The Power of Records Management and Workflow Spread Citywide in Georgetown, TX

Laserfiche Repository, Quick Fields, Workflow, and Forms implementation reduced the amount of time spent manually entering data by 33%, decreased the scanning project duration by 91%, and saved $82,000 in resources.

“I want to show my appreciation for the collaborative efforts of my entire project team, for their hard work, dedication, and innovative problem solving using Laserfiche,” stated Matt Kunkle.

The Solution

Contributed by: Matthew Kunkle, Records Coordinator, City of Georgetown, TX

The Georgetown City Secretary’s mission is to provide service to the city council, its constituents, and city staff by facilitating compliance with the state records’ laws, by improving processes, and by preserving history. The Records Management Program within the City Secretary’s Office provides the identification, maintenance, retention, security, and disposition of city records.

In serving a population nearing 70,000, the City of Georgetown needed to find a more efficient way to process and store their paper documents while staying compliant with the Texas State Library and Archives Commission.

The adoption of Laserfiche allowed the city to accomplish several goals:

  1. Improved access to documents electronically
  2. Saved storage space and reduced storage facility costs
  3. Implemented a disaster preparedness solution
  4. Increased the ease to disseminate information swiftly
  5. Kept the city in legal compliance
  6. Reduced retrieval times for open records requests
  7. Decreased the amount of time needed by staff for processing records

“The city’s Laserfiche solution has served as our shared document repository. After a pilot project using Laserfiche’s Workflow module, we scaled up usage and expanded it to departments,” said Matt Kunkle, Records Coordinator, City of Georgetown.

One department that appreciates the functionality of Laserfiche is the Georgetown Utility Systems (GUS) that serves approximately 42,000 accounts representing more than 62,000 customers in a 440 square-mile service area. Department records range from billing, customer service, and administration to operations, management, engineering, construction, and permits. The GUS project had minimal staff from a variety of departments to help incorporate records from a nearby utility district acquired by the City. The project team that took the lead were the Records Program Manager, along with the City Records Coordinator, Utility Records Specialist, and Information Technology Analysts. This process organized more than 79,000 archived records, and 300,000 pages scanned. The evaluation of records was vital due to the extensive retention periods that exist.

The City’s IT and Records Management staff configured Laserfiche’s batch processing tool, Quick Fields, to capture metadata and set Laserfiche’s Workflow to assign templates and annotations (such as sticky notes, highlights, and redactions). The implementation team applied document naming conventions, and automated filing processes.

This powerful tool reduced the scanning project duration from 188 days to 17 days, saving more than $82,000 in staff time!

Laserfiche Quick Fields, which reads barcodes, and Laserfiche Workflow were set up to require double entry automated confirmation- this combination yielded less than two percent of metadata errors. Laserfiche Workflow has been implemented across departments as an organizational-wide standard.

With the records management project complete, GUS set out to automate the Irrigation Rebate Forms to encourage water conservation. For customers with an underground irrigation system, the city offers a rebate to customers who choose to have their controller box inspected and set to the recommended specifications by a licensed irrigator. By automating this process, customer usage increased, and Laserfiche’s Workflow module saved an immense amount of time by reducing the number of manual entries needed by staff by 33%.

The City of Georgetown recognizes the value of Laserfiche for all departments, and they are continuing to implement Laserfiche across departments.

The Georgetown Utilities Systems Records Management Project won the city an MCCi Excellence Award for their records management processes, and they also won a prestigious Program Excellence Award from the National Association of Government Archives & Records Administration (NAGARA).

“I want to show my appreciation for the collaborative efforts of my entire project team, for their hard work, dedication, and innovative problem solving using Laserfiche,” stated Matt Kunkle.

Interested in learning more about how Laserfiche can impact your records management processes in a positive way? Contact us today!