Meet the Client
Hanover County sits just outside Richmond, Virginia, serving more than 100,000 residents. The Commissioner of Revenue’s Office handles all real estate, personal property, and state income tax information for the entire community. Tax season brings one of the most demanding periods for the department. Staff needed a way to manage massive volumes of records without drowning in paperwork.
Daily Detour: When filing becomes a full-time job
Paper was killing productivity. Each staff member spent at least one full day per week sorting and filing tax records. Finding specific documents meant digging through filing cabinets. The office printed roughly 15,000 pages annually just to process statutory assessment worksheets for local businesses. Manual data entry from the AS/400 database consumed hours that could have been spent serving residents. During peak tax season, the backlog became overwhelming. The team knew there had to be a better way.
The Solution: From filing cabinet to workflow powerhouse
Hanover County started with Laserfiche as a simple digital repository. They digitized over 85% of tax documents in the first year. But Systems Administrator Amy Johnson saw potential for more. After attending a Laserfiche user community event, she discovered how other governments were using advanced features. Even without an IT background, Johnson quickly mastered Laserfiche Workflow to automate critical processes.
The county upgraded to Laserfiche Rio and implemented several key improvements. Laserfiche Quick Fields now integrates directly with the AS/400 database, eliminating manual data entry upfront. Workflow automation routes statutory assessment worksheets for approval instantly. Managers can review documents from their desktops without waiting for printed copies. Laserfiche Snapshot captures images digitally, cutting out redundant printing entirely.
Records management became automatic. The system files and stores approved documents by type and name according to state standards. The six-year retention period is tracked without any manual intervention. What used to require rotating staff assignments now happens behind the scenes.
Johnson credits her success to collaborative planning. She brought all managers and the division director together to diagram workflows on paper before building anything in the system. The group discussed every approval step and designed the process together. This upfront investment paid off immediately.
“Time spent diagramming upfront will more than pay itself back later,” Johnson explains. “Because we took the time to evaluate our documents, we ended up eliminating a lot of junk in our paper files. It’s also really important to give staff ownership over the process.”
Beyond her county work, Johnson leads the Virginia Laserfiche User Group, which has grown to over 100 members. She regularly taps into reseller support, technical documentation, and the annual Empower conference to sharpen her skills.
About our Client
CLIENT NAME:
CHAMPION:
Amy Johnson
Systems Administrator
POPULATION:
est. 115,000 residents
SOLUTIONS:
The Results: Reclaiming time and cutting waste
The numbers tell the story. Hanover County eliminates approximately 15,000 printed pages per year thanks to Laserfiche Snapshot alone. Johnson notes this feature might seem minor, but the impact is huge. Staff who once dedicated one day weekly to filing now focus on serving residents. The automated records management system handles retention requirements flawlessly, following state standards without human oversight.
Document approvals that once took days now happen in minutes. Managers access worksheets instantly from their computers. The integration with AS/400 cut out cumbersome manual data entry at the front end. The county truly leverages constituent data in digital form to change how business gets done.
Why Partner with MCCi for Your Laserfiche Implementation
MCCi is the world’s largest Laserfiche solution provider, bringing unmatched expertise to government implementations. Our team understands the unique challenges counties face during tax season and throughout the year. We provide comprehensive Laserfiche training to help your staff master the platform, regardless of technical background. Our ongoing Laserfiche support ensures your system continues delivering value as your needs evolve.
As trusted Laserfiche partners, we guide agencies from initial planning through long-term optimization. Our Laserfiche customer support team knows government workflows inside and out. When you work with MCCi, you get more than software. You get a partner committed to your success.