Meet the Client
Tarrant County College District (TCCD) operates five campuses across North Texas, serving nearly 55,000 students each semester. Located near a major military installation, TCCD has become a top choice for service members transitioning to civilian careers. Thousands of these students rely on Veterans Administration benefits to fund their education, making efficient benefits processing critical to student success and retention.
Daily Detour: The paper chase that never ended
Picture this: a veteran stops by the registrar’s office between classes to drop off VA benefits paperwork. The staff member files it in a folder. Two days later, the student realizes a form is missing. But they’re at a different campus today for classes. Too bad. They have to return to their home campus registrar’s office to complete the file.
Meanwhile, staff members spent hours each week tracking down files stored in a vault. A single student’s benefits file could contain anywhere from 10 to 300 documents. Multiply that by thousands of students applying for benefits every semester. The math gets ugly fast.
Veterans deserved better. Staff needed their time back. Something had to change.
About our Client
CLIENT NAME:
POPULATION:
6 campus sites with est. 55,000 students
SOLUTIONS:
The Solution: Three paths, one destination
TCCD partnered with MCCi to implement a Laserfiche-powered system that gave students flexibility and staff peace of mind. The new process offers three simple submission options:
Walk-in anywhere: Students can submit paperwork at any TCCD campus. Staff scan documents immediately using Laserfiche and return the originals to the student. No more single-campus restrictions.
Email and done: Students send forms electronically. Laserfiche Snapshot imports them automatically into the system. No printing required.
Click and submit: Students complete Request for Benefits forms (the “green sheets”) directly through the Ellucian Colleague student information system. Laserfiche Quick Fields pulls these forms from the network drive straight into the repository.
Behind the scenes, automation does the heavy lifting. Each document gets tagged with critical metadata: employee ID, campus location, student ID pulled from Ellucian Colleague, and a checklist of required documents. If something’s missing, the system flags it immediately.
Laserfiche Workflow then verifies the student ID against Ellucian Colleague. When a match is found, the workflow checks for existing VA packets. If one exists, the new documents merge automatically. If not, the system creates a new packet and alerts the district VA representative.
The VA rep verifies metadata accuracy and confirms the student’s certification status with the VA department. Once certified, the packet files itself in the appropriate archive location with a Student Records template applied for consistency. Students with missing or incorrect information get contacted promptly to resolve issues before certification can proceed.
The Results: Speed, access, and sanity restored
The transformation was immediate and measurable. Veterans no longer waste time traveling between campuses or worrying about lost paperwork. Staff retrieve any student’s complete VA file in seconds instead of making trips to the vault.
According to TCCD staff: “Laserfiche has made processing Veteran Affairs benefits paperwork significantly faster.”
More importantly, the college can now serve its veteran population with the efficiency and respect they earned through their service. Processing times dropped. Student satisfaction improved. Staff focused on helping students instead of hunting for files.
For a Laserfiche solution provider like MCCi, this project showcased what’s possible when expert Laserfiche support meets real operational challenges. The combination of Laserfiche training, strategic implementation, and ongoing Laserfiche customer support helped TCCD build a system that scales with enrollment growth.