It’s an honor to introduce the Software & Records Analyst and Records Management Officer of Bryan Independent School District (ISD), John Rokenbrod. John is recognized as the 2018 Laserfiche K-12 Education Influencer of the Year. By harnessing the capabilities of Laserfiche, Bryan ISD can continue to offer positive and personalized experiences that enhance the lives of the young people they serve.
"HR estimates that it has reduced its annual staff costs associated with document management by over $350,000 a year with our current Laserfiche process."
Describe how Laserfiche transformed the way your organization works. Include information about processes that are now automated, system integration, and tie in how these solutions have addressed the pain points your organization faced.
Before implementing Laserfiche, we were running out of space to store records, having issues with lost or misplaced files, experiencing backlogs in processes, and the concern for the security of records stored in offices and warehouses grew.
What was the process of distributing and sharing the information before Laserfiche?
It was not easy to locate and share documents, especially during new employee onboarding. Having a tracking sheet attached to a folder doesn’t do much good when the folder is missing!
It’s not uncommon for former employees to return to the district, but their archived folders sat in a warehouse. To re-onboard, someone would have to go to the warehouse to retrieve the folders.
When you purchased Laserfiche, what problems were you looking to solve?
Security was a huge issue. Warehouses and offices are less secure than password-protected digital environments within an internal firewalled network. Offices are often left open when unoccupied, and folders stayed in file boxes or mailboxes outside of offices at times. Many people have master keys and can access information in offices after hours. Warehouses have the issue of people being in and out all day long with the additional concerns of poor climate and fire control systems.
The district had a previous records management system, but it was so underutilized that some key staff members were unaware of its existence.
Which departments currently use Laserfiche?
The district went live with a ten user Avante system in April of 2014 and now has over 75 licenses assigned, over 20 departments using it, and over 60 workflows and forms processes in place.
What specific savings organization-wide do you link directly to using Laserfiche? How do you quantify your organization’s return on investment?
As an independent school district, we’re saving at least $137,675 per year using Laserfiche.
We freed up more than 2,500 square feet of warehouse space because 500 filing cabinets and 75 pallets of file boxes (between student records and HR/Benefits) reduced to a total of 50 combined! The contents were imaged and brought into the Laserfiche system.
Our Human Resource department estimates that they have reduced the cost of internal copying of documents that are used internally and then discarded by one-third.
Additionally, HR estimates that it has reduced its annual staff costs associated with document management by over $350,000 a year with our current Laserfiche process, as compared to the past practice of filing only paper documents.
What is the most positive change you have seen since implementation?
Our processes were primarily Workflows until recently. Now, we create more Forms-based processes that tie to Workflow for filing – establishing automated business processes. The ability to link these two together is transforming the district!
In terms of security, it brings us peace of mind with the knowledge that information within our Laserfiche system is located in a safe, secure digital format. This storage method meets the compliance of FERPA, FOIA, HIPAA, Texas Local Government Records Act, Texas Open Meetings Act, and the Texas Public Information Act.
Which applications did you integrate with Laserfiche? Tell us how they work.
eFinance is our financial and employee database software. Multiple forms-based processes and workflows are tied to this system. The most common use of this integration involves running a query based on an employee’s identification number and returning to fill multiple fields in HR, I-9, Benefits, and Payroll templates.
Frontline’s Applicant Tracking is used in the soon to be replaced new employee orientation process.
We used FormXtra Capture primarily for HR documents such as employee contracts, Letters of Reasonable Assurance, and evaluations. It was also used to extract text from scanned student records prior to importing them into Laserfiche.
Describe how Laserfiche’s features and functionality play a significant role within your organization.
The ability to integrate other programs such as eFinance transformed how Human Resources operates. The district used to encounter as many as 300 filing exceptions in a single run when filing documents such as employee contracts or evaluations. These exceptions occurred because the employee’s name on a document did not match any of the names on folders or in the repository.
Now nearly every Forms process or Workflow involving an individual’s documents in HR, Benefits, and Payroll is tied to the employee database, as are the employee folder names themselves. Plus, a workflow runs periodically to update employee folder names based on the database.
We also recently streamlined our subpoena processing in November 2019. We use Laserfiche to handle both subpoenas for records and subpoenas for staff members to appear in court.
A second process is in place that subpoenaed staff members use to inform our in-house counsel whether or not they will comply with the subpoena. These processes have reduced disruptions to campuses and have been well received.
Share with us about the future for Laserfiche within your organization.
We plan to:
- Add the Food Service Department online with Laserfiche.
- Complete the rollout of our new Forms-based employee orientation process.
- Tie student records to SQL databases and expand Laserfiche’s use beyond merely storing folders of graduates and withdrawn students.
- We’ve started a pilot project to scan daily attendance documentation into Laserfiche and are in the processing of buying a block of 2,000 Education User Licenses and 20 scanners for our attendance clerks. We hope to have the student information system SQL database tied to forms and Workflow prior to Empower 2020.
What advice would you give someone just starting with Laserfiche?
Reach out, join the community, and get connected with other users and the team at Laserfiche. There are many ways to do this:
- Browse Laserfiche Answers and ask questions.
- Participate in webinars and Laserfiche Spark.
- Attend user groups and the annual Empower conference.
These will help a new user to become more familiar with the product suite, consider uses they might not have thought of on their own, and given them a strong network of people they can turn to for advice and share ideas. MCCi also has a wealth of information and can be an incredible resource!
To learn more about how Laserfiche can empower your organization to streamline business processes, contact us today.