Laserfiche Accelerates Approval Process for Hanover Treasurer’s Office

The Treasurer’s Office heavily relied on the Bright System by BAI for managing and balancing cashier tickets and the handling of payments at the front desk.

"Laserfiche Workflow has saved an enormous amount of paper."

The Solution

At the end of 2011, Hanover County made the decision to purchase Laserfiche for their Enterprise Content Management (ECM) needs. Over the past few years, different departments within the County have continued to hop on board and join in the Laserfiche movement. Last year, the County implemented Laserfiche Workflow for the Treasurer’s office to accelerate the approval processes.

The Treasurer’s Office heavily relied on the Bright System by BAI for managing and balancing cashier tickets and the handling of payments at the front desk. Initially, before Laserfiche, cashiers would go through the process of manually generating a report in Bright, print them out and file in a folder to submit to their Supervisor. This grueling process would continue through several levels of approval until finally approved by the Accounting Supervisor and then filed away in cabinets or boxes.

In conjunction with Laserfiche, the County developed a process in which the reports produced by Bright were electronically printed into Laserfiche through the Snapshot print utility and indexed by cashier, date, and register. Once the reports are in Laserfiche, Workflow is triggered to send notifications with links to the appropriate reports for online review and approval. This process continued digitally until final approval by the Accounting Supervisor. Once approved, the records were archived into the appropriate records retention folder in the Laserfiche Repository. Daily reports that have been scanned into Laserfiche could easily be linked with Bright by Workflow by creating a link between the two files for easy review and validation.

This electronic Workflow process has saved an enormous amount of paper that had been used in printing the Treasurer’s daily reports as well as improving speed, flow, accountability, and accessibility. The Treasurer’s Office has also been able to use Workflow to utilize core activities and functions within it to build additional Workflows for other business processes, further enhancing their productivity and adding value to their RIO Enterprise Content Management system.

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