Quantcast

Customer Spotlight – North County Transit District

June 28, 2016 in Customer Spotlights |
No Comments

How North County Transit District Simplified Records Management

North County Transit District (NCTD) provides public transportation for over 12 million passengers annually in north San Diego County, CA. Before implementing Laserfiche, all of NCTD’s documents were stored on a network drive. Here is how Laserfiche Rio simplified records management and improved collaboration.

Ten Different Repositories

NCTD has ten different repositories. Access to repositories by departments and/or staff is granted based upon operational need.

  • The shared repository is used for working files and reference material. Every department has a folder in this repository and can use it for day-to-day work.
  • The records repository is used to store official records. Only the Document Control Clerk can make changes to the documents stored in this repository while everyone else has read-only access, as finalized documents are stored here.

http://ecsimaging.com/wp-content/uploads/2016/06/nctd1.png

Laserfiche for Document Collaboration

Employees are able to work off one document and keep track of all changes using versioning. When reviewing documents, collaborators email a link to the document in Laserfiche instead of creating a separate copy. One example of an important document that involves significant collaboration is the staff report.

Example: Staff Reports

Preparing a staff report requires long-range planning, advance scheduling, collaboration, and coordination with several departments. Laserfiche Workflow makes this process much more efficient.

NCTD’s Staff Report workflow has eight stages of approval:

  • Division Chief
  • CFO
  • Procurement and Contracts
  • CAO
  • Intergovernmental Affairs
  • Legal
  • Administration
  • Executive Director
  • Clerk of the Board

At each step of the process, Laserfiche Workflow sends an email notification to the appropriate approver and his backup approver. He can then approve the report by updating a template field. If the report has not been approved within two days, Laserfiche Workflow automatically sends a reminder email to the approver.

Laserfiche Workflow also keeps a history log in a template field, clearly displaying who has approved what and when.

http://ecsimaging.com/wp-content/uploads/2016/06/nctd2-700x888.jpg

At the end of the process, Laserfiche Workflow migrates the document into the read-only records repository for archival storage.

http://ecsimaging.com/wp-content/uploads/2016/06/nctd3-700x774.png

Repository Maintenance

Both public repositories are maintained using Laserfiche Workflow. NCTD has workflows that:

  • Move finalized documents from the shared repository to the records management repository
  • Rename documents to comply with a standardized naming conventions
  • Auto-generate full- text indexing of optical character recognition (OCR)-generated text

In addition, NCTD ensures that Laserfiche is the only way to manage documents by implementing:

  • Executive staff support. Support for Laserfiche came from the top down – from the CEO, Division Chiefs and Managers. Once management was on board with Laserfiche, everyone else was more likely to use the software.
  • Required use policy. NCTD has a company-wide policy that mandates the use of Laserfiche in every department. A copy of the policy is distributed to each new hire and is viewable at any time in Laserfiche.
  • Comprehensive training. New hire orientation, extensive training material—including a comprehensive Laserfiche training manual—and regular supplemental sessions are just some of the Laserfiche training opportunities available at NCTD. Trained employees are more likely to use Laserfiche regularly.
  • Easy-to-use setup. A simplified folder structure and intuitive naming conventions make Laserfiche easy to use, meaning users know exactly how and where to find what they need.
  • Process improvement. NCTD consistently seeks user feedback in order to determine what processes can be improved throughout the organization. As users become more involved in the future application of Laserfiche at NCTD, they become more enthusiastic about using the software.

Benefits of Laserfiche

Implementing Laserfiche at NCTD has resulted in the following benefits:

  • Content is now organized and stored in one central location eliminating the need to store files on multiple network drives.
  • Versioning allows NCTD to store one copy of each document, while keeping an audit trail of all changes quickly accessible.
  • Comprehensive security settings on the records repository prevent alteration of archived documents.
Show Buttons
Hide Buttons
Read previous post:
San Bernardino County – 2015

"They have been there every step of the way, from a little thing to the most recent upgrade to the...

City of Lomita – 2015

"I've been with ECS at different cities and everybody there has always been so helpful. And I get excited when...

City of La Mesa – 2015

"From an IT perspective its been great especially with the support, knowing the back end of getting Laserfiche up and...

City of Costa Mesa – 2015

"ECS Imaging has been fantastic. Anytime I've needed help I've been able to get help right away." -Michael Dunn

Customer Spotlight – City of La Mesa

Automating the Preservation of Records The City of La Mesa was formed in 1912 by a group of pioneering Californians...

First Foundation, Inc. – 2014

"ECS has been very great to us...we consider them a key component in making sure that our Laserfiche initiative is successful."...

Customer Spotlight – City of Newport Beach

How the City of Newport Beach Automated Permitting The City of Newport has recently selected ECS Imaging as their Laserfiche...

Valley Mountain Regional Center – 2014

"ECS is the bright spot...With ECS you can get and talk to someone who's a SQL expert, someone who's a...

Victor Valley Transit Authority – 2014

"Laserfiche is a very clean, easy to access repository. It's much easier to retrieve files. Our files aren't getting lost...

City of Diamond Bar – Automating Accounts Payable with Laserfiche Quick Fields

Located in Eastern Los Angeles County, the City of Diamond Bar was named after the “diamond over the bar” brand...

Close