Meet the Client
The City of Aliso Viejo serves 52,000 residents in southern Orange County’s San Joaquin Hills. After being incorporated in 2001, city leaders made an early commitment to digital document management. They implemented Laserfiche in 2002 for managing records from day one.
For nearly two decades, the city operated an on-premises system. But in 2020, they made a decision that would prove more timely than anyone anticipated. They migrated to Laserfiche Cloud.
Daily Detour: When documents live everywhere and nowhere
Isaac Aziz, IT Manager for the City of Aliso Viejo, knew scattered records created real problems. Public records requests took too long because documents lived across multiple departments. Staff spent hours tracking down files instead of doing their actual jobs.
The city faced four specific challenges:
No single source of truth. Documents existed in filing cabinets, shared drives, and individual computers. Finding the right version of anything required detective work.
Public records requests take up staff time. The dispersed storage meant every request became a scavenger hunt across departments. This increased response times and the risk of missing critical documents.
Permit retrieval created bottlenecks. EnerGov permits needed to be accessible across departments, but the old system made that difficult.
Finance workflows moved too slowly. Without automated approval processes, warrant requests and invoice processing created delays. During the pandemic, these bottlenecks became critical obstacles.
About our Client
CLIENT NAME:
POPULATION:
est. 52,000 residents
SOLUTIONS:
The Solution: Building workflows that work for government
The implementation team worked with city staff to build a cloud-based system that directly addressed each challenge.
Centralized access without complexity. All documents now live in one secure cloud repository. Authorized users across departments can find what they need in seconds, not hours.
Public records automation. The Forms-based process gives the city control over how records are gathered and delivered. Staff can track requests, assign tasks, and ensure nothing falls through the cracks.
Integrated permit management. The Tyler EnerGov integration means finalized permits automatically flow into Laserfiche. Every department sees the same information at the same time.
Finance workflows that move at business speed. The warrant request process now uses Tyler Incode database lookups to populate vendor names, account numbers, and project codes. After finance approval, everything stores automatically in the cloud repository. Reports pull directly into Tyler Incode for processing.
When COVID-19 hit, the city needed community outreach forms immediately. Requirements were gathered and two working forms delivered within one business day. The forms let local businesses submit information about their needs and services during the pandemic.
The Result: Speed, accuracy, and better service delivery
The cloud migration delivered immediate improvements across city operations. Response times for public records requests dropped significantly. Finance processes that once took days now complete in hours.
But the real win was flexibility. When the pandemic forced everyone home, Aliso Viejo kept operating. Staff accessed documents securely from anywhere. New workflows launched quickly because the cloud infrastructure was already in place.
Department adoption happened through proof-of-concept demonstrations. City staff showed how the system made work easier, not harder. Hands-on pilot projects in select departments built momentum. Early engagement with department leaders smoothed the path for organization-wide adoption.
“I just wanted to share with you my experience with Sanger and Raymond over the last number of months. In addition, I wanted to express my deep appreciation for the remarkable effort and expertise they demonstrated in completing an almost impossible task within the time frame our City had to work with. They not only have an exemplary work ethic but also an exceptional ability to integrate seamlessly with our team, a quality that greatly enhances our operations. In the realm of IT, where the stakes are perpetually high, they showed an impressive grasp of our specific needs. This insight was pivotal, considering the nuanced nature of our project. Their ability to foresee our needs/requirements, sometimes even before we articulated them, speaks volumes about their commitment and proactive attitude,” Isaac Aziz, IT Manager.
He continued: “In recognition of Sanger and Raymond’s outstanding performance and the key role they play in the synergy between our organizations, I felt it imperative to convey our appreciation to you directly. Thank you for fostering such talent within your organization and for placing our City in good care. We look forward to continuing and growing this mutually beneficial partnership.”
“Lastly, I would like to say, MCCi and their support team have tailored the Laserfiche system to meet our needs. Their expertise and responsiveness have greatly enhanced our experience, ensuring we can effectively maximize Laserfiche’s benefits. MCCi’s commitment and their hands-on support during implementation and beyond have significantly impacted how seamlessly we’ve integrated Laserfiche into our daily operations.”