Meet the Client
Virginia Tech’s Facilities Records department manages infrastructure projects across a sprawling 2,600-acre campus in Blacksburg, Virginia. Home to over 30,000 students and thousands of faculty and staff, the university operates like a small city. The team oversees facilities documentation for hundreds of buildings, from residence halls to research labs. Their work keeps the campus running, but they needed a better way to share critical blueprints and project plans with field crews, students, and contractors.
Daily Detour: Paper Chases and Wasted Hours
Field workers needed blueprints for urgent repairs. They had to leave their job sites, drive to the main Facilities Plans office, wait while staff located the right documents, and watch copies being made. A simple water leak repair could turn into an all-day project because of document retrieval. Engineering students needed large-scale drawings for coursework, forcing the department to print and copy massive plans repeatedly. Contractors bidding on university projects faced the same bottleneck. They showed up to pre-bid meetings only to flip through 35 to 40 hard copies, trying to decide if the project was even worth pursuing. The printing costs added up fast. So did the environmental impact. Time lost to document retrieval meant less time solving actual problems.
About our Client
CLIENT NAME:
POPULATION:
est. 31,500 students
SOLUTIONS:
The Solution: Digital Access Without the Runaround
Virginia Tech partnered with MCCi, a trusted Laserfiche solution provider, to implement Laserfiche WebLink for their Facilities Records department. The team digitized all drawings, blueprints, and facilities documentation for every campus building. Now everything lives in Laserfiche, accessible from anywhere with the right credentials.
Field workers gained instant access. When a maintenance technician gets called for a water leak, they pull up the blueprint on their iPad through Laserfiche WebLink. No office visits. No waiting. They see exactly what they need and get to work.
Engineering students got smarter access. Professors now include a Laserfiche WebLink URL, username, and password right in their course syllabi. Students view large-scale plans on smartphones or tablets instead of handling unwieldy paper copies. The department uploads course-specific drawings to designated folders, giving students 24/7 access to the materials they need.
Contractors found efficiency before bidding. The procurement team includes Laserfiche WebLink credentials in their bidding information, published online and in newspapers. Contractors review all project drawings remotely before attending pre-bid meetings. Only serious bidders show up, saving everyone’s time and making the entire procurement process more efficient.
The Results: Real Time Saved, Real Money Saved
Virginia Tech’s Laserfiche implementation delivered measurable improvements across the board. Field workers now save 1.5 days per project by accessing blueprints instantly instead of traveling to retrieve paper copies. Printing and copying costs dropped significantly as digital access replaced thousands of paper documents. Students and faculty benefit from anytime access to course materials without depleting departmental resources. The bidding process runs smoother because only qualified, interested contractors attend pre-bid meetings after reviewing complete project documentation online. The university also advanced its sustainability goals by reducing paper waste across the entire Facilities Records operation.
The shift to digital document management through Laserfiche WebLink freed Virginia Tech’s team to focus on what matters most: maintaining a world-class campus for students, faculty, and visitors.
Laserfiche Features
Get more good days done with Laserfiche’s complete toolset for securing documents, automating repetitive tasks, and meeting compliance requirements.
Everything in one place, nothing gets lost.
Before Laserfiche, field workers went to the main Facilities Plans office to request project blueprints. It took time to locate the documents and make copies. Now, all drawings, blueprints and documents related to the maintenance of every building or facility owned by Virginia Tech are stored in Laserfiche. If a field worker needs to repair something like a water leak, he can quickly view the blueprint on his iPad through Laserfiche WebLink and get to work much faster.
