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.

how can we help you?

Contact us with questions and requests of service, or submit a business inquiry online.

Our client’s personal and sensitive information is handled with the utmost care to ensure the privacy and security of the data thanks to Laserfiche Forms.

CAP using forms portal and electronic signatures
Rand Clark
Community Services Supervisor, Douglas County

“There is virtually no chaos in our offices now. Nobody is looking for information, it’s all right there. My staff is able to instantly access files regardless of who last worked on them.”

Community Action Partnership Laserfiche client
Catherine Fair
Senior Director, Programs and Technology Innovation, Community Action Partnership of Ramsey Washington

“In an effort to be more efficient and effective, the Agency made
the decision to go paperless and EAP developed workflow
processes utilizing Laserfiche scanning software. This software
allows us to work on applications from any of our offices.” From 50 Year Anniversary Booklet

Mahube paperless for Energy Assistance
Liz Kuoppala
Executive Director, Mahube-Otwa Community Action Partnership

Demos

Layout

Wide
Boxed