Meet The North Bay Regional Center
North Bay Regional Center (NBRC) provides lifelong advocacy and coordinated support for individuals with intellectual and developmental disabilities across Northern California. Serving more than 12,000 individuals with a staff of nearly 400, NBRC operates under strict state oversight while meeting growing demands for accuracy, efficiency, and compliance.
As policy changes increased, staffing resources tightened, and compliance expectations grew, NBRC recognized that manual processes and fragmented records were no longer sustainable. To keep pace and stay focused on the communities they serve, NBRC began exploring a modern approach to records and process management—one designed to support efficiency, consistency, and long‑term modernization.
Daily Detour: Managing Growing Casework Without Enough Time or Tools
The teams doing the most essential work are often the ones with the least room for error and the fewest resources to fall back on. Limited budgets, thin staffing, and growing community needs don’t pause for outdated systems or manual paperwork. And when the pressure keeps building, even small inefficiencies stop being inconveniences and start becoming barriers to the people who depend on you.
That was the reality for North Bay Regional Center (NBRC). Mandated by California state law, NBRC is one of 21 Regional Centers across the state, serving over 12,000 active individuals with developmental disabilities in Napa, Solano, and Sonoma counties (Northern California region). With a staff of nearly 400, NBRC carries an extraordinary responsibility, and the weight of that work was becoming harder to manage without modern tools to support it.
The pressure was real and coming from every direction:
- Constant policy changes required rapid process adjustments and detailed compliance reporting to the State.
- Staffing shortages stretched teams thin, forcing remaining staff to absorb more without additional support.
- Compliance requirements demanded precision and audit readiness, leaving little margin for manual error.
Processes were too manual. Information was too hard to find. Audit preparation consumed far more time and staff attention than it should. NBRC needed a platform that could keep pace. They found one.
The Game Changer: A Modern Electronic Document Management System
About our Client
CLIENT NAME:
INDIVIDUALS SERVED:
12,000+
WHAT GUIDES THEM:
The dedicated staff of NBRC bring genuine compassion, patience, and expertise to every interaction, supporting each individual with dignity and respect. Their unwavering commitment helps families feel supported and empowers clients to thrive at every stage of life.
NBRC selected Laserfiche, a modern records and process automation platform, because it allowed them to:
- Automate routing and reduce manual workload
- Support HIPAA compliance and document retention rules through built‑in governance
- Customize forms, metadata, and permissions to match their operational needs
With MCCi’s guidance, NBRC migrated from an unsupported system to Laserfiche Cloud, a transition which required careful planning but delivered immediate benefits.
Skip the Busywork: Enhancing Care without Adding More Administrative Burden on Staff
Individuals served by NBRC are lifelong participants, meaning each new eligible individual to the Regional Center adds to an already full caseload. Manually managing documentation and reports for each individual can easily become overwhelming. By treating Laserfiche as an operational assistant, NBRC shifted the burden of repetitive tasks away from their team. Staff now focus on review, accuracy, and care of the individuals served. The administrative weight which once made the work feel unsustainable has been meaningfully reduced.
Cut the Risks: Leveraging Automation for Consistency and Compliance
Automation standardized naming conventions and applied consistent metadata, made document retrieval fast and reliable. Fiscal workflows, including purchase orders and audit preparation, moved from manual tasks to automated, trackable processes. What once took weeks now takes hours. Auditors access documents securely online. The risk of inconsistency, the kind that surfaces at the worst possible moment, is no longer part of the equation.
Get the Help You Need: A Trusted Partner with Decades of Experience
Migrating decades of records and processes to a new system can feel overwhelming, but NBRC relied on a partner with deep experience supporting government and non-profit agencies through modernization. MCCi brought thousands of government and non-profit implementations’ worth of experience to the project, ensuring the transition was structured, supported, and confident from start to finish.
No request was too large. No detail is too small. That kind of partnership, one that understands the stakes of government modernization, makes the difference between a disrupted transition and a successful one.
The Results
By eliminating daily detours and leveraging Laserfiche Cloud, NBRC:
- Eliminated daily detours such as searching for files and manually routing forms
- Reduced administrative workload, allowing staff to focus more on individuals served by the Regional Center
- Increased compliance confidence with automated retention and secure access controls
Looking Ahead
Encouraged by what Laserfiche made possible, NBRC is continuing its modernization journey. Beginning in 2026, NBRC will implement JustFOIA to manage California Public Records Act (CPRA) requests. Because JustFOIA integrates seamlessly with Laserfiche, the transition requires minimal lift and delivers maximum consistency, extending the same operational discipline NBRC has already built.
Why This Matters
NBRC’s story is proof that modernization isn’t reserved for large agencies with large budgets. With the right platform and the right partner, even essential programs operating under significant constraints can remove the friction that slows them down and redirect that energy toward the communities they serve.