Meet the Client
The City of Lewisville, Texas serves over 111,000 residents in the Dallas-Fort Worth metroplex. Known for its lakeside location on Lewisville Lake and vibrant arts scene, this growing community balances historic charm with rapid development. The city’s Human Resources Department manages personnel records for more than 650 employees across multiple departments.
Daily Detour: When Paper Mountains Buried Productivity
HR staff faced a familiar nightmare. Six-tab pressboard folders multiplied across filing cabinets. Personnel files vanished into the void. Finding a document from two years ago? That meant hours of searching through misfiled papers and hoping someone remembered where they put it.
The real pain hit when open records requests arrived. Staff printed applications by the hundreds. A single job posting could generate 200 ten-page applications. That’s 2,000 pages to print, process, and file manually for one position.
High turnover in the Clerk-Typist role created chaos in the filing system. Each new hire brought their own organizational style. Consistency disappeared. Documents got misfiled or lost entirely. HIPAA compliance concerns kept everyone on edge about protecting sensitive employee information.
Open records requests took days to fulfill. Staff pulled bound pages apart, redacted confidential details, made copies, then reassembled files in the correct order. It was tedious, time-consuming work that kept them from their actual jobs.
About our Client
CLIENT NAME:
POPULATION:
est. 111,000 residents
SOLUTIONS:
The Solution: Digital Files That Work as Hard as Your Team
The City chose Laserfiche as their Enterprise Content Management system. HR became the first department to go digital. The department partnered with a Laserfiche solution provider to implement Quick Fields batch processing tools that changed how they handled applications.
Now job applications flow directly from the city’s website into Laserfiche. The system automatically indexes and files each document with the right metadata. Hiring managers find and review applications without shuffling a single sheet of paper.
Quick Fields also handles ongoing employee file updates. Policy acknowledgments, medical coverage changes, and pay adjustments get processed and filed automatically. Each document lands in the right spot with proper indexing. File integrity stays intact without manual intervention.
The scanning team tackled existing records systematically. They digitized active employee files first, then moved through terminated files year by year. Within five years, nearly all records existed in digital format. Only about ten years of older terminated files remained to scan.
The Results: Real Numbers, Real Impact
The department cut $30,000 from their operating budget over five years. Paper costs dropped. File folder purchases stopped. Supply expenses shrank. Those savings came at exactly the right time as budget constraints tightened across city departments.
Department managers and directors gained immediate electronic access to personnel documents. Secretaries could pull files in seconds instead of hours. The days of searching through filing cabinets ended.
Open records requests that once took days now take hours. Staff can locate, redact, and share documents without disassembling physical files. They spend their time on meaningful HR work instead of paper shuffling.
HR Director Melinda Galler sees the bigger picture. “Laserfiche has been embraced so well by our staff that they are willing to try new things that can continue to help us save time and cut money from the City budget.”
The department now operates as a truly paperless office. Looking ahead, they’re focused on finding new ways to automate business processes. The goal is simple: increase efficiency while continuing to reduce costs.