Community Action Partnership Suburban HennepinReplaces filing cabinets with Laserfiche ECM

replace filing cabinets with Laserfiche

Community Action Partnership of Suburban Hennepin (CAPSH) is a community action agency working to improve the lives of low-income people in the suburbs of Hennepin County, Minnesota. CAPSH is one of nearly one thousand community action partnership agencies (CAPs) that operate across the country. These agencies are nonprofit organizations, established under the Economic Opportunity Act of 1964 to fight America’s War on Poverty.
CAPSH utilizes outreach, energy assistance programs, home ownership services, and financial counseling to help people achieve self sufficiency and to break the cycle of poverty. It also houses a Planning and Development department, which helps nonprofit organizations and other service entities to become more effective.


Energy Assistance is one of CAPSH’s largest departments. It is also one the greatest producers of paper files, processing about fifteen thousand 10-40 page applications every year. To make things even more complicated, CAPSH is required to keep these applications on file for seven years.

The result was thousands of files, and a huge storage issue. Cindy Hamilton, Electronic Document Management Systems Coordinator at CAPSH recalled the mess. “Files everywhere. People’s desks were piled high. Underneath their desks were piled high. A misplaced file could take hours to find.”

Finally, at the end of 2008, CAPSH found itself out of space to process and store applications. They began to look at electronic document management software.


After seeking advice from several other CAP agencies that had made the change and successfully implemented document management software, CAPSH selected and purchased Laserfiche in the fall of 2009.

Cindy, who had never worked with a document management system and claimed only basic computer skills was chosen to scan and organize the documents. She worked with Chad Brinkman, a Laserfiche engineer from Solbrekk, to make the process as efficient as possible.

Chad and Cindy noticed that all application files had a page printed from E-Heat – the department’s main software application – which they used as a cover sheet for batch scanning. This page included all the information they needed: client first name, last name, social security number, household number, and program year. However, over the years the E-Heat program had changed, and so had the location of this important information on the printed page.

To remedy this problem, Chad created a Laserfiche Quick Fields session that could find the information regardless of the year it was produced.  Chad and Cindy were also able to use Laserfiche Real-Time Look-Up to validate the accuracy of the information by retrieving information from E-Heat and comparing the values.




Armed with this powerful Laserfiche Quick Fields session, Cindy was able to scan large batches of application files at once. The program did the work of separating the batch into individual applications, naming the files, creating folders, storing each application in a folder, and populating its index fields. Using this automated process, Cindy was able to completely empty fourteen four-drawer filing cabinets the first year, and by the second year, every department’s documents were scanned and recycled.
“I remember the mess we had before,” Cindy says. “But now, with Laserfiche, any application file can be found in just moments.” When CAPSH’s Finance Director, Win Grandstrand, used to need an old finance report, he’d 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,” he says.
With the implementation of Laserfiche, CAPSH has been able to spend less time on frustrating paper issues. Now, they focus that time and energy on completing the task at hand: meeting the needs of the low-income families and helping them find their way to financial independence.

how can we help you?

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

I cannot even begin to express how elated I am with this product!!!!!!

Even when there are data elements that need to be fixed, the process is so painless and intuitive and easy that it is absolutely a JOY to work in the system.

Ben (and Mark) have been so supportive and even suggesting fixes I would not have required. I get the feeling he is just as invested in getting us up and running as I am.

This has been the best software rollout experience I have ever had —- and I have launched a LOT of software programs (and written a few myself).

THANK YOU for all of your help and support!!!!!!!!

Dee Bradshaw
Director of Purchasing
Community Health Centers, Inc.

community health goes paperless using laserfiche and hemingway solutions
Dee Bradshaw
Director of Purchasing, Community Health Centers, Inc

I wanted to thank you for all of the work you have done for us! We could not have done it without you!
When the pressure was on, you really stepped up to help us, and I really appreciate it!

Tracy Boggs
IT, Viking Materials

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

Your Laserfiche engineers are great. They are so nice and easy to work with.

community health goes paperless using laserfiche and hemingway solutions
Dee Bradshaw
Director of Purchasing, Community Health Centers

“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

We increased productivity in our Energy Assistance department by 129% in one year using Laserfiche Workflow

Laserfiche imporved productivity
Robin Tousley
EAP Administrative Coordinator, Community Action Partnership Hennepin County

Laserfiche saves our staff so much time.

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

Looking for a First-Class Business Plan Consultant?