[Demo] 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!
[Demo] 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.
[Demo] 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.
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.
• Responsible for clients’ sensitive legal documentations
• Office needed a secure single source of truth that could automate and standardize processes while addressing regulatory requirements
RESULTS
• 450% increase in some business segments
• Client orders processed without having to increase staff at the same scale
• Creation of living trusts reduced from six hours to 15 minutes
Notaría 9 de Mexicali B.C. is a Mexicali-based notarial service under the leadership of public notary Carlos Enriquez de Rivera Castellanos. The office, one of Mexico’s leading legal notaries, provides a wide range of services including real estate transactions, will and estate planning, contract affirmations, new business incorporation, and legal document authentication. Public notaries in Mexico follow a civil law system wherein they are given further-reaching legal responsibilities than their counterparts in the U.S., U.K. or Canada, more akin to a lawyer.
This legal responsibility includes complex regulatory considerations when handling client information. Notary servicers in Mexico are required to submit client information to city clerks, in addition to retaining it for a minimum of five years. Additionally, notary offices are regularly audited by an independent commission, which cross matches stored records with those that are submitted to city clerks.
As Notaría 9 grew, so did the need to efficiently handle large volumes of client documentation in accordance with regulatory requirements. This led Enriquez de Rivera Castellanos to work with digital solutions provider Soluciones Impex, SA de CV, to implement Laserfiche. Since embarking on this digital transformation journey, the firm has more than quadrupled its business while only doubling its staff.
“Carlos has driven a vision for digital transformation at his business and has managed to consolidate all the necessary pieces to make operations more reliable and efficient,” said Guillermo Hernandez, managing director and founder of Soluciones Impex. “Using technology as the main enabler, Carlos has made Notaría 9 into the most advanced notary public in Mexico.”
“Laserfiche has put us ahead of everyone else in this business. I have all of the tools and resources I need thanks to Laserfiche”
— Carlos Enriquez de Rivera Castellanos, Notary Public, Notaría 9 de Mexicali B.C.
“If I didn’t have Laserfiche I wouldn’t be in the same position right now with the benefits I’m able to give to my clients,” said Enriquez de Rivera Castellanos. “We cannot work without Laserfiche.”
Creating a Unified Digital Business
Prior to Laserfiche, the office was overwhelmed with managing documentation in a mostly manual fashion. More clients led to an increase in documents as well as increased risk of lost information. The office needed a digital solution that would keep documentation in a consolidated platform that would provide the security and searchability it needed to efficiently serve clients.
Laserfiche addressed those needs, enabling the firm to keep documents for every transaction in a single platform and facilitating the easy retrieval of information. As an added bonus, the office in charge of the public registry in Baja California also uses Laserfiche, making for a seamless transfer of information between the organizations.
“In the beginning, we focused on two main activities: one, to keep all documents for every single transaction inside Laserfiche, and two, to understand in which phase of a transaction that a customer was currently located,” Enriquez de Rivera Castellanos said.
With Laserfiche process automation, the office began to standardize processes, which provided a better understanding of how long each process takes, and where there was opportunity to optimize.
Digitizing the Living Trust Process
As Notaría 9 evolved, Rivera Castellanos continued to evolve the office’s use of the Laserfiche platform. One of the most forward-thinking Laserfiche solutions Notaría 9 leverages today is its Living Trust process.
In 2022, Mexico reformed the “Reforma a la Ley de Proteccion al Patrimonio Familiar,” a law that encourages families to create a living trust to protect their real estate assets. As a part of this reform, September was deemed “Living Trust Month” and the government mandated that many services related to preparing living trusts be discounted.
“We never used to do a lot of living trusts for our clients over the course of any given year,” Enriquez de Rivera Castellanos said. “Now, everyone waits until September to take advantage of the discount, so we have a full office during this time.”
The Notaría 9 team saw an opportunity to leverage Laserfiche to digitize and automate the living trust creation process. Rather than require clients to submit paper forms, clients are provided a link to a Laserfiche form where they enter their information and attach required documents. Clients can also pay online — from there, a Notaría 9 employee will make an appointment with the client to provide a wet signature as required by the Mexican government. The new process enabled the firm to reduce the Living Trust process from a six-hour in-person visit to a hybrid 15-minute process.
Today, Notaría 9 manages this spike in activity due to the government mandated discounts with ease, while preemptively avoiding the additional overhead each year.
“It’s also easier for the people in my office because they have all the information already completed, and they can just verify it and make the appointment,” Enriquez de Rivera Castellanos added.
The innovative Laserfiche solution has built Notaría 9’s reputation as a digital innovator in the industry, while also building trust with clients government agencies.
Addressing AML Laws and Other Requirements with Ease
As a legal business, Notaría 9 must be conscious of complex regulatory requirements. Anti-Money Laundering (AML) laws require robust recordkeeping and document-sharing framework between notaries and their regulatory agency.
Additionally, when client service is related to buying or selling property, Notaría 9 is required to process documents multiple times through Infonavit, or Mexico’s National Housing Fund Institute. Using Laserfiche’s intelligent capture and processing capabilities, the firm has set up a process that automatically routes the information to Infonavit without human intervention.
Beyond government regulators, independent auditors are another consideration for the office. When the Notaries General performs an audit, it requires that the documentation the office sends to the city clerk is identical to the documentation stored within the organization. Laserfiche assists with these regulatory needs through:
Centralized document management: Laserfiche’s centralized repository stores all client-related documents, with powerful search capabilities to streamline information retrieval.
Workflow automation: Notaría 9 has created standardized procedures that enforce consistency and reduce the risk of human error, while also enabling automated alerts for reviews and other activities.
Secure sharing: Notaría 9 easily shares relevant documentation with authorities, demonstrating a strong commitment to regulatory compliance. Additionally, integrations between Laserfiche and other applications enable ease of sharing between colleagues and systems, eliminating duplicate data entry and mitigating data loss.
Connected applications – Using Laserfiche Connector, Notary 9 connects its two most important business applications, creating a more seamless experience for staff who no longer need to constantly switch between the two applications.
A Vision for Digital Excellence
Notaría 9’s visionary Laserfiche solutions have enabled significant business growth, allowing the firm to provide an exceptional client experience, while building trust with regulatory agencies. As the firm continues to optimize operations, the Living Trust process serves as a template for other services such as New Business Incorporation, Power of Attorney, and other legal processes.
“Laserfiche has put us ahead of everyone else in this business. I have all of the tools and resources I need thanks to Laserfiche.”
• Mackenzie District Council needed an ECM system to support efficient service delivery
• Data security and recordkeeping requirements were top priorities
RESULTS
• Expanded use of Laserfiche from an electronic filing cabinet to a source of truth and workflow orchestration engine
• Integrations with core technologies such as the district council’s ERP enable automated solutions and increased efficiency
• Additional integrations and automated solutions will continue to enhance the employee and customer experience
Mackenzie District Council is one of New Zealand’s 53 district councils, responsible for providing services and managing issues ranging from local infrastructure and building consents to emergency services and food safety. With this broad range of duties, the district council relies on a core group of systems to enable its staff to deliver services efficiently, while keeping data secure and addressing recordkeeping requirements.
“We’ve got a handful of core systems that sit at the heart of our ecosystem,” said Chris Clarke, general manager of Information, Engagement and Community at Mackenize District Council. “One of those is our ERP and of course there’s Office 365, and I would put Laserfiche right up there with those systems. We deal with a lot of confidential information and we have complex recordkeeping requirements, and now it is becoming our workflow orchestration engine. It’s one of the essential tools that all of us use on a daily basis and could not function without.”
From Electronic Filing Cabinet to Workflow Orchestration Engine
When Clarke assumed oversight of the district council’s IT department, the organization performed an assessment of its existing tech stack, revealing significant opportunity for improvement. “Internally, at the time, Laserfiche was perceived as an electronic filing cabinet,” Clarke explained. “But we realized that there was untapped potential for process automation and automated workflows.”
The team got to work on establishing Laserfiche as the district council’s source of truth for recordkeeping, and integrating it with the ERP for a critical solution that the entire organization used: time off requests. “Holiday and leave forms were the first thing we automated because everyone takes leave, and lots of people in the organization have to process leave,” Clarke said. This deceptively small project made a big impact, transforming what once required downloading paper forms, signing them and attaching them to emails for processing, into a task that now took mere seconds.
“When we first rolled it out, people were skeptical of whether it actually worked, because it seemed too easy,” Clarke added. “All they had to do was two clicks, and they couldn’t believe that was the case.”
Leading the Way: Implementing Recordkeeping Best Practices
IT has now set its sights on transforming the rest of the organization’s workflows, taking a thoughtful approach to change management and prioritization.
“What we’re trying to do is change the perception that Laserfiche is another piece of business software that you just need to use because of recordkeeping requirements,” Clarke said. “It’s about winning hearts and minds, and getting things done. People are starting to think about Laserfiche now as a tool that helps with work, as opposed to yet another system to be wrestled with.”
Clarke and his team have set their sights on systematically transforming the way the district council manages its records, with the goal of leveraging Laserfiche to automate the records management lifecycle, including retention schedules and disposition.
“We’re doing a taxonomy review to assess our existing recordkeeping, and working through licensing, security, roles, etc.,” said Zane Woodfield, ICT manager at Mackenzie District Council. “One of the things that I like about Laserfiche is that we are creating a technology demarcation point-slash-security boundary from all other stuff that’s in the cloud. Now that we have set up Microsoft Entra SSO authentication and some of the foundational pieces with Laserfiche, we feel secure and safe enough to do more.”
Laserfiche’s robust security and compliance tools also support the Mackenzie IT team’s mission to innovate while addressing data safeguards and critical recordkeeping needs.
“For us to impact the organization’s records and processes, we have to have confidence that the audit trail is there; we have to have confidence that the information is going to go to the right people. We have to have all of that confidence in place — and we do with Laserfiche.”
— Chris Clarke, IT General Manager, Mackenzie District Council
“Having the right local support in place has also been a critical part of our success,” added Clarke. “Laserfiche is a very capable and flexible product, but that can bring with it some complexity to ensure the system is configured to meet our specific business needs. Our local partner, ifTHEN, has taken the time to understand our business and our process requirements, and as a result has been able to assist us to configure Laserfiche in a way that delivers the optimum solution to our needs. Without their experience and insight, we would not have been able to effectively utilise many of the more advanced features which are now adding value to both our staff and customers on a daily basis.”
The Future is Automated: Enhancing the Employee and Customer Experience
Mackenzie District Council’s IT department has laid a strong foundation for transformative change, and team members are excited to realize the potential for Laserfiche across the organization. Along with their Laserfiche solution provider, ifTHEN Limited, the team feels confident that their Laserfiche initiatives will be a gamechanger for all departments and those they serve.
“We’re just about to embark on a project where we go out to the business and get everyone’s wish list,” Clarke said. “We know that list will be large, but we are hyper focused on the things that really make a difference and give us the biggest bang for our investment, as we’re dealing with public funds.”
One significant project on the horizon is implementing a public portal to make it easier for the public to interface with the district council. Currently, the council’s website hosts downloadable forms that must be scanned or reuploaded for processing, but the IT team hopes to replace those “dumb forms” with Laserfiche Forms. “We’re working through public iterations of forms that will truly transform the customer experience,” Clarke said. “We’re really excited about that.”
Additional integrations on the roadmap will bring even more possibilities for automated solutions, including an integration with the district council’s GIS and building consent management systems to help streamline the building consent process. As the district council and IT continue to uncover new efficiencies with their Laserfiche projects, the future looks bright.
“We’ve done the foundational work, so we feel we’re at the beginning of our journey in terms of leveraging the benefits,” Clarke said. “Who knows where it will take us? One of the things that I see which is encouraging is that Laserfiche continues to evolve. We don’t know what the future holds, but I’m confident that Laserfiche will be on that journey with us.”
As Notaría 9 grew, so did the need to efficiently handle large volumes of client documentation in accordance with regulatory requirements. This led Enriquez de Rivera Castellanos to work with digital solutions provider Soluciones Impex, SA de CV, to implement Laserfiche. Since embarking on this digital transformation journey, the firm has more than quadrupled its business while only doubling its staff.
The Notaría 9 team saw an opportunity to leverage Laserfiche to digitize and automate the living trust creation process. Rather than require clients to submit paper forms, clients are provided a link to a Laserfiche form where they enter their information and attach required documents. Clients can also pay online — from there, a Notaría 9 employee will make an appointment with the client to provide a wet signature as required by the Mexican government. The new process enabled the firm to reduce the Living Trust process from a six-hour in-person visit to a hybrid 15-minute process.
The team got to work on establishing Laserfiche as the district council’s source of truth for recordkeeping, and integrating it with the ERP for a critical solution that the entire organization used: time off requests. “Holiday and leave forms were the first thing we automated because everyone takes leave, and lots of people in the organization have to process leave,” Clarke said. This deceptively small project made a big impact, transforming what once required downloading paper forms, signing them and attaching them to emails for processing, into a task that now took mere seconds. 
Additional integrations on the roadmap will bring even more possibilities for automated solutions, including an integration with the district council’s GIS and building consent management systems to help streamline the building consent process. As the district council and IT continue to uncover new efficiencies with their Laserfiche projects, the future looks bright.