Grapevine (TX) Embraces Business Process Automation with Laserfiche

See how the municipality alleviated the strain of everyday processes.

“Our automation allows us to reduce paper, streamline processes and free up staff to focus on higher priorities.”

The Problem

The city’s primary method of documentation was through hard copies, carbon documents, and routing by hand. They relied heavily on filing systems and the entry of over 106 forms and 74 workflows.

For performance evaluations and status change forms, the city used a cumbersome process that involved an excel spreadsheet, sending several emails, hand routing documents for signatures and having to manually enter these into their Human Resource database.

This entire process often took months to complete.

The Solution

The use of Laserfiche Forms became the city’s standard for document storage and automation.

As a result of digitizing, they were able to save time, remove over 25 filing cabinet systems, streamline their workflows and automate about 1,200 documents.

In automating the burdensome performance evaluation and status change form processes, they tied in their HR database and created dynamic evaluation forms that allow their staff to easily track these documents, add comments and send reminder emails.

“Our automation allows us to reduce paper, streamline processes and free up staff to focus on higher priorities,” said Shawna Barnes, Assistant City Secretary, and Record Manager.

The city has also improved document sharing between the city and public safety officials such as 911 operators, police officers, and firefighters who serve a critical role in answering and responding to emergencies.

These officials no longer experience a delay in viewing necessary documents from multiple departments and can use them to effectively assess situations in the field.

The City of Grapevine anticipates the build-out of 24 additional processes in Laserfiche to assist with Accounts Payable, Police Training and IT Management.

“[Laserfiche] has completely changed many business processes within our city and will continue to streamline many more in the future. We as a city are collaborating more than we ever have,” said Barnes.

To learn more about how Laserfiche can empower your organization to streamline business processes, contact us today.
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