Early Learning Coalition of the Big Bend (FL) Automate Records Management

Before Laserfiche, employees would spend large amounts of time tracking down documents only to find that they had been incorrectly filed, were in use by another employee or were at another office location.

The Problem

Servicing seven counties, the Early Learning Coalition of the Big Bend (ELC) covers one of the two largest client regions within the state of Florida (Gadsden, Jefferson, Leon, Liberty, Madison, Taylor and Wakulla). They have worked collaboratively over the past nine years to connect approximately 7,000 children and families to a network of over 300 child care provider programs and community partners. Part of their mission is to work as a true catalyst for ensuring all children are prepared for success in school and they are doing just that.

But as with any organization there are challenges that come up along the way which must be overcome to continue providing services at a high level of client satisfaction. For ELC this meant eliminating the hurdle of inaccessibility to records. Too often employees would spend large amounts of time tracking down documents only to find that they had been incorrectly filed, were in use by another employee or were at another office location. This was the largest factor driving the need for a system that could electronically and securely store, organize and track their records.

"We had to choose a product that was easy to use both for inputting and retrieving documents..."

The Solution

Laserfiche, provided by MCCi, was ultimately chosen due to its functionality and ease of use. “We knew that in order for our migration to a paperless system to be successful, we had to choose a product that was easy to use both for inputting and retrieving documents” says Liz Murphy, Director of Operations.

ELC employees are now able to locate documents almost instantly from their desks. Secure web access has given them the additional benefit of easily sharing documents between their seven service locations. This means they are able to provide their clients with assistance regardless of location.

In preparation for an office relocation, they are busy scanning their remaining physical records into Laserfiche, because when the new facility was designed, they purposefully included very little storage space for physical records. They will be maximizing the use of their space (while minimizing expenses) by having more of it dedicated to providing client services. At the direction of Liz, they are following several quality assurance measures in the scanning processes to ensure the documents have been scanned, organized and indexing according to their internal policies.

The Early Learning Coalition of the Big Bend is among the first in the State to embrace Electronic Records Management. “Getting our staff involved from the beginning has been a huge part of our success with Laserfiche” says Liz. To date, they have successfully rolled out Laserfiche in three of their nine departments with plans for the other six departments to come on board in the near future. They initially started with their Provider Files, followed by Human Resource Files and are now bringing in all their Family Files. In an effort to simplify the process, Laserfiche came with a tools that allows ELC to automate the indexing of records by tapping into databases that already contain the data. This has allowed them to maximize efficiency, while reducing the chance for error.

Laserfiche has even brought ELC’s attention to other areas of their business that could benefit from the functionality of the system. Today the ELC is in the midst of setting up Laserfiche Workflow to automate some of their internal processes, to include the client life cycle process and some specific processes within the Human Resources Department.

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