Meet the Client
The City of Dublin sits at the intersection of two major Bay Area highways. Nearly 20 years ago, they started using Laserfiche to manage their records. By 2020, their City Council wanted something different: a 24/7 City Hall that worked on residents’ schedules, not just business hours.
That goal required more than good intentions. It needed better technology.
Daily Detour: When Contract Approvals Create Bottlenecks
Paper contracts moved slowly through the approval chain. Staff downloaded PDF forms from the website. They filled them out by hand. They emailed or mailed them back. Documents got lost. Signatures took weeks. Storage costs kept climbing.
The City Clerk’s office spent hours tracking down missing insurance documents and vendor information. Delays happened because no one knew where a contract sat in the approval process. Public records requests took longer than they should.
About our Client
CLIENT NAME:
CHAMPION:
Marsha Moore
City Clerk
POPULATION:
est. 74,691 residents
The Solution: Digital Forms That Route Themselves
MCCi built a contracts management process using Laserfiche Forms and DocuSign. Here’s how it works:
Staff starts a form and uploads the Word version of the agreement. They attach supporting documents and insurance files. A dropdown menu lets them select existing vendors. The form saves directly to the Laserfiche repository when submitted.
Automated workflows send reminders and alerts. Status notifications keep everyone informed. Once approved, contracts are routed through DocuSign for signatures.
The City also implemented automated retention workflows. A report is submitted to the City Clerk’s Office showing which records are eligible for destruction under the retention schedule.
MCCi developed training materials and worked with the City’s records representatives. New employees get login information, training videos, and an in-person introduction. The City Clerk’s Office maintains an intranet page with all training resources.
The Result: Faster Processing, Lower Costs, Better Service
Physical storage space sits mostly empty at the Corporate Yard. Most processes now run electronically. Staff responds faster to public records requests because documents are digitized and searchable.
Paper disappears as soon as it’s scanned. Updated metadata makes searching easier. The City continues to expand Laserfiche use by showing each department how the system saves staff time.
According to Marsha Moore, City Clerk, “We have enjoyed our partnership on our Laserfiche projects. Sanger and the project team have been fantastic”.