Laserfiche Transforms Digital Capabilities in Australia’s Archdiocese of Perth

SITUATION

• Proactively responding to Royal Commission recommendations, the Archdiocese needed modern methods to enhance and streamline information management.

RESULTS

• Used Laserfiche technology to digitize and preserve historical documents
• Safeguarded the Archdiocese’s rich history while seamlessly integrating contemporary records for future efficiency

Located in Western Australia, the Catholic Archdiocese of Perth is a nearly 200-year-old religious organization with strong roots in the community. It consists of 110 parishes, 26 agencies and organizations, and about 70 schools. The Archdiocese is based in Perth, the capital city of the State of Western Australia.  

As a large and historic religious community, the Archdiocese manages a vast flow of information across its many services. To improve its processes, proactively safeguard its community by following Royal Commission recommendations, and streamline operations, the Archdiocese partnered with Laserfiche to implement a secure and robust records management system.

Transforming to Digital

Odhran O’Brien serves as the Director of the Archives and Information Governance Office, whose mission it is to oversee, preserve and make accessible the archives and digital information throughout the Archdiocese. When O’Brien was appointed in 2016, he and his team of seven individuals discovered the organization was managing information, particularly digital information, in inconsistent methods, that do not follow industry best practice. “Previously, information was siloed, and people could not access information from other departments. We felt we needed a high-level strategy to change that and bring the organization into the future,” said O’Brien. As a result, they created an Information Governance Strategy, focused on managing the Archdiocese’s digital information in a consistent manner across all its many agencies, parishes and organizations. 

O’Brien and his team set to work right away finding the technology that could safely handle and store the information they planned to include within a records management system, some from nearly two centuries ago. Having worked with workplace technology provider Ricoh Australia for over a decade, the Archdiocese team partnered with the organization to find and implement the perfect solution. Laserfiche’s capabilities made it the obvious choice. “We’ve got records dating back to the 1840s. We’ve got sacramental information (information about people getting baptized and various sacraments within the church), but also all the business records of the organization, again, going back to the 1840s,” O’Brien shared.

The Archdiocese was able to easily and quickly use Laserfiche’s technology to digitize the abundant mix of historical documents and archive them within Laserfiche’s records management system. Additionally, they implemented a way for contemporary records to feed into the same system, enabling all documents to be organized and stored together in one, secure location.

A Single Source of Truth

Since turning to Laserfiche, the Archdiocese has experienced numerous benefits, especially when it comes to having one designated home for all information across the organization. “The primary benefit has been the fact that we now have a single source of truth for our 200 employees in our major administration center,” said O’Brien. “We’re also using automation throughout our 110 parishes. So, all the inquiries they receive for religious services, education and charitable requests are automated, allowing them to serve the community much more efficiently than they ever have in the past.”

O’Brien highlighted the significant benefits Laserfiche has brought to the Archdiocese and the community it serves: “Digitizing our information has not only enhanced our administrative creativity but also greatly increased our efficiency. What used to take weeks to find can now be accessed in real time.

“For example, by using Laserfiche, our Safeguarding Office has noticed that their small team of four people, serving tens of thousands in our community, can streamline workflows and improve accessibility to information. This efficiency not only allows the team to provide accurate, up-to-date information to stakeholders, clients, and the community but also frees up hundreds of hours per year for important safeguarding support with the Perth Church community.”

Laserfiche has also streamlined how the Archdiocese handles a wide range of inquiries, from religious sacraments to school enrollments and charitable support. O’Brien noted, “Laserfiche enables us to quickly and accurately direct individuals to the services they need, whether it’s for homelessness support or financial relief.”

Laserfiche provides nationwide accessibility, enabling historians, scholars and family members across Australia to easily request and access ancestral heritage and stories. This improved access accelerates research, supports publications, and enriches family trees. O’Brien added that since implementing Laserfiche’s search functionality, his office and small team have successfully fulfilled hundreds of requests each year.

Still to Come

Looking forward, the Archdiocese plans to expand its successful use of Laserfiche to other areas within the organization. One major aspect will include automation. “We’re hoping that a number of our large parishes and charities’ service and information requests will be completely automated through Laserfiche. So, they’ll be able to use all the services they provide, whether it be community services or simply religious services. People will log on to a website, access Laserfiche Forms, and those processes will go through automatically,” said O’Brien.

The Archdiocese also has plans of broadening Laserfiche’s reach in general and to include mobile options, such as an app, within the next two years. O’Brien shared, “We certainly hope we’ll move to a cloud-based solution so it can be implemented more widely. Currently, Laserfiche is implemented across both the Archdiocese of Perth and one of our neighboring archdioceses. So, that’s roughly an area the size of Spain or France. We’re hoping that we’ll continue to be able to expand that out further.

”The Archdiocese is committed to staying at the forefront of technology, with Laserfiche integral to its future plans. “What excites me most about our ongoing Laserfiche project is its potential for the future,” O’Brien said. “Embracing AI ethically and further automation in an easy UI and UX for staff, volunteers and stakeholders will enable us to enhance our services and more effectively support the community we are dedicated to serving.”

Unlocking Records Management with Automation

Unlocking Records Management with Automation

Laserfiche includes a robust suite of records management tools to help your organization track and manage records throughout their lifecycle. But did you know you can boost efficiency and reduce tedious activities by automating records management actions? Learn how to automate routine tasks like categorization, backdating, and cutoff, while ensuring compliance through approval workflows.

Please join us on demand
Duration: 40 minutes

Laserfiche Transforms Orano Operations with Records Management and Process Automation

SITUATION

• Hundreds of records created weekly
• Storage requires complex compliance requirements
• Manual processes led to bottlenecks, errors and delays

RESULTS

• Standardized transparent records management enabled faster document retrieval and enhanced regulatory compliance
• Laserfiche automated workflows accelerate processes and increase productivity enterprise-wide

Orano is a recognized international operator in the field of nuclear materials. The company’s offerings include products and services throughout the entire fuel cycle, including the design, certification and production of casks, as well as the associated transport, with the highest level of risk control.  

The company records every aspect of operations, resulting in the creation of hundreds of records weekly, including technical files, purchase orders and contract-related documents. Meanwhile, all documentation goes through constant review and approval, and everything must be stored in accordance with regulatory compliance requirements.

“Because we’re in the nuclear industry, document oversight is extremely important — so we undergo lots of audits and have to be able to find data,” said Gloria St. Denis, records management consultant for Orano. Fortunately, the complex information infrastructure and processing involved with Orano’s daily operations is made simpler with Laserfiche, the company’s records management and forms processing solution. “My background is in records management, however, Engineering is my biggest client at the company. They want to do things that make their life easier. And for a lot of that, there is Laserfiche.”

Since implementing Laserfiche, St. Denis estimates that information management and automated business processes have been made between 10-50% more efficient. In some cases, the impact has been even greater.

“Laserfiche has saved us from a lot of issues and errors,” she added.

Building a Single Source of Truth

Laserfiche serves as the content repository for some of Orano’s most important information. The standardization that Laserfiche has provided solves a number of information management headaches for St. Denis and the organization, such as:
  • Inconsistent metadata: Lack of standardized data entry practices can make searching for specific documents difficult
  • Version control issues: Multiple copies and versions of documents lead to confusion and potential use of outdated information
  • Process fragmentation: Manual processes for document submission and retrieval delay workflows

Due to the sensitivity and importance of the company’s products and services, the organization requires all information that is defined as a record to be held in dual storage. This includes the Orano Policies and Procedures System (PoPS), which Laserfiche keeps up to date with the latest versions of documents.

“We use transparent records management to manage PoPS, so that those who manage the procedures and policies can see the history of the information, but the rest of the organization only sees the latest and greatest version,” St. Denis explained.

Beyond PoPS, Orano uses Laserfiche to manage information and streamline processes in other areas of the business, including:
  • Cost control
  • Document and records management
  • Engineering
  • Fabrication project management
  • Information services
  • Licensing
  • Procurement
  • Project management
  • Quality services

Simple online forms now enable employees to submit a new record, to which a standard template and metadata are applied. Additionally, Laserfiche’s OCR capabilities support the system’s abilities to provide the information that people need with a simple text search.

“Laserfiche does a great job of OCR,” St. Denis added. “It captures all the information we need from the documentation, making it easier for people to find what they’re looking for.”

As a result, staff can now find any engineering record, design record, purchasing record or any other customer or vendor documentation in just a few keystrokes, regardless of the information’s origin. To make information searches even easier, St. Denis has set up customized webpages and search forms using Laserfiche.

“With a transparent records management strategy, we’re going beyond thinking of Laserfiche as just a place to put electronic documents,” St. Denis said. “We organized and standardized everything. That made it simpler.”

Optimizing Information Flow

St. Denis has also introduced process automation to streamline the flow of information and accelerate reviews and approvals.

One of the most impactful Laserfiche solutions has been the Approved Suppliers List (ASL), which was previously managed through a Word document. “We built a Laserfiche Forms process in front, and within 15 minutes, that approved supplier is on the Approved Suppliers List,” St. Denis said. The previously manual, cumbersome process typically took between two to three weeks. “These automated processes enable us to communicate certified suppliers to our organization quicker. Ultimately, we can get back to the client sooner.”

Process automation also extends to the Approved Supplier Maintenance process, better enabling the organization to maintain traceability of documents and any changes, while still supporting the integrity of the ASL.  

Other processes have simplified and accelerated collaboration across the enterprise, even across global regions. The Shipping Release process requires multiple sign-offs on multiple documents — with an average of three signatures per document. Previous to automating, employees would physically walk forms around or send them through email; when signatories were in different countries, delays were not uncommon. “We were able to get the average time it takes to do a shipping release from three business days down to one to two hours,” St. Denis explained.

Similar efficiency gains have been seen in the processes for:
  • Document control
  • Reserving a document number
  • Data update requests
  • Computer program error reporting
  • Design change requests
  • Quality procurement documentation approvals
  • Unplanned design engineering work approvals

Using Laserfiche’s intelligent capture, transparent records management, and complementary process automation capabilities, Orano has seen the benefits of faster information retrieval, enhanced regulatory compliance, and increased productivity across the organization.

For St. Denis, Laserfiche has augmented her ability to support the organization’s business goals. “I love that I — as a records professional — can create solutions and there is a lot less involvement required from IS/IT,” she added.

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.

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.

Faster Permits, More Revenue and Better Public Access for the North Carolina DEQ

The North Carolina Department of Environmental Quality (DEQ) has undergone a significant digital transformation, replacing paper-based workflows with a centralized document management system. This shift, spearheaded by Chief Data Officer Miriam Patrocinio, has resulted in improved efficiency, data accessibility and environmental protection efforts.

Proper permit tracking, facilitated by the new system, ensures compliance with regulations, preventing pollution and safeguarding North Carolina’s environment. Additionally, the improved fee collection system allows the DEQ to hire more permit reviewers, further strengthening environmental oversight. We recently sat down with Patrocinio to discuss in detail the impact that Laserfiche, and the digital transformation initiatives it played a part in, has helped the agency be more effective.

From paperwork to digital workflows

Prior to the implementation, the DEQ relied heavily on physical documents for permit applications and associated fees. This manual process hampered both tracking and revenue collection. Recognizing the need for a more sustainable solution, the DEQ embarked on a comprehensive digitization initiative.

Laserfiche serves as the DEQ’s central repository for scanned documents. Beyond simply storing data, the system offers functionalities such as:
  • Automated workflows: Streamlined permit application processes with online forms and automated approvals.
  • Improved fee collection: Automated invoicing ensures timely collection of permit fees, generating revenue for the agency.
  • Federated search: Seamless search across Laserfiche repositories and SharePoint sites eliminates the need to search through multiple systems, saving time and effort.

A focus on existing infrastructure: expanding Laserfiche’s capabilities

Patrocinio emphasizes that maximizing the value of existing technology, as Laserfiche was in DEQ’s case, can be an effective strategy for addressing business challenges. “Upon joining the DEQ,” she states, “Laserfiche was already established. The agency possessed a team dedicated to developing workflows, forms, and overall digitalization efforts for the past half-decade.”

This existing foundation proved crucial, particularly during the challenges presented by COVID-19. “The pre-existing collaboration within the department was invaluable,” Patrocinio explains, “although it was somewhat siloed within a specific department.” Recognizing Laserfiche’s potential, its user-friendliness, and the availability of existing licenses, Patrocinio made a strategic decision.

“The initial step,” she elaborates, “was to designate Laserfiche as the official document repository for the DEQ. Every document and file generated by the agency would be housed there.” This critical action ensured a centralized location for all information. However, Patrocinio’s vision extended beyond mere storage.

Bridging information gaps: federated search for improved public access

Understanding the importance of accessibility, Patrocinio focused on leveraging Laserfiche’s Federated Search functionality. This powerful tool allows users to search across various repositories and SharePoint sites, eliminating information silos. “The DEQ frequently receives public data requests,” she explains. “Locating the precise information was a time-consuming process.”

The DEQ’s success with Federated Search highlights its broader applicability. This technology allows organizations to search across various data sources, eliminating information silos and streamlining access to critical information. This can be particularly beneficial for public record requests, where retrieving documents from multiple locations can be time-consuming.

Federated Search bridges this gap by empowering the public to find the information they need more efficiently. This fosters a more transparent and collaborative relationship between the DEQ and the communities it serves.

Laserfiche: a platform for continued growth

Looking ahead, the DEQ acknowledges the potential of AI to revolutionize information retrieval. The agency envisions a future where AI can analyze data within repositories, answer questions, and summarize documents, leading to a more intuitive and collaborative way to interact with information.

In addition, Patrocinio clearly sees Laserfiche’s potential as more than just a document management system. “We recognize the potential of the CRM module again,” she says, referring to Customer Relationship Management. “We already possess the platform and the internal expertise to develop it further. We are continuously building capacity in this area.”

The DEQ has also further integrated Laserfiche with its Microsoft Dynamics and GIS (Geographic Information System), creating a more robust digital ecosystem. “The potential is significant,” Patrocinio concludes. “…I encourage everyone to take a closer look [at Laserfiche] and explore its full potential.”

Conclusion: a sustainable future through digital transformation

The North Carolina DEQ’s journey with Laserfiche exemplifies the transformative power of digital transformation. By embracing innovative solutions and optimizing existing resources, the DEQ has streamlined operations, strengthened environmental protection efforts, and fostered a more open and collaborative relationship with the public.

Patrocinio’s leadership embodies the importance of strategic vision and a commitment to leveraging technology for positive change. As she concludes, “Our core mission is to safeguard the health and prosperity of all North Carolinians. Technology itself is not the focus; it’s about utilizing the tools at our disposal to make a genuine difference in the lives of the people we serve and the environment we all share.”

The DEQ’s success story serves as an inspiration for environmental agencies across the globe. It demonstrates that by embracing digital transformation and fostering a culture of innovation, environmental protection can become more efficient, effective, and accessible to all. By breathing new life into old data and empowering people with the right tools, we can collectively ensure a healthier planet for generations to come.

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.

Maximizing GenAI for Increased Productivity

Maximizing GenAI for Increased Productivity

Using GenAI to increase productivity is a journey of many steps – and we are just at the start. How can organizations be empowered to find use cases where GenAI makes an impact on enterprise business processes – while keeping data security top of mind?

Join this webinar where fellow business and IT leaders will learn how:

  • Document management combined with GenAI can power enterprise productivity.
  • Enterprises can secure their data when integrating document management with AI technologies.
  • GenAI supports decision-making through enterprise data summarization and analysis.
  • Document-centric process automation empowers organizations to drive business growth.

US Registrants: Register before Oct. 11, 5 p.m. PDT to get lunch on us! We’ll deliver a Domino’s® large cheese pizza to your doorstep to enjoy while you watch the webinar. Supplies are limited.

Disclaimer: This offer is available for US registrants only.

Each registrant will receive one large cheese pizza, which feeds 3-4 people. 

No customizations, topping changes or gluten-free options available.

Expecting a bigger party? Additional members of your organization will need to register and fill out a form for additional pizzas. One large pizza feeds 3-4 people.

Only corporate emails are accepted.

Supplies are limited.

Please join us:
Date: October 23, 2024

Time: 11:00 a.m. – 12:00 p.m. PT (America/Los Angeles)

Duration: 1 hour

Streamlining Support and Access for Constituents through Laserfiche and ArcGIS

Streamlining Support and Access for Constituents through Laserfiche and ArcGIS

It just keeps getting easier to deliver quality services to constituents. Technology has enabled the public sector to improve data collection, data access, and processes through system integrations like Laserfiche to ArcGIS. Learn how you can enable these efficiencies in your organization by joining Laserfiche and Velosimo for a live demonstration of this integration. See how Laserfiche and ArcGIS together can help to remove bottlenecks and boost efficiencies in your daily operations

During this session, experts from Laserfiche and Velosimo will show you how to:

  • Access documents and Records using a GIS viewer: Learn how to easily manage essential information.
  • Automate Validation of Requirements and Criteria for Projects – Discover how ArcGIS and Laserfiche Forms/workflows can simplify tasks.
  • Ensure Access to Current, Relevant Information – Keep all your business systems up to date with current data.

Velosimo, a Laserfiche Technology Alliance Partner, is a leading expert in building connectors for government business systems. Their platform is designed to help governments enhance service delivery by building and maintaining system integrations that streamline back-office processes.

Please join us on demand
Duration: 1 hour

Stonehage Fleming Integrations Drive Operational Excellence

SITUATION

• 19 offices spread across 14 geographies
• Needed a workflow engine to power automated processes for the company’s divisions that have diverse requirements and regulatory needs

RESULTS

• Saved time and money streamlining approval processes while freeing up resources to provide better client service
• Created better consistency, efficiency and collaboration by standardizing core processes
• Saved over $150,000 and 100,000 hours to date

Entrusted with the management, fiduciary oversight and administration of in excess of $170 billion of assets under administration, and $25 billion under management, Stonehage Fleming is serious about accuracy, security and service.

The firm has 19 offices spread across 14 geographies, and prides itself on all operations being in precise alignment with clients’ financial goals. This requires highly coordinated systems and teams — whether they are client-facing, in the middle office or back-office.
Stonehage Fleming

To achieve this level of efficiency, the Stonehage Fleming IT department is constantly optimizing business processes to ensure they stay ahead of staff, advisor and client needs. A big part of this optimization has been the adoption of Laserfiche as a process orchestration engine and backend information hub.

“We have over 800 staff who start Laserfiche Forms processes across three divisions of the company,” said Gert Bester, IT business systems manager at Stonehage Fleming. “These range from client onboarding to risk and compliance, to appointments and resignations. Everything we can think of — whether it involves integration, or it is a simple or complex solution — Laserfiche can do it.”

A Workflow Powerhouse

Prior to using Laserfiche to automate workflows, the IT team built many of its processes in Microsoft Dynamics Business Central but found it difficult to customize and maintain.

“Laserfiche is very user-friendly and easy to navigate, plus it gives us so many options when it comes to process design,” said David Knight, IT project manager and business analyst at Stonehage Fleming. “With Laserfiche, we simplified our forms templates as well, so we went from around 70 different templates down to three. That makes any changes and testing that needs to be done a lot simpler and faster.”

This discovery prompted the organization to move all automated workflows — which encompassed about 200 projects — to Laserfiche. While Stonehage Fleming’s Family Office and Investment Management divisions rely on Laserfiche for core processes, today, the company’s Group Services division is the heaviest Laserfiche user, as it supports all other parts of the company through core processes including:
  • Business development
  • New client onboarding
  • Risk rating
  • Client reviews
  • Appointments and resignations

With too many workflows to list, plus over 100 projects currently in production, Stonehage Fleming has been able to streamline operations that have direct impact on the bottom line, as well as the company’s ability to provide high quality client service.

To further cut down manual data entry, Knight, Bester and the IT team have built API integrations between Laserfiche and Microsoft Dynamics 365 Business Central, DocuSign, RiskScreen, Twilio, multiple third-party databases and the company’s website and proprietary data warehouse. The connections enable the automation of the creation of certain data, and eliminate the need for manual verification and other mundane, repetitive tasks.

Today, the team estimates that Laserfiche has saved over $150,000 and tens of thousands of hours, while they continue to collect data on efficiency gains in other areas.

“We are also replacing some built-in processes, which were slow and heavy to maintain, with modern, fully integrated and user-friendly Laserfiche Forms, improving back office and front office efficiency,” said Bester.

Breaking the Cycle of Mundane Tasks

Stonehage Fleming’s most successful Laserfiche digital transformation project to date has been the Business Development process, which involves the onboarding of clients or potentials client to any particular product offering. 

Onboarding is triggered by a client relationship manager and involves a number of automated tasks that are now managed by Laserfiche workflow, such as the creation of a bank account with Stonehage Fleming’s own treasury or an outside entity. Also required are a multitude of approvals, streamlined with Laserfiche as well. “The gains for us are in the templates that sit within the workflows,” Knight said. “Laserfiche pushes all data into those templates and it’s ready to be signed off very quickly.” 

“We have increased consistency, efficiency and collaboration by standardizing the main Business Development process across 11 offices,” Bester explained. “The result has been more visible and transparent results on Stonehage Fleming’s expected revenue stream.”

“We’ve seen over 8,000 of these processes run within the first few years of using the solution, and the amount is increasing year on year,” Knight added. Additionally, Annual Financial Statement Reviews and the Economic Substance process require complicated and lengthy approvals which were previously executed via email. These emails were manual reminders to staff to review sets of financial data and get back to an accountant within a certain amount of time.

“They were taking a lot of manual effort — from the emails to the signing and uploading of documents,” Knight said. “Today, there’s none of that. The whole process is truly automated; there’s no need to chase colleagues anymore, no lost emails or mixed-up versions. Even the storage process is automated.”

“Once all parties review the information, Laserfiche generates the resolution statements or minutes, which are uploaded with the workflow to DocuSign,” Bester said. “Then all documents are saved back into Laserfiche. Maintaining the custodian data (in Business Central) is done via APIs, so none of our users have to manually re-enter that information back into any system.”

Enhancing Security and Client Service

In addition to Laserfiche’s integration and workflow capabilities, Stonehage Fleming has benefited from the security tools that support the company’s strict information governance practices. “Due to regulatory requirements, client information in certain regions can only be viewed by specific offices — everything must be put in blocks or silos,” Bester said. “Oftentimes, compliance will need to see a user or investigate who has accessed that information, so Laserfiche Audit Trail has been quite handy. We have also built our own GDPR system module with Laserfiche workflow.”

Today, the team continues to optimize existing processes and develop new solutions to meet the needs of the business and its clients.

“We have an ever-growing list of business requirements coming in, for which we have also built an innovative solution with Laserfiche Forms that is used to gather requirements,” Bester said. “We have also accelerated the adoption of Laserfiche across the company by improving the workflows running in the background, while also making the business more independent by developing forms to manage metadata without any input from IT.”

Ultimately, the IT team aligns its work with Laserfiche with Stonehage Fleming’s values, which are focused on excellence, integrity and embracing the behaviors that make families harmonious and successful.

“Laserfiche enables us to provide better service,” Bester said. “When clients request information, we make it easier for our staff to retrieve that information. Instead of requiring the company to acquire more resources to do the work, we’re looking at ways to do more automation, so that the middle office can provide more support to the front-office team. In turn, our front office can better support our clients.”