Truckee Donner Public Utility District
Hitting the Ground Running from Day One
Located on the stunning shores of Lake Tahoe is the Town of Truckee, California. In this town, the Truckee Donner Public Utility District provides crucial water and electricity resources within the 44-square mile service area.
Streamlined operations are key to providing fast, efficient service to over 15,000 customers. As such, Truckee Donner PUD found themselves in need of a digital platform that was more than just a virtual filing cabinet. They needed process automation, electronic forms, easy integrations to other critical software, and the transparency that a public portal provides.
When reviewing proposals, Laserfiche and ECS Imaging became the clear solution.
Although new to using Laserfiche, Truckee Donner PUD hit the ground running, taking advantage of Laserfiche’s many modules right away. Since they began using Laserfiche in 2021, they have imported over 156,000 documents and over 99 GB of data into their repository.
Currently, just one year later, they are using:
- Laserfiche Avante with 30 users
- Quick Fields, Zone OCR
- Import Agent
- Weblink Public Portal
- Forms & Forms Portal
- Audit Trail
- DocUSign Integration
Of all the solutions that they’ve developed in this short period of time, 3 stand out as the most used: their contracts management workflow that integrates with Tableau and their financial system, their human resources workflows for applications and onboarding, and their board resolution/ordinance workflow that’s integrated with DocuSign.
Other important forms that they’ve developed include a public records request, employee vacation request, COVID-19 reporting, staff reports, and a daily water checklist that allows their employees in the field to report on water quality quickly and easily. Many of these forms are integrated into workflows that automate routing to the correct employee(s) and keep track of the document in each step of the process.
Some other workflows that allow their system to operate at maximum efficiency and help employees to complete their work without delay include a nightly database OCR, restructuring of folders and naming conventions, and metadata updates on templates.
Without Laserfiche workflow, these processes would all need to be completed manually, taking valuable hours of employee time. Thanks to Laserfiche, the automation of these processes takes both the time and human error factors out of the equation.
Laserfiche has been a game-changer in allowing the district to operate efficiently and provide services to customers in a timely manner. Laserfiche allows employees the satisfaction of easy work, without the hassle of multiple software systems and duplicated data.
Bringing digital transformation to any organization isn’t easy, but it can be done smoothly with the proper planning and partner(s). Utilizing ECS Imaging and creating an internal team are key to a successful digital organization, according to Truckee Donner PUD’s Laserfiche champion, Shanna Kuhlemeier. She also recommends attending as many of ECS and Laserfiche’s webinars, trainings, and conferences as possible.
Next, Truckee Donner PUD is planning to expand Laserfiche to additional departments. As far as integrations and customizations go, a GIS integration is at the top of the list, as well as customizations for their water, engineering, and records retention needs.
We can’t wait to see what the district does next!