City of Circle Pines – Rushing to Go Paper-less Before They Run Out of SpaceReplaces filing cabinets with Laserfiche ECM

City of Circle pines uses Laserfiche
Overview

Administrative Secretary Mary Ann Herrick’s goal is to have all of the City of Circle Pine’s records on Laserfiche before she retired in a year. That’s a tall order, considering the city, located 15 miles north of Minneapolis, MN, has boxes of files stored back to its incorporation in the 50s. “It’s all about document retention,” Herrick said.

challenge

Space was limited in the offices of the City of Circle Pines.  So, there were a limited number of filing cabinets available for storing critical documents.  The City was forced to move their paper documents to storage boxes.  And not having adequate for the boxes, they ended up not only in the closets but under desks and even stacked in the hallway.

You can image how difficult that made finding a document that you needed.  Hours were wasted each month, storing, moving and finding documents.  Mary Ann did not want to pass these problems down to her predecessor.

solution

Mary Ann got approval to purchase a ECM system in 1997 and selected Hemingway Solutions (formerly Solbrekk) and.Laserfiche.  

By that time,  the City Hall had simply run out of space,.  Why she picked Laserfiche and Hemingway Solutions,  Herrick said, that Laserfiche was simple to use and the price was affordable.  And Hemingway had very capable IT and Laserfiche support staff.   They took the time to listen to me and made suggestions on how to best proceed.

In 1997 Laserfiche was installed and Mary Ann began the huge task of scanning all of their important paper documents such as minutes, agenda and resolutions.  She said, “it went much faster that I thought is was going to take.  When I hit the scan button, all the scanned documents were stored in Laserfiche will all the critical data I needed to find them in the future.  Laserfiche and our scanner was so fast, it really gave me a workout trying to keep up.” ” I have to say Laserfiche is fun”

results

When asked how Laserfiche impacted her enviroment, she said; “Now, current paper documents are automatically scanned into Laserfiche and electronic files dragged and dropped. That includes all Word documents, council minutes and internal and external correspondence. “It’s good, it’s fast. The ability to transport documents from one location to another is incredible.”

When Mary Ann retired most of the boxes had disappeared from the hallways and office areas.  She was able to see her goal achieved before she retired.

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Finding documents is easy and fast in Laseriche. This is important because child care industry is a highly regulated industry and it is critical that you find the documents you need when you need them.

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Corrine Schmidt Laserfiche customer of Hemingway Solutions
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Administrator, Northeast Residence

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Dick Crumb, recommends Hemingway Solutions
Dick Crumb
IT Manager, City of Shoreview

Files everywhere. People’s desks were piled high. Underneath their desks were piled high. A misplaced file could take hours to find. Now with Laserfiche we have no paper files and finding a file takes just moments.

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Cindy Hamilton
Electronic Document Management Systems Coordinator, Community Action Partnership of Suburban Hennepin

When I needed an old finance report, I would have to search for it among 30 banker boxes. Now, those reports are available with the click of his mouse. You just can’t imagine how you appreciate that time savings when you’re busy.

Win Grandstrand
Finance Director, Community Action Partnership of Suburban Hennepin

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IT, Minneapolis Star Tribune

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Laserfiche imporved productivity
Robin Tousley
Energy Assistance Program Administrative Coordinator, Community Action Partnership Hennepin County

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