Meet the Client
Tarrant County College District (TCCD) serves over 50,000 students across the greater Fort Worth area. With more than 12,000 personnel files and a dedicated staff supporting one of Texas’s largest community college systems, their HR office had hit a breaking point. Storage boxes filled with employee records consumed their workspace, making simple file retrieval nearly impossible.
Daily Detour: Six Months to Process What Should Take Days
Picture 12,000 personnel files crammed into storage boxes. Finding one document meant hours of searching through stacks. New hires arrived for onboarding sessions twice weekly, each spending 45 minutes completing forms, direct deposit paperwork, and retirement documents by hand.
Annual contract renewals created an even bigger headache. Staff printed approximately 2,600 benefits statements and 1,700 contracts on special-order paper. Seven or eight team members gathered around large tables to manually proof each document. After sorting packets by division, department, and employee, contracts moved to campus presidents and vice chancellors for review before trickling back down through departments.
Timeline? Six months from start to finish.
“When I came here in 2012, there was probably three years’ worth of contacts that were never filed,” said LaTonya Price, director of Employee Benefits and Compensation.
Beyond wasted time, unfiled contracts created legal risks and compliance gaps. Employees couldn’t access complete personnel files when needed. Payroll authorizations sat in limbo.
About our Client
CLIENT NAME:
POPULATION:
6 campus sites with est. 55,000 students
SOLUTIONS:
The Solution: Custom Workflows Built Around Real HR Challenges
TCCD partnered with MCCi, a leading Laserfiche solution provider, to tackle their document chaos. MCCi’s scanning services converted those 12,000 personnel files into searchable digital records. What began as basic digitization evolved quickly as TCCD discovered Laserfiche’s full potential.
“We were a little greedy when we saw what Laserfiche could do, so we just started asking questions,” Price said.
MCCi’s project management team built custom workflows that changed how TCCD handled onboarding and renewals. New hires now complete everything electronically instead of attending paper-based sessions. The Laserfiche workflow routes documents automatically to HR for verification, then pushes them to payroll.
“We wanted to have a workflow in which we could complete the onboarding process electronically, the right people in HR could verify it and then it would move on to payroll,” Price said. “The MCCi project management team said, ‘Yeah, we can do that.’ So we gave them our sample form, and they created a form in Laserfiche to create a custom workflow. They put in all the stops to direct people. It was pretty neat what they did to make that happen.”
For contract renewals, MCCi configured Laserfiche to extract data from Excel spreadsheets and generate electronic contracts. The system sends contracts directly to college leadership for approval, then pushes approved documents to employees. With proper Laserfiche training and ongoing Laserfiche support, TCCD’s staff manages the system confidently.
The Results: Time Reclaimed, Compliance Solved, Team Freed
The numbers tell the story clearly. TCCD now achieves a 95 to 98 percent contract return rate within five days. Employees receive contracts electronically through Laserfiche, and approved documents automatically upload to personnel files.
“Over the course of six months, using Laserfiche and the process MCCi helped us set up probably saved us five months and 29 days,” Price noted.
Legal compliance improved immediately with complete personnel files now instantly accessible. Payroll authorizations process without delays, and the HR team reclaimed their physical workspace for an executive office.
TCCD’s technical staff continues exploring new applications across departments. “Based on how MCCi has helped us become so efficient, we now look at all of our processes, whether they’re existing or future, that someone may come to us and say, we want you to take this process on,” Price said. “If we can replace it with Laserfiche, that is what we are going to do.”
Choosing experienced Laserfiche partners means getting more than software. You get a team that understands government workflows and provides the Laserfiche customer support needed to drive measurable results.