[Demonstration] Transform Vendor Management with Laserfiche
Join us to learn how Laserfiche can streamline your vendor management processes! As an example, we'll show a demonstration showing how vendor onboarding and review processes can be transformed with Laserfiche’s document management, records management, and process automation capabilities.
In this webinar, we’ll show how you can use Laserfiche to:
Store vendor documents and other important records centrally and securely
Create intuitive electronic forms to capture important information digitally
Make processes more efficient with automatic routing and task assignments
Gain visibility into your processes using visual reporting tools
We will also have a live Q&A session with a Laserfiche expert to answer all your questions!
[Demonstration] Transform Human Resources with Laserfiche
Join us to learn how Laserfiche can streamline HR operations! As an example, we'll show a demonstration showing how a recruiting and onboarding process can be transformed with Laserfiche’s document management, records management, and process automation capabilities.
In this webinar, we’ll show how you can use Laserfiche to:
Store personnel files and other important records centrally and securely
Create intuitive electronic forms to capture important information digitally
Make processes more efficient with automatic routing and task assignments
Gain visibility into your processes using visual reporting tools
We will also have a live Q&A session with a Laserfiche expert to answer all your questions.
[Demonstration] Streamline Accounting Operations with Laserfiche
Join us to learn how Laserfiche can transform your accounting operations! As an example, we'll show a demonstration showing how a purchase order request process can be transformed with Laserfiche’s document management, records management, and process automation capabilities.
In this webinar, we’ll show how you can use Laserfiche to:
Store purchase orders, invoices, and other important records centrally and securely
Create intuitive electronic forms to capture important information digitally
Make processes more efficient with automatic routing and task assignments
Gain visibility into your processes using visual reporting tools
We will also have a live Q&A session with a Laserfiche expert to answer all your questions.
[Demonstration] Automate Contract Management with Laserfiche
Join us to learn how Laserfiche can streamline your contract management processes! We'll show a demonstration showing how contract drafting and approval processes can be transformed with Laserfiche’s document management, records management, and process automation capabilities.
In this webinar, we’ll show how you can use Laserfiche to:
Store contracts and other important records centrally and securely
Create intuitive electronic forms to capture important information digitally
Make processes more efficient with automatic routing and task assignments
Gain visibility into your processes using visual reporting tools
We will also have a live Q&A session with a Laserfiche expert to answer all your questions.
Join Brianna Blanchard, Senior Product Manager and Pava Director, Product Management in a live presentation of Laserfiche 12. This session will showcase new and upcoming features as we prepare for Laserfiche 12's November 2024 release, highlighting the upcoming roadmap and developments:
New Metadata Template Designer
Test Mode in Forms
Updated Administration Console
Laserfiche 12 brings a number of key enhancements directly from customer requests, and we're excited to share this preview with you.
Unlock Efficiency in Insurance with Data-Driven, Integrated Systems
Nearly 40% of large insurers struggle with disconnected applications and information silos, according to a recent Laserfiche survey. Even with digital solutions in place, insurers face challenges with accessing information across systems, manual data migration, limited searchability, frequent app-switching to gather accurate policyholder details, and delayed, uninformed decision-making throughout business processes.
Join us to discover how to create a secure, single source of truth and connect it with your core insurance systems through integrations.
In this 60-minute session, we will cover:
Business priorities driving digital transformation in the insurance industry
A strategic approach to adopting content services solutions along with a process orchestration engine
How leading insurance companies are benefiting from this approach
· Accounts payable relied on manual tasks and data entry
· Looming e-invoicing mandate required the digitization of purchase orders, payment terms and credit notes
RESULTS
· Integrated Laserfiche with SAP ERP to digitize both internal and external invoices and automate invoice processing
· Reduced average cycle time from 72 hours down to 10 minutes
· Improved traceability and compliance, inventory management and sustainability
In 2019, Colombia joined a host of other countries in mandating e-invoicing — an electronic billing approach that requires the digitization of purchase orders, payment terms and credit notes. E-invoicing requirements are becoming more and more common across the globe, with the goal of providing governments a more efficient means of auditing and tax and customs enforcement.
In order to accommodate the coming requirement, the agroindustrial company Monómeros sought a new document management system (DMS) with business process management (BPM) capabilities. “We saw that the versatility and capacity that Laserfiche had as a BPM tool would allow us to keep control of our documents, plus there was traceability that would comply with Colombia’s laws and archival standards,” said Esteban Echeverria, IT superintendent at Monómeros. “Laserfiche is not only a tool that will allow us to keep control of documents, maintain traceability and comply with the rules and archival standards of Colombia, but it also provides a platform that will allow us to automate business processes across the company.”
With Laserfiche process automation and records management, along with an integration between Laserfiche and SAP, Monómeros fulfilled the country’s e-invoicing requirements while also accelerating the accounts payable (AP) process.
Today, the company’s AP cycle has been cut down from an average of 72 hours to just 10 minutes — a 99.77% improvement in efficiency.
The Seeds of Innovation: ERP Integration
Monómeros is a large agroindustrial company with an important role in supplying the necessary fertilizers for some of Colombia’s most important crops, including potato, coffee and palm. With a history dating back to 1967, the company has undergone a number of modernization initiatives for a more efficient, agile enterprise.
Accounts Payable (AP) is one area where the organization has seen tremendous impact. With thousands of invoices needing to be processed per month, manual tasks — such as data entry, inventory management, and data verification — can delay critical operations at any organization, causing missed deadlines and challenges in vendor and customer relations.
At Monómeros, the invoicing process relied on manual tasks and mailing invoices between staff and geographic locations.
“During the COVID-19 pandemic, invoices had to be manually assigned to each analyst and physically sent to them to be managed in our ERP,” said Carlos Daniel Machado, head of accounts payable at Monómeros. “Cycle times from when invoices were received reached up to 72 hours. We needed to optimize the process and reduce cycle time.”
On top of this, the Monómeros team needed to consider the e-invoicing requirements that would become compulsory for businesses in 2020. This perfect storm led them to Laserfiche, which was implemented with support from Colombia-based Laserfiche solution provider Gestech.
“Laserfiche offered a balance between all of our considerations, including cost, functionality, business process management (BPM) capabilities, a good user experience and local support with Gestech,” said Echeverria.
The goal was to digitize and optimize the process to increase efficiency and reduce costs; improve visibility and control; and strengthen business relationships.
To tackle the challenge, the Monómeros and Gestech teams created a Laserfiche workflow designed with four stages and integrations with the company’s SAP ERP software.
1. Invoice acquisition: Once received, invoices are digitized and indexed in Laserfiche. Laserfiche matches the supplier data to the invoice metadata, then routes the invoice to the accounts payable manager.
2. Assignment: Once the AP manager receives the invoices in Laserfiche, they assign them to the appropriate AP analysts.
3. Invoice entry: Analysts receive and review invoices in Laserfiche, which queries invoice tracking numbers that have been entered into SAP.
4. Payment: Payments are carried out in SAP, which queries payment proposal numbers associated with the invoices and relays them to Laserfiche. Payment numbers of paid invoices are also relayed to Laserfiche and recorded in invoice metadata.
The process not only applies to external invoices, but also to internal ones having to do with reimbursing employees.
“In the case of employee reimbursement, they file their request through a Laserfiche form and attach all necessary documents, and that generates a digital filing through Laserfiche in a matter of seconds,” said Machado.
Ripe for Digital Transformation
With this solution, Monómeros has been able to reduce the average cycle time from 72 hours down to 10 minutes. With an average of 1,500 invoices per month, Monómeros has seen a huge impact on overall time and cost savings. As added benefits, Monómeros has improved traceability and compliance, inventory management and sustainability.
“Not only have we been able to improve compliance practices and optimize processes with Laserfiche process automation, but we have also enhanced customer service and their overall experience.”
Carlos Daniel Machado, Head of Accounts Payable, Monómeros
“We are now working on an integration between Laserfiche and our vendor bill reception process. Every business process that needs to be automated or integrated with our content we see as in the scope of Laserfiche’s capabilities. This makes us excited for all of the future possibilities.”
• Legacy processes included physical files that made collaboration for each event challenging to all involved
• With over 300 events and performances each year, the Maryland Theatre needed to streamline information and processes related to its packed calendar, nonprofit operations, sales initiatives and maintenance needs
RESULTS
• Improved quality of documentation, enabling faster, more informed decisions and delivery of an overall higher quality client and patron experience
• Hired an additional staff member to support the growing performance and events schedule
The Maryland Theatre first opened its doors in 1915, as a Vaudeville house. In 1927, it became a movie palace that offered audiences multiple movies daily for over 40 years. Even after being partially destroyed by a fire in 1974 and a consequent renovation, the theatre remains a significant part of the area’s history. The anchor of the area’s Arts and Entertainment District, the Maryland Theatre is also listed on the National Register of Historic Places.
While the staff of the century-old venue honors the past, they understand the importance of enabling audiences to enjoy the theatre for generations to come. That means ensuring the success of the business side of the theatre — digitizing and optimizing processes to improve efficiency, organization and collaboration across departments. The theatre now uses Laserfiche to support these efforts, collecting and managing information, and automating workflows so that staff can spend more time on creating a spectacular guest experience.
Digital Transformation at a Century-Old Institution
The theatre staff spent years looking for a solution that would help streamline day-to-day tasks and processes that are typically managed through a customer relationship management software (CRM). “Nothing ever seemed right,” said Audrey Vargason, operations manager at the Maryland Theatre. “Any system we looked at was either too costly, not customizable enough, not user friendly, or not cloud based.”
Laserfiche solution provider Doing Better Business introduced Laserfiche as a potential fit for the Maryland Theatre’s needs. “Ultimately, we chose Laserfiche over a big-box CRM for reasons such as security, customization, cloud-based accessibility, local customization support, and a user-friendly interface for a multi-generational workforce.”
Today, the theatre has implemented Laserfiche across multiple departments to:
Collect and centralize data such as leads and opportunity details
Archive and managethe information lifecycle for digital files, emails and other records
Collaborate on content across offices
Modernize the client and employee experience with e-signatures and online forms
Automate and manage tasks in a central location
Strengthen information governance with more visibility into the theatre’s content and more standardized, automated content management practices
“Laserfiche has had a positive impact on our time management, collaboration and accounts receivables, all things we believe are essential to providing quality entertainment,” Vargason said. “It also invokes our core value of collaboration.”
Streamlining Information and Processes for Better Documentation and Decision Making
In addition to hosting 300-plus events and welcoming over 100,000 people annually, the theatre operates as a stand-alone nonprofit, adding complexity to documentation and process requirements. The staff has found, however, that Laserfiche adds an extra layer of quality assurance.
“Laserfiche has elevated the quality of our documentation,” Vargason said. “The organization and detailed documentation of our events is noticed by our clients, and it elevates the overall professionalism of our organization. It instills confidence in clients, knowing that we are focusing on the details, and we will deliver well-executed events.”
The theatre has seen benefits from using Laserfiche on a day-to-day basis for:
Leads collection and management: Laserfiche is a powerful tool for capturing information about potential clients and opportunities, providing centralized document storage, improved collaboration between sales and marketing, and robust security features to help protect the theatre’s lead data.
Contracting: Using Laserfiche to manage and generate contracts, supported by an e-signature integration, streamlines the contracting process.
Records management and client/event information storage: Storing digital files related to clients and events, as well as having the ability to manage emails and other records in Laserfiche, provides a centralized and organized place to access the information staff members need to do their jobs, while supporting compliance and recordkeeping requirements.
Task management: With so many performances, films, talent competitions and other events to organize, and plenty of other moving parts to the business, the theater uses a customized Laserfiche form to centralize tasks and make sure they are moving forward.
Online contact forms: Using Laserfiche Forms on the theatre’s website, staff members have streamlined the process of collecting and managing inquiries, including for a recently launched internship application.
Laserfiche continues to grow with the organization. The theatre recently added a maintenance portal and hopes to introduce the board of directors to their own portal soon.
Additionally, integrations between Laserfiche, Microsoft 365 and Outlook streamline information flow even further, reclaiming time for staff members for value-added activities rather than making sure emails and other files are stored in the right places.
“Gone are the days of navigating paper files,” Vargason said. “We can quickly and efficiently view files, refer to contracts and past conversations, and make faster decisions when it comes to planning and executing our events.”
She added that the organization’s ROI extends beyond monetary metrics, with the theatre seeing improved productivity and reduction in errors — making the theater easier than ever to do business with. By digitally transforming the theatre’s paperwork, the team was even able to hire an additional staff member to support their growing performance and events schedule.
The theater continues to implement Laserfiche across more areas, with the board of directors, technical department and accounting department on the horizon. The ongoing digital transformation has increased efficiency, organization and collaboration at Maryland Theatre, so that staff can focus on the part of their work that can never be digitized: creating outstanding events and memories at a historic cultural venue.
“Laserfiche is better than a CRM; it’s a centralized hub where all staff can view, add and update information for our events and performances,” said Jessica Green, executive director at the theatre. “The program holds staff accountable and offers them a checklist at the same time — empowering them to complete the 200-plus tasks that are necessary for each event and performance.”
When it comes to finding a platform that ensures records are managed properly, it can be difficult without a standard to go by. Fortunately, The United States Department of Defense (DoD) provides such a standard. In addition, the DoD offers a wide variety of documents and tools to evaluate the effectiveness of a records management solution or strategy.
Primarily used by the DoD itself to ensure it is managing records in accordance with specific laws, these standards and tools provide a robust framework for organizations to manage records thoughtfully and effectively. By using this framework, organizations can take a step beyond the universal electronic records management (ERM) requirements outlined by The National Archives and Records Administration (NARA), that are used to support federal agencies in maintaining compliance with the Federal Records Act.
While an organization may not be required by law to follow DoD records management standards, effective records management can encourage more informed business decisions, a boon for any organization.
What is DoD 8180.01?
DoD 8180.01, or “Information Technology Planning for Electronic Records Management” is a tool for the Department of Defense to evaluate an electronic records management platform’s potential to comply with policies set out in DoD Instruction 5015.02, “DoD Records Management Program”.
Some of the key components of DoD 8180.01 include:
A reduced focus on certification and narrow technical requirements.
An increased focus on a solution’s ability to facilitate effective records management.
An acknowledgment that a record’s lifecycle may outlast a particular platform’s lifespan.
What is DoD 5015.02?
DoD Instruction 5015.02, or “DoD Records Management Program” is a document that outlines the policy and responsibilities of the DoD as they relate to records management across media. This is not to be confused with DoD 5015.02-STD, which was a tool used to evaluate whether a particular piece of electronic records management software could be used by an organization to maintain compliance with the policies and responsibilities outlined in DoD Instruction 5014.02.
DoD 8180.01 effectively replaces 5015.2-STD as a tool to evaluate electronic records management software, but does not replace DoD Instruction 5015.02 itself, with that document offering compliance guidelines for managing records in a wider range of media.
What is the DoD Records Strategy?
Published openly for the first time in 2023, the DoD Records Strategy defines goals and offers administrative guidance for the DoD as they relate to records management. This document provides a framework for managing records largely organized into three distinct objectives:
Curate: Be clear and effective in identifying records and adding the appropriate contextual information as needed.
Automate: Leverage automation to save time and enable staff to focus more of their resources on core responsibilities.
Govern: Keep information accessible to relevant parties to enable more strategic decision making across departments.
In addition to the above, the records strategy emphasizes more universal accountability for managing records outside of the records manager role. It also suggests having dedicated records specialists embedded in units across the organization, to work in tandem with subject matter experts that ideally would also gain some records management knowledge and capability.
What is DTM-22-001?
DTM-22-001, or “DoD Standards for Records Management Capabilities in Programs Including Information Technology” works essentially as an addendum to the DoD Instruction 5015.02, to eventually be incorporated into the instruction at a later time.
These standards, focused on software, ultimately serve to enshrine in policy the ideas brought about by the newer strategy-based, non-policy documents such as DoD 8180.01 and the DoD Records Strategy.
The new policies require that:
A safe harbor period is established for information stored on IT systems once it is deleted.
IT systems support the proper disposition of records.
Records management functionality is provided for IT systems.
Records and record control items remain interoperable between IT systems.
Bringing it all together
With all the different tools and documents that the DoD has to offer records managers, let’s quickly go over the purpose of each once more:
DoD Instruction 5015.02: Establishes policies for the DoD to follow in order to properly manage its records.
DoD Manual 8180.01: Offers criteria to evaluate a piece of software’s ability to assist an organization in complying with the guidelines in DoD Instruction 5015.02.
DoD Records Strategy: Provides administrative guidance and sets up goals for the DoD to work toward as it strives to manage records as effectively as possible.
DTM-22-001: Acts as addition to the policies outlined in 5015.02, outlining requirements for IT systems in regards to the disposition, management and transfer of records.
Using these tools together can yield a robust and effective records management framework. As discussed earlier, many organizations are not required to manage records as strictly as the DoD.
However, with the emergence of new technologies and the reality that many organizations use a variety of applications and information for everyday business, even the DoD acknowledges that records management should be thought of as a functional discipline rather than the following of rules for the sake of them.
More than anything, developing a robust and effective records management strategy can save your organization time in classifying and storing information, encourage more informed decision making and allow staff across the enterprise to dedicate more resources to their core responsibilities.
Customer Spotlight: City of Ithaca/Tompkins County
Learn how one county in New York reduced the time to furnish records in response to FOIA requests by more than half.
Browse customer reviews of Laserfiche on G2
Get insights from real customers on why Laserfiche is a top choice for organizations looking to encourage better recordkeeping.
If you’re looking to expand your digital transformation beyond electronic records management, an enterprise content management system (ECM) may be the right fit for your organization. Learn more about the ECM market and top vendors by checking out the G2 Grid® for Enterprise Content Management (ECM):
Already considering Laserfiche as your records management solution? Take a look at the Laserfiche Solution Marketplace, a hub for pre-built workflows and templates that customers can use to jumpstart processes necessary to meet all kinds of challenges, including regulatory needs, such as building permit applications and inspections. Whether you’re just getting started with records management or looking for new insights, be sure to check out our Ultimate Guide to Records Management to see how you can improve your information governance strategy.
Introducción a las características de la gestión de documentos
Una estrategia acelerada de gestión de contenido es importante para mejorar la experiencia del usuario y optimizar costos. Impulsa la transformación digital en toda la empresa a través de un enfoque unificado en la gestión de contenido, la automatización de procesos y la gobernanza de la información.
Únase a esta sesión en línea para aprender cómo la gestión de documentos, como parte de un sistema de gestión de contenido empresarial (ECM), puede beneficiar a su organización y agilizar las operaciones para establecer una base sólida para una estrategia digital a largo plazo.
En este seminario en línea, discutiremos cómo las características de la gestión de documentos del ECM pueden ayudar a su organización a:
Reducir el trabajo manual capturando digitalmente y organizando automáticamente el contenido en un repositorio seguro y centralizado.
Mejorar la productividad entre departamentos y facilitar la colaboración digital.
Fortalecer el cumplimiento normativo y obtener control sobre los ciclos de retención y disposición con herramientas de gestión de archivos.
Mantener documentos e información confidencial seguros mediante reglas de acceso granulares.
With Laserfiche process automation and records management, along with an integration between Laserfiche and SAP, Monómeros fulfilled the country’s e-invoicing requirements while also accelerating the accounts payable (AP) process.
In addition to hosting 300-plus events and welcoming over 100,000 people annually, the theatre operates as a stand-alone nonprofit, adding complexity to documentation and process requirements. The staff has found, however, that Laserfiche adds an extra layer of quality assurance.
Laserfiche continues to grow with the organization. The theatre recently added a maintenance portal and hopes to introduce the board of directors to their own portal soon.