Meet the Client
Collin County sits at the heart of the Dallas/Fort Worth metroplex with cities like Plano, Frisco, and McKinney calling it home. Over one million residents depend on county services. The county’s corrections system processes thousands of inmates annually. Each person who enters the jail needs immediate mental health screening. That’s not just good practice; it’s the law.
Daily Detour: When paper trails jeopardize lives
Collin County faced a critical problem. Every inmate had to complete a mental health screening within 12 hours of booking. Miss that deadline and the county risked state violations. Worse, they risked missing signs of mental illness when intervention mattered most.
The old process relied on emails and paper forms. Documents went missing. Staff couldn’t track who reviewed what or when. Audits failed repeatedly. Records Management Officer L’Cena Parsons and Senior Applications Manager Tim Nolan knew something had to change.
The manual system created constant anxiety. Staff juggled screening forms while managing intake procedures. Medical teams reviewed paper documents without clear priorities. Supervisors had no visibility into pending reviews. The 12-hour deadline loomed over every shift. When auditors arrived, the county scrambled to piece together incomplete records.
About our Client
CLIENT NAME:
CHAMPION:
Tim Nolan
Senior IT Manager
POPULATION:
est. 1.255 million residents
SOLUTIONS:
The Solution: Automation that never sleeps
The county turned to its existing Laserfiche system. Working with their Laserfiche solution provider, they built an automated Early Identification of Mental Illness (EIMI) screening workflow.
Here’s how it works. Booking staff complete an electronic form with yes-or-no mental health questions. Any “yes” answer flags potential concerns. The system highlights these responses in blue for quick review. The form enters a queue for the medical team. If they don’t review it within one hour, the supervisor gets automatically notified. The supervisor can then approve the screening to keep things moving.
Once approved, Laserfiche Workflow generates a detailed report. The system emails this report directly to the magistrate with a link to all relevant documents. If eight hours pass without sign-off, the magistrate receives an alert. No one can miss the deadline.
All forms get stored in the records management repository. They stay there for one year with complete audit trails. Every review, every approval, every timestamp gets recorded on the first page. When auditors visit now, the county simply pulls up the digital record.
“The addition of Laserfiche Forms has been a game changer for us, and we see no end to the manual processes we can automate and improve upon in the future,” notes the county team.
The workflow runs continuously. “This EIMI form is one of the most critical processes in the county. This EIMI process runs 24 hours a day, 7 days a week. Timers and notifications enable screenings to take no more than 12 hours to complete from start to finish, ensuring that the county is following rules and regulations.”
The Results: Lives protected, compliance achieved
Collin County now meets every state-mandated deadline. Zero violations. The automated system ensures consistent, timely mental health screenings for every person who enters the jail. Medical staff focus on clinical evaluation instead of paperwork. Supervisors have real-time visibility into pending reviews.
The county earned the 2019 Laserfiche Run Smarter Social Impact Award for this innovation. Beyond the recognition, they achieved something more important: reliable protection for vulnerable individuals in crisis.
The broader impact extends throughout county operations. Since implementing Laserfiche across departments, the county has:
- Converted over 19,000 boxes of physical documents
- Reduced warehouse storage from 101 percent capacity to just 21 percent
- Added approximately 40 million digital images to their repository
- Saved $60,000 in third-party integration fees through Laserfiche Connector
- Generated over $1 million annually in interest through faster property tax processing
Staff retrieve documents in seconds instead of hours or days. Departments that rarely accessed Laserfiche before now use automated import processes to maintain records retention. The Tax Office integrated with the RTL Property Tax system for instant image and data access.
The county continues exploring new automation opportunities. They attend Laserfiche Empower conferences annually to discover emerging capabilities. Each year brings fresh ideas for improving public service.
What started as a compliance challenge became proof that the right Laserfiche solution provider partnership, expert Laserfiche training, and ongoing Laserfiche support can deliver outcomes that matter. For Collin County, that means protecting lives while serving a growing community efficiently.
Laserfiche Features
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All-in-One Solution
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Once the form is submitted, it is added to a queue for a medical team to review. If the medical team does not finish the review of the form within an hour, then the supervisor is notified to sign off on the form instead.
In order to simplify medical and supervisor review, any question that has a ‘yes’ answer is highlighted in blue. Once the form is submitted, it is added to a queue for a medical team to review. If the medical team does not finish the review of the form within an hour, then the supervisor is notified to sign off on the form instead. In order to simplify medical and supervisor review, any question that has a ‘yes’ answer is highlighted in blue.
This workflow notifies the supervisor if the medical team does not review the EIMI form within an hour. Once the supervisor approves the form, Laserfiche Workflow generates a report from the data and emails it to the magistrate. If no one signs off within eight hours, the magistrate is also notified that the review is unfinished. The email that is sent to the magistrate contains a link to the Laserfiche folder where the EIMI form and other relevant documents are stored.
The email that is sent to the magistrate contains a link to the Laserfiche folder where the EIMI form and relevant documents is stored.
The report that is sent to the magistrate is generated through Workflow using SQL Server Reporting Services.
All screening forms are stored in the records management section of the Laserfiche repository and retained for one year. This EIMI form is one of the most critical processes in the county. This EIMI process runs 24 hours a day, 7 days a week. Timers and notifications enable screenings to take no more than 12 hours to complete from start to finish, ensuring that the county is following rules and regulations.
