment to ethical practices. As AI and DPA continue to evolve, manufacturers must stay informed and adapt their strategies to harness the full potential of these transformative technologies.

Want to gain more insights on the impacts of AI and DPA on manufacturing? Watch our webinar: How GenAI and Digital Process Automation Are Impacting Manufacturing Productivity.


Laserfiche Integrations: Q3 Highlights from the Champion Virtual Lounge

The Laserfiche Champion program continues to be a vibrant hub for knowledge sharing and community building. This past July, August and September, our monthly Champion Virtual Lounge meetings delved into the exciting world of Laserfiche integrations, empowering Champions with the knowledge and resources to unlock the full potential of their document management system.

July Session: Integration Essentials: Building a Strong Foundation

The July session kicked off with a deep dive into the fundamentals of Laserfiche integrations. Champions learned the importance of clearly defining the integration’s objective — what data needs to be exchanged, what information needs to be displayed, and what interfaces need to be used. Planning the integration timeline, as in choosing when processes are started — whether that be via automatic background processes, scheduled actions or user-triggered workflows — was another key takeaway.

This session also explored the various integration methods available. Champions explored pre-built integrations for common applications like Microsoft Office, DocuSign and Google Maps, simplifying the connection process. For those requiring more customized solutions, the Laserfiche API was discussed, allowing programmatic access to Laserfiche from other applications or vice versa.

August Session: Showcasing Integration Power in Action

August’s session built upon the foundation of July’s with live demonstrations of essential integrations. Champions witnessed the seamless editing capabilities of Laserfiche with Microsoft Office applications, eliminating the need for local document downloads. Demonstrations that included sending documents for signature through DocuSign and visualizing document locations on Google Maps further showcased the power of a connected ecosystem.

For those want to explore process automation more in-depth, the session explored Laserfiche’s integration capabilities with popular CRM systems like Salesforce. Champions learned how to retrieve, create and update CRM objects through built-in connectors, streamlining data exchange between applications.

September Session: Expanding the Ecosystem: Powering Up with Technology Alliance Partners

September’s session shifted gears, focusing on the vast ecosystem of pre-built connectors and custom solutions offered by Laserfiche Technology Alliance Partners (TAPs). These partners extend Laserfiche’s capabilities by seamlessly integrating with a wider range of essential applications and databases.

Champions discovered the Solution Marketplace, a one-stop shop for exploring integrations compatible with their specific needs. The session highlighted TAPs specializing in areas like digital signatures (OneSpan), intelligent document processing (IRIS) and agenda management (Granicus). These integrations empower organizations to automate complex workflows and unlock new levels of efficiency.

Beyond Integrations: A Thriving Community

The Champion Virtual Lounge sessions are much more than just technical discussions. Each meeting fosters a sense of community, with Champions actively participating in Q&A sessions and sharing their experiences. In addition, program updates and announcements keep Laserfiche Champions informed about upcoming events, Champion challenges, and exclusive Champion program benefits.

Join the Conversation: Become a Laserfiche Champion

The Laserfiche Champion program is open to all Laserfiche users. By participating, you gain access to a wealth of resources, training opportunities, and the chance to connect with a passionate user community.

Ready to unlock the full potential of Laserfiche integrations and become part of a thriving ecosystem? Visit the Laserfiche Champion program page to learn more and sign up today!

Additional Resources:

Client Onboarding Made Easy: CRM + Automation in Wealth Management

Client satisfaction and regulatory compliance are paramount in the wealth management industry. Yet, at times, your ability to streamline the client onboarding process and improve back-office operations leaves new clients wondering if they came to the right place. You’re not alone.

Many wealth management firms face the same challenges – onboarding clients seamlessly, while ensuring all necessary documentation and compliance requirements are met. Traditional customer relationship management (CRM) platforms, while widely used, often fall short when it comes to robust workflow automation capabilities.

Discover the benefits of CRM integration with intelligent process automation to enhance client experience and simplify compliance. If you’re searching for more comprehensive solutions to improve your operational excellence strategy, read on…

The Limitations of Stand-Alone CRMs in Workflow Automation

Despite the high market penetration of CRM software in the industry, wealth management firms struggle to leverage these platforms as the central operational hub for onboarding new clients and other critical processes.

Stand-alone CRMs typically lack the advanced process automation functionalities required to customize electronic forms for different jurisdictions, account types, and approval stages. Plus, many CRMs don’t fully comply with recordkeeping regulations (e.g., SEC Rule 17a-4), offer comprehensive reporting and analytics features, or provide the flexibility needed to reconfigure or rebuild complex business workflows. These limitations can leave you grappling with information silos, manual data entry errors, data security concerns, and inefficiencies across different areas of your business.

Why Document Workflow Automation in Wealth Management is Vital to Growing Your Business

Forward-thinking firms are turning to CRM integrations with intelligent process automation platforms to revolutionize their operations. By implementing content-centric workflow automation, firms can streamline the client onboarding process, simplify compliance procedures, and break down information silos that create bottlenecks in your productivity. These enterprise content management (ECM) solutions offer robust workflow customization options, advanced ability to leverage data reporting and analytics capabilities, and secure data storage, empowering firms to modernize their digital ecosystem and enhance client experience.

Stonehage Fleming’s Transition to Laserfiche

Stonehage Fleming strategically migrated a substantial portion of their workflows, including the client onboarding process, from Microsoft Dynamics CRM to Laserfiche’s enterprise content management solution. This transition not only resulted in significant cost savings of $55,000 annually, but also unlocked over 35,000 hours of time savings per year.

By leveraging Laserfiche’s advanced workflow automation and integration tools, Stonehage Fleming was able to standardize a group function across multiple jurisdictions and departments, mitigating compliance risks and enhancing operational efficiency.

The Impact of Intelligent Process Automation on Client Services

Gert Bester, IT Business Systems Manager at Stonehage Fleming, highlights the transformative impact of automation on client services: “Instead of getting more resources to do the work and expanding, [our middle office] looked at the processes to automate a lot of steps to be more supportive of the front office team. And in return, the front office team can actually support the clients better.”

Learn about CRM integration with intelligent process automation platform and more wealth management best practices to improve operational efficiency, streamline your client onboarding process, and simplify compliance.

Download free Whitepaper: How to Revolutionize Client Onboarding in Wealth Management.


3 Steps to Manufacturing Intelligence: Readying Your Business to Embrace Smart Manufacturing

Persistent labor shortages are a pressing challenge for today’s manufacturers. The industry’s current skills gap is predicted to balloon to 2.1 million unfilled jobs by 2030, which will cost employers an estimated $1 trillion per year. This makes adding automation to increase efficiencies and optimize throughput a top priority across the industry. Smart manufacturing technologies, ranging from digital twins and robots to the use of data analytics to streamline production processes, promise to ease the difficulties associated with the current labor shortage. But automating factory floor operations isn’t simple. It requires massive investments in equipment, data infrastructure and employee training.

Manufacturers may be eager to embrace smart technology innovations, but leaders in smaller firms may struggle to understand where to begin. Meanwhile, larger enterprises are often inhibited by organizational silos or a need to prove short-term return on investment (ROI) when end results may be months, if not years, in the future. Implementing the right data strategy and enterprise architecture can make it possible to overcome these obstacles.

Many manufacturing firms — especially those with complex compliance requirements — create and process large volumes of documents to support their operations. To avoid redundancies and inefficiencies, they need to leverage automation to create a single source of truth and align workflows across the entire organization. This sets the foundation for digital transformation. The right data management strategy successfully melds data across diverse business processes — from sales and inventory management through logistics and quality assurance — into a unified informational backbone. With this data strategy in place, manufacturers will be prepared for success in smart manufacturing.

What is Smart Manufacturing?

The National Institute of Standards and Technologies (NIST) defines smart manufacturing as a set of fully integrated, collaborative systems that respond in real time to meet changing demands and conditions in the factory, in the supply network and from customers. Realizing this vision requires harnessing digital technologies to realize greater efficiencies than are possible in traditional production processes. Machines and operators should be sharing information about performance, efficiency and maintenance needs on an ongoing basis to maximize agility and minimize unplanned downtime.

Becoming “smart” means embedding sensors in production equipment to gather data about operational status and performance. But it also requires an infrastructure for sharing, processing and analyzing that data. Taking advantage of the cloud’s near-infinite scalability makes it possible to manage the enormous volumes of data involved.

A mature smart manufacturing ecosystem involves much more data than what’s output by operational technology (OT) systems and sensors, though. It should also incorporate product designs, sales information, logistics tracking (for both finished products and materials), financial results and more. Thinking holistically about all of this data is the secret to successfully advancing your organization’s smart manufacturing maturity.

This playbook will give a three-step roadmap to ready your organization for smart manufacturing. Standardizing document and data management paves the way for digitizing business processes across the organization. This will ultimately allow you to glean value from the smart systems on your factory floor faster and more easily.

  • Step 1: Assess and Strategize
  • Step 2: Design the Right Data Architecture
  • Step 3: Build Out Integrations

Want to learn more? Download the full ebook: 3 Steps to Ready Your Business for Smart Manufacturing.


Optimize Processes and Bridge Interoperability Gaps with ECM

The digital transformation in healthcare heralded by electronic health records (EHRs) is creating its own challenges. As the industry rapidly adopts advanced technologies, healthcare organizations find themselves drowning in a sea of digital “paperwork.” In turn, the patient information and medical data deluge forms bottlenecks that impede workflows, hinder strategic operational goals and ultimately affect the quality of patient care  —  the opposite of what digital healthcare tools are designed to do.

This administrative burden is felt across the entire healthcare spectrum. Frontline staff are stretched thin, struggling to balance patient care with increased documentation demands. From patient intake to discharge to medical billing and followups, back-office workloads intensify as patient populations require more complex and frequent care. Meanwhile, IT departments grapple with interoperability issues and data management challenges when solutions don’t integrate, resulting in lower returns on chosen technology investments.

Electronic content management (ECM) systems present a powerful solution to these mounting pressures. These digital platforms organize, store and manage medical documents, patient records and other healthcare-related information to improve accessibility, efficiency and compliance within healthcare organizations.

ECM solutions offer a way to modernize outdated methods and bridge the gap between various processes and departments. Leading ECM systems provide the tools to efficiently manage critical patient information and increasing volumes of medical records, enhance operational effectiveness through digital process automation, and maintain compliance with strict regulatory standards.

Healthcare comes to a critical crossroads

The urgent need to find a better way to work is underscored by the U.S. healthcare system’s looming staffing crisis, as an aging population with increasing medical needs is coupled with a shrinking workforce to provide care.

By 2030, Americans over 65 are projected to outnumber children for the first time, driving unprecedented demand. Simultaneously, the country faces a critical shortage of 200,000 nurses and 124,000 physicians, creating a significant gap between patient needs and available care providers.

Compounding this issue is the high burnout and turnover rate among younger healthcare professionals seeking meaningful work who feel their skills are underutilized.

Grace Nam, Strategic Solutions Manager, Healthcare at ECM provider Laserfiche, attributes this attrition to a misalignment of expectations. “While we are preparing for the retirement of baby boomers, we’re also witnessing a rapid exodus of younger generations from healthcare fields because they don’t feel like they are doing what they invested their time and money to do in the workforce,” she said.

Nam identified a key factor in this disillusionment: the disproportionate time many healthcare staff currently spend on repetitive administrative tasks rather than on direct patient care. Across various healthcare settings, data silos and the burden of paperwork are eroding the core motivations that initially drew many to these professions.

In 2023, Laserfiche partnered with the Medical Group Management Association (MGMA) to determine the biggest pain points for healthcare executives and IT leaders seeking solutions to create operational efficiencies within their existing health IT frameworks. Researchers found that, collectively, these key stakeholders wanted solutions that eliminated manual work, mitigated burnout and saved time in key areas like coding, documentation and value-based care.

“End users from front to back offices expressed challenges, especially with extended EHR/EMR processes, that take up too much of their time,” Nam said. “Not only that, but these inefficiencies are causing errors that lead to a few weeks or even a few months of work delays, all because of a simple typo or manual data error.”

Breathing new life into healthcare workforces

Advanced technologies, particularly in areas of automation and data management, can play a crucial role in retention rates for both patients and their providers. ECM solutions in particular offer transformative benefits for healthcare organizations, including:

  • Bridging interoperability gaps, particularly between legacy and niche applications, to improve data consistency across departments for better clinical decision support.
  • Managing unstructured data by integrating disparate data sources, simplifying indexing and chart retrieval and securing data access — all of which speeds up revenue cycle management (RCM).
  • Mitigating workforce shortages and relieving staff burnout by streamlining administrative processes to create a more efficient and supportive work environment.
  • Enhancing patient engagement and loyalty through patient portal integrations that automate patient-centric processes such as billing, invoicing and medical records management.
  • Building digital resilience that ensures continuity of care, even in difficult circumstances.
  • Simplifying HIPAA compliance to support data accuracy and patient privacy with automated audit trails.

Working with or adjacent to EHRs at the heart of today’s healthcare organizations, ECM solutions allow healthcare practices to flourish under challenging conditions and make the most of the large volumes of healthcare data that are now generated daily.

Get the full white paper

Gain more expert advice and insights by downloading the full HIMSS Whitepaper: Breaking Up Healthcare’s Data Bottlenecks.


6 Ways the Right Records Management Solution Can Streamline Financial Services Operations

By Joman Kwong, Strategic Solutions Manager at Laserfiche

With various regulations in place that stipulate how and when financial institutions collect, keep and dispose of customer data, back-office employees are often left to manually manage large volumes of records. Complex and tedious tasks of this nature can bog down staff and take away time that should be dedicated to more valuable activities. Fortunately, leading records management solutions can address regulatory requirements while also supporting streamlined experiences for both staff and customers.

Pinning Down the Pain Points

Every customer account includes large amounts of sensitive data and information. Many financial institutions struggle to manage costs and regulations while maintaining that level of data accessibility and security. But when it comes to record handling, any breakdown within these categories could be costly in both the monetary and reputational sense.

Data shows that financial institutions experience the second-highest average cost per data breach. The average $5.97 million loss would be detrimental to any business, and for organizations in the financial sector — which are built on the foundation of customer trust — the added reputational damage would be even more devastating. Record disorganization and misuse can lead to fines as well as put institutions at operational and regulatory risk when the next audit comes around.

Additionally, not only will dispersed information frustrate employees who are tasked with locating records, it will also have an adverse effect on the customer experience, where confidence and trust are paramount. With advanced and easy-to-use records management solutions available, there’s no reason to risk penalties or overburden your employees with scattered records and stacks of paper.

Leveraging the Power of Records Management

An excellent records management solution is a key part of this modernization journey. Content services technology is highly beneficial, streamlining operations across business units and simplifying larger strategies.

Here are six key advantages of converting paper or digitized records to an improved centralized information and records management platform:

  • Reduce operational costs. There’s only so much space to store physical records — when information is instead kept and protected in digital vaults made specifically to house sensitive information, organizations can eliminate space as well as storage costs.
  • Improve data accessibility. Having enhanced visibility into recordkeeping significantly reduces the time spent searching for and requesting access to information across core business applications. Records management solutions allow organizations to sort folders and files in the hierarchies and groups that work best for their needs, thus optimizing productivity. Integrations can further improve visibility and streamline information sharing across the organization.
  • Support business continuity. To reduce friction for employees, records must be easily accessible at any time and from any location, especially given today’s distributed workforce. However, convenience must not come at the expense of security. Records management solutions offer security tools in a scalable, resilient database.
  • Address compliance requirements. Industry compliance rules can often shift unpredictably — records management solutions empower pivotal adjustments to address emerging regulations.
  • Support audits. Audits are huge undertakings. Records management systems offer robust features like audit trails, tagging, document history, and system activity, which help simplify the process.
  • Improve customer experience and drive faster revenue generation. Today, customers expect seamless, digital, and quick services. The faster customer service representatives can access the information they need, the quicker customers can do business with the institution, ultimately accelerating revenue generation.

Cleaning Up the Digital Realm

Investing in centralized content services technologies should improve experiences for both employees and customers while boosting the bottom line. A single source of truth eliminates pesky guesswork and makes it easier for back-office employees, legal personnel, and customer service representatives to leverage information across business systems.

Digitized records have, for the most part, replaced paper documentation. However, the old disorganization habits have transferred to the digital realm. Luckily, records management technology is a breeze to set up, use and maintain, empowering financial institutions to focus on what matters most: customers. For more information about records management and to see it in action, check out the webinar “Streamlining Records Management for Banks and Credit Unions with Laserfiche” and more curated resources on our financial solutions page.


Take Your Business Operations to the Next Level With Enhanced Lookup Tables

It’s a data-driven world. Laserfiche’s enhanced Lookup Tables take your operations to the next level. 

Lookup table limits have automatically increased for all Laserfiche Cloud customers. Customers who use Laserfiche Cloud to manage thousands of product SKUs and parts lists, medical billing codes, historical customer data points and more are now able to store and leverage even larger enterprise-level data sets with increased lookup table limits.

In addition, these enhancements allow customers to take advantage of real-time data lookups across millions of data points for use in forms and workflows, further enabling your organization to support hundreds of thousands of customers.

Furthermore, these changes increase limits for both numbers of rows within lookup tables, and the number of lookup tables overall.

Limits will be increased automatically according to your license tier. Professional tier customers will now start with a limit of 20,000 rows. Business tier customers will start with a limit of 50,000 rows. Additional add-ons, offering up to 100,000 rows are available for purchase.

An API to manage your lookup table data is also now available. For more details and documentation surround this API, please visit our developer page. 

Why lookup tables? 

With enhanced lookup tables in Laserfiche, you can sync your customer data with Laserfiche to engage them on a personal level.  If you’re in education, healthcare, government, or e-commerce, having immediate access to a customer, student, or patient past activity, historical decisions, and preferences can allow you to tailor how you handle their needs individually, making each interaction more relevant.  There’s a direct correlation between increased satisfaction of your audience when you pull this information in real-time.  For example: 

  • Education – use Laserfiche Forms for your students and automatically look up their course history and documents in real-time, so they can register for courses and ensure needed forms are submitted.
     
  • Financial Services – create workflows that follow up on customer service inquiries, ensure real-time history lookups on phone calls, and use forms that can lookup account history and important documents.
     
  • Healthcare – automatically pull up relevant records and visit history for patients when they fill out form in Laserfiche. Store volumes of medical codes and clinical results data, create workflows based off of patient history and streamline billing processes. 

Improve daily decision making 

In finance, healthcare and manufacturing, understanding trends, predicting behaviors and optimizing resources can be critical to operating effectively. As an example, healthcare providers can make more informed decisions about patient care when they have instant access to medical records and treatment history from an internal operations workflow built on Laserfiche. 

Optimize your supply chain  

Industries dependent on supply chain management, such as logistics, manufacturing and retail, can benefit greatly from real-time lookups. Access things like parts lists, order history and volumes, vendor performance tracking, RMAs and more for better inventory management and more opportunities to improve vendor relationships. 

Provide better customer service

In customer service, nothing is a substitute for real-time data lookups for providing the best experience possible.  Whether it’s customer order status, resolving a customer service issue, call history, and more, instant access to this historical data allows your service representatives to have the best tools available to provide top-notch support. 

Implement predictive maintenance & continuous improvement 

Industries with specialized equipment and machinery, such as aviation and manufacturing, can avoid breakdowns, outages, and downtime with real-time historical analysis, while using workflows to determine maintenance schedules. This proactive approach saves resources and time while creating opportunities to further operational efficiency.  

Get started today 

Regardless of your industry, lookup table improvements can help your organization unlock the power of real-time customer data. Leveraging this data to analyze past performance and identify opportunities to enhance operations can enable your organization to be more responsive, and in turn be more resilient and effective in how it conducts business. In a world where data and measurable metrics are as important as ever, businesses that harness real-time data access in their operations are poised for sustainable success, even in a dynamic business landscape. For more on lookup tables, visit our What’s New page or contact your sales representative for more information. 

Enhancing Public Service: A Look at Rancho Cucamonga’s Streamlined Public Record Requests

The city clerk’s office for Rancho Cucamonga, California at one point was facing significant challenges when it came to records requests, with looming deadlines to fulfill requests and documents that could be anywhere – a physical file scanned into Laserfiche, a digital record buried in the Accela platform or lost altogether. However, the city’s situation changed thanks to a clever IT solution that transformed their public record request process.

In this post we’ll dive deep into the story of Kramer Sanders, an IT Applications Analyst for Rancho Cucamonga, and his team’s journey to streamline public record requests.

From paper to digital: a data management challenge

In 2014, Rancho Cucamonga embraced the digital age by launching Accela, a program that revolutionized building permit generation by leveraging GIS technology (built on Esri’s ArcGIS platform) and public data. This was a significant leap forward from their paper-based system, but it wasn’t without its challenges.

In the initial rush of excitement, the city made a crucial decision – they’d accept both physical and digital documents. While this seemed convenient at first, it created a hidden time bomb. Physical documents found their way into Laserfiche, a document management system, but digital documents remained scattered within Accela’s platform.

Fast forward a few years, and the city started facing the consequences. Public record requests became an administrative nightmare. Whenever a tight deadline was looming, clerks had to search through two separate systems, unsure where the requested documents resided. This inefficiency wasted valuable time and resources, creating frustration for both city employees and the public.

“Imagine getting a request that you have 10 days to figure out…where these records are coming from,” explains Kramer Sanders. “You’re not gonna be familiar with it. You’re probably gonna pull someone that is and it ends up taking a lot more time.”

Enter Velosimo and the power of automation

Kramer Sanders and his team knew they needed a solution. Their goal: consolidate all building permit documents into a single, easily searchable location. The answer came in the form of Velosimo, an integrated software as a service (iPaaS) platform. Because both Accela and Laserfiche offer compatibility with iPaaS platforms, Sanders was able to enable seamless communication between these applications through Velosimo.

With these integrations in place, an inspector could complete a final building inspection using the Accela mobile app, that triggers a pre-programmed workflow. This workflow then utilizes Accela scripting (powered by JavaScript) to automatically copy all associated digital documents from Accela.

These documents are then routed to a designated folder within Laserfiche. Every night, another automated workflow starts. It meticulously sorts the documents based on a logical system – street address and number.

Even more impressive is that the workflow doesn’t just move documents, it enriches them. By pulling metadata, or descriptive information about the content, from Accela, the system adds valuable context to each document within Laserfiche. This metadata becomes a powerful tool for future searches, making it significantly easier to locate specific documents.

Accomplishing goals in finding new efficiencies

The impact of integrating Velosimo was nothing short of transformative. It wasn’t just about convenience; it was about a fundamental shift in how the city handled public records.

After a successful implementation, the team embarked on a massive project. It migrated all remaining digital documents from Accela, dating back to 2014 — approximately 600GB of data, both compressed and uncompressed. This mammoth undertaking ensured all building permit documents resided in one central location – Laserfiche.

The payoff was immediate and measurable. City clerks and building administrators could now locate documents with ease. Gone were the days of frantic searches through two separate systems. This translated to a dramatic 50% reduction in processing time for public record requests.

“After talking through with many of them, it’s actually cut their time to serve public records requests in half,” says Sanders. “Huge for us.”

This efficiency boost not only saved the city valuable time and resources, but it also improved public service. Residents could now receive timely responses to their requests, fostering a sense of trust and transparency between the city and its constituents.

Beyond Rancho Cucamonga: lessons learned and the benefits of Collaboration

Kramer Sanders’ story is more than just a success story for Rancho Cucamonga. It’s a powerful case study showcasing the transformative potential of technology in streamlining government processes. The key takeaways are clear:

  1. Embrace automation: Repetitive tasks are ripe for automation. By leveraging tools like Velosimo and scripting, cities can free up valuable employee time for more strategic endeavors.
  1. Consolidate and centralize: Fragmented data storage creates chaos. Centralizing documents in a single, searchable location like Laserfiche empowers employees and fosters transparency, as Sanders highlights: “So now the city clerk and building admins can actually easily go through and find all these documents.”

  2. Metadata matters: Enriching documents with metadata makes them significantly more valuable. This allows for efficient searching and retrieval, saving time and effort in the long run.

The story of Rancho Cucamonga is also a testament to the power of collaboration. Kramer Sanders’ team, along with Accela and Velosimo, worked together to find a solution. This collaborative spirit extends beyond the immediate project. By sharing their experience, Sanders and his team are sparking a conversation within the broader municipal IT community. Their story serves as an inspiration for other cities facing similar challenges with document management and public record requests.

Here are some ways other municipalities can learn from Rancho Cucamonga’s experience:

  • Conduct a thorough needs assessment: Before diving into solutions, take stock of your current document management landscape. Identify pain points and areas ripe for improvement. This will help guide your search for the right technology and approach.
  • Evaluate existing technology: Don’t underestimate the power of existing systems. Explore integration possibilities between your current document management system and other relevant platforms, like building permit software. You might be surprised at the hidden potential within your existing infrastructure.
  • Embrace open standards: When choosing new technologies, consider solutions that leverage open standards. This allows for greater flexibility and future-proofing, fostering easier integration with existing systems.
  • Seek out partnerships: Collaboration is key. Look for technology vendors and partners who are willing to work with you to find a solution that meets your specific needs. Don’t be afraid to explore open-source options as well.

Kramer Sanders’ message is clear: there’s no need to fully reinvent the wheel. By learning from Rancho Cucamonga’s journey and adopting a strategic approach, other cities can achieve similar success stories.

Inspiring government to be future-forward

The story of Rancho Cucamonga clearly demonstrates how technology can empower governments to serve their citizens more effectively. By embracing automation, data centralization, and collaboration, cities can transform the public record request process from a frustrating chore to a seamless experience. This, in turn, fosters transparency, builds trust, and paves the way for a more efficient and responsive government for all.

Further reading

Eager to learn more about how Laserfiche can improve the everyday operations of government agencies and organizations? Visit our government solutions page.

Interested in learning more about Velosimo as an integration solution? Explore integrations powered by Velosimo and other solutions on the Laserfiche Solution Marketplace. Want to see Laserfiche in action? Schedule a consultation for a personalized demo of our leading enterprise content management platform.

Transforming Corrections: How Idaho Department of Correction Leverages Laserfiche for Efficiency and Security

The Idaho Department of Correction (IDOC) is responsible for supervising individuals sentenced to their jurisdiction. This includes providing programs and support during incarceration and ensuring a smooth transition back into the community upon release. To streamline operations, enhance security and improve efficiency, IDOC implemented Laserfiche as its document management system (DMS).

We sat down with project manager for IDOC, Cassandra Lint, to take a deep dive into how Laserfiche helped IDOC meet the challenges it faces both as a corrections department and more generally as a government agency, by transforming how it manages information.

Streamlined processes and increased efficiency

“One of the major benefits that we see with Laserfiche is the flexibility of the automation and being able to work between the different business needs of our work groups,” Lint explained.

Since being implemented, Laserfiche has replaced paper-based forms and workflows with electronic processes, leading to significant improvements in efficiency. IDOC can now manage various forms, including project requests for Laserfiche access, through a centralized system. This eliminates the need for manual routing and filing, reducing processing times and the risk of documents getting lost.

Enhanced collaboration and data sharing

A critical aspect of IDOC’s operations is collaboration between internal staff and external providers. Laserfiche integrates seamlessly with IDOC’s internal client management system through an API. “We use the API to communicate between forms that are [associated with] outside providers that don’t have access to our internal network,” explains Lint. “So they can submit data that then gets reviewed by our providers internally in our department that then get[s] input into our client management system.”

This integration eliminates the need for external providers to send data via email or fax, ensuring timely and secure information exchange. Additionally, standardized data entry through Laserfiche forms guarantees consistency and reduces the burden of manual data entry for IDOC staff.

Improved security and accessibility of records

Security and accessibility are paramount for any organization managing sensitive information. Laserfiche addresses these concerns by providing a secure repository for IDOC’s critical documents, including human resource files, investigation files, policies and SOPs.

Laserfiche ensures the security of these records through robust access controls and audit trails. Additionally, the system’s OCR capabilities allow for easy document retrieval based on keywords or phrases within the document content. This eliminates the time-consuming process of searching through physical files and reduces the risk of misplacing documents.

Embracing digital transformation: the case of medical records

IDOC is undergoing a significant digital transformation by transitioning from paper-based medical records to an electronic format. “We have a current project right now, where the last of our medical records are being digitized and imported into our Laserfiche repositories,” says Lint.

This initiative offers numerous advantages. Physical storage costs associated with paper records are eliminated. The risk of documents getting lost during transportation between facilities is mitigated. Importantly, OCR empowers staff to locate specific medical records efficiently, ensuring timely access to critical patient information.

Planning for the future: records management and integration

Looking ahead, IDOC plans to leverage Laserfiche’s records management features to ensure proper record retention and disposal in accordance with regulations. “One of our upcoming projects that we’ll be working on is implementing records management with our document repository systems,” Lint explains. This will streamline recordkeeping practices and ensure compliance with legal requirements.

Furthermore, IDOC is exploring the possibility of integrating their Laserfiche environment with other jurisdictions. This collaboration could significantly enhance efficiency by eliminating duplicate data entry and streamlining information exchange across different agencies. Additionally, IDOC plans to replace an in-house web application with a Laserfiche integrated process, further optimizing workflows and reducing reliance on custom-built solutions.

The power of user-friendliness

In today’s world, user-friendliness is paramount for any technology to gain widespread adoption. Laserfiche stands out in this regard, as Lint emphasizes: “One of the cool things about Laserfiche is the flexibility that the different applications have and the ease of use for end users who maybe aren’t technically inclined.”

The system’s intuitive interface and drag-and-drop functionality allow staff with varying technical skillsets to navigate Laserfiche effectively. This eliminates the need for extensive training and ensures that staff can focus on their core competencies.

Conclusion: a model for efficiency and security in corrections

The Idaho Department of Correction’s implementation of Laserfiche serves as a model for other correctional institutions striving to streamline operations, enhance security and improve efficiency. By leveraging Laserfiche’s automation capabilities, secure document repository and seamless integrations, IDOC has demonstrably improved its ability to manage information and serve the community.

Cassandra Lint’s experience as a Laserfiche Champion further exemplifies the value of collaboration between government agencies and technology providers. Open communication channels ensure that technology solutions continue to evolve and meet the ever-changing needs of the public sector.

As IDOC continues to explore the full potential of Laserfiche, other correctional institutions can learn from their success story. By embracing digital transformation and implementing user-friendly document management systems, correctional facilities can position themselves to deliver exceptional service while optimizing internal processes and ensuring the security of sensitive data.

Further reading

Eager to learn more about how Laserfiche can improve the everyday operations of government agencies and organizations? Visit our government solutions page.

Want to see Laserfiche in action? Schedule a consultation for a personalized demo of our leading enterprise content management platform.