This award recognizes the city’s efforts to modernize business practices through an enterprise content management initiative. City IT used Laserfiche, an electronic document management and workflow system, to streamline processes, automate routine tasks, go paperless, minimize data entry and human error and increase security.
During the past year, IT coordinated with 12 departments to develop 50 new automated workflows. For example, barcoding and scanning thousands of documents helped the Commissioner of Revenue improve efficiency through quick and easy retrieval of information. The City Auditor’s office was able to eliminate an outdated case management system as well as $2,000 a year in maintenance costs while creating a secured central repository for documents. Marrying Laserfiche to Human Resources’ information system expedited new employee processes such as computer access and ID badges.
Among the benefits of this effort: process automation in the City Treasurer’s office helped it to save 51 work hours per week, more than a full-time employee. And paper and storage costs have decreased citywide by approximately 13%, leading to an average annual savings of $8,300.00 (based on a reduction in the number of records sent to an offsite storage facility).