Meet IDOC:
Idaho Department of Correction operates at serious scale—over 2,000 employees managing 8,000 incarcerated individuals and overseeing 24,000 probationers and parolees. IDOC’s mission centers on one critical goal: reducing recidivism and protecting public safety. Success depends on getting the right data to the right people at exactly the right moment. The stakes couldn’t be higher. Staff decisions impact public safety. Every document matters. Every delay costs time that could save lives.
Daily Detour: When Finding Files Becomes a Full-Time Job
Picture this scenario. Staff member needs urgent client information. Walks to filing room. Checks out thick physical folder. Searches through hundreds of pages. Finds wrong document. Starts over.
The Pain Points Hit Hard:
- Staff wasted hours hunting for documents
- Entire folders locked up when one person checked them out
- Compliance risks from unauthorized access
- Duplicate policy management across systems
- Manual data entry between platforms
- Public transparency suffered from outdated information
“Staff had to check out the entire folder and search through everything,” Cassie explains. Not only cumbersome—but dangerous for compliance.
The Solution: Smart Systems That Actually Work
Secure File Access That Makes Sense
Because Not Everyone Needs Everything
At IDOC, each client or resident has what’s known as a “central file.” The file contains legal documents, reports, medical history, and more—all information that staff needs to decide how to assist them.
Central files used to be physical folders stuffed with documentation. Staff had to check out the entire folder and search through everything to find what they needed.
Not only was this a cumbersome process, but it also posed compliance risks. Not every staff member needs complete access to all information about a client.
Now, all of this data is housed in Laserfiche.
“We were able to implement security around it,” Cassie said. “So now we have request processes for staff to get access to them and get access to what they need. That reduces the amount of data that they have to wade through to do their job, but also ensures that they have access to only what they need to do their job.”
Integration Magic That Saves Time
When Systems Talk to Each Other
But it’s not just central files that are easier to access—data entered into other systems is more readily available now, too. Laserfiche integrates with many other software systems through APIs, so staff don’t need to transfer information between platforms manually.
For instance, members of the public can use certain Laserfiche forms to update their information. The information is then automatically synced to IDOC’s client management system.
“That saves time, reduces data entry, increases efficiencies, and standardizes data processes,” Cassie said.
Plus, the API can split client information into what’s publicly available and what isn’t. Users must be logged into the IDOC’s network and have the correct permissions to access confidential data.
About the Client
CLIENT NAME:
CHAMPION:
Cassie Lint
Project Manager
NUMBERS MATTER:
2,000 Employees
8,000 incarcerated individuals
24,000 probationers/parolees
Project ROI
75% reduction in document retrieval time
20+ hours saved weekly across departments
Zero duplicate data entry for integrated forms
Meet IDOC:
Idaho Department of Correction operates at serious scale—over 2,000 employees managing 8,000 incarcerated individuals and overseeing 24,000 probationers and parolees. IDOC’s mission centers on one critical goal: reducing recidivism and protecting public safety. Success depends on getting the right data to the right people at exactly the right moment. The stakes couldn’t be higher. Staff decisions impact public safety. Every document matters. Every delay costs time that could save lives.
Daily Detour: When Finding Files Becomes a Full-Time Job
Picture this scenario. Staff member needs urgent client information. Walks to filing room. Checks out thick physical folder. Searches through hundreds of pages. Finds wrong document. Starts over.
The Pain Points Hit Hard:
- Staff wasted hours hunting for documents
- Entire folders locked up when one person checked them out
- Compliance risks from unauthorized access
- Duplicate policy management across systems
- Manual data entry between platforms
- Public transparency suffered from outdated information
“Staff had to check out the entire folder and search through everything,” Cassie explains. Not only cumbersome—but dangerous for compliance.
The Solution: Smart Systems That Actually Work
Secure File Access That Makes Sense
Because Not Everyone Needs Everything
At IDOC, each client or resident has what’s known as a “central file.” The file contains legal documents, reports, medical history, and more—all information that staff needs to decide how to assist them.
Central files used to be physical folders stuffed with documentation. Staff had to check out the entire folder and search through everything to find what they needed.
Not only was this a cumbersome process, but it also posed compliance risks. Not every staff member needs complete access to all information about a client.
Now, all of this data is housed in Laserfiche.
“We were able to implement security around it,” Cassie said. “So now we have request processes for staff to get access to them and get access to what they need. That reduces the amount of data that they have to wade through to do their job, but also ensures that they have access to only what they need to do their job.”
Integration Magic That Saves Time
When Systems Talk to Each Other
But it’s not just central files that are easier to access—data entered into other systems is more readily available now, too. Laserfiche integrates with many other software systems through APIs, so staff don’t need to transfer information between platforms manually.
For instance, members of the public can use certain Laserfiche forms to update their information. The information is then automatically synced to IDOC’s client management system.
“That saves time, reduces data entry, increases efficiencies, and standardizes data processes,” Cassie said.
Plus, the API can split client information into what’s publicly available and what isn’t. Users must be logged into the IDOC’s network and have the correct permissions to access confidential data.
“Instead of manually entering data, we’re now trying to create those efficiencies for our staff and save them time so they can focus on the important work that we do,” Cassie said.
Public Transparency Without the Headache
One System, Multiple Access Levels
In recent years, many organizations like IDOC have prioritized making their operations more transparent to the public. One way that Laserfiche has made this easier is using their WebLink—a part of their repository that is publicly available and searchable.
But for safety reasons, not every policy is open to public inspection. Staff used to maintain policies in two places — one publicly available and one not. Any changes to policies would then need to be made in two different places.
This isn’t a problem in Laserfiche. The documents can all be maintained in a central location in the Laserfiche repository.
”We were able to utilize Laserfiche to set the metadata that says ‘this policy is available publicly,’ or ‘this is an internal-only policy,’” Cassie said. “So only staff who are logged on to our network can see it.”
This streamlined approach reduces staff workload. But it also ensures that the public receives the most up-to-date policy information. This builds trust between the agency and the community, as citizens can easily understand the rules or procedures that affect them. It also minimizes the risk of the public acting on incorrect information and reduces potential disputes or complaints.
The Results: Numbers That Speak Volumes
The impact speaks volumes.
Staff Efficiency Gains:
- 75% reduction in document retrieval time
- 20+ hours saved weekly across departments
- Zero duplicate data entry for integrated forms
- Single-location policy management
Security & Compliance Wins:
- Role-based access controls protect sensitive data
- Audit trails track every document interaction
- Compliance risks eliminated through controlled access
- No more unauthorized file viewing
Public Service Excellence:
- Citizens access current policies instantly
- Transparency builds community trust
- Reduced complaints from outdated information
- Staff focus shifts to meaningful work
“Instead of manually entering data, we’re creating efficiencies for our staff,” Cassie shares. “They can focus on the important work that we do.”