Share Your Story With Us!

Jay O’BrienAccount Manager

Laserfiche

California

How Laserfiche Helps Central San

What We Did and How We Did It

John PhillipsI T Analyst

Central Contra Costa Sanitary District

• Needs & Objectives• Easier Access• Application Integration• Improved Disaster Recovery• Physical Space

• Major Applications• Accomplishments• Tools & Techniques

Presentation Overview

• Wastewater Collection & Treatment• 450,000 Residents

• 270 Employees• 200 at HOB Martinez• 19 Remote Locations

• Laserfiche since 2003

Central Contra Costa Sanitary District

• Prime Users• Secretary of Board• Permit Counter• GDI (GIS)

• Others• Laboratory (legal mandate)• Human Resources• Risk Management• Right of Way• more coming …

Laserfiche Users . . .

• Disaster Recovery

• Agenda• Minutes• Ordinances• Resolutions• Supporting Documents

Secretary of the District (Board of Directors)

• 60 years of records• From 1946

• 10,000 documents• 70,000 pages

Disaster Recovery - Historical

• Legal copies in LF• Historical & Current• Nightly Backup

• Existing staff• Some summer help

• One Year for scanning

Disaster Recovery Solution

• Snapshot• Body of document

• Scanning• Signature page

Board Documents - Current Process

• Employee Intranet• WebLink

• Board Reports• Permit Files

“I’ve been looking for that!”

Additional Benefits - Staff

Additional Benefits - Public

• Website Links

• Recent Postings• Automatic Updates

• Historical• Browse• Search

• Integration• Sungard HTE Permits• Beginning 1993

• Access• Microfiche Permits• 1946 – 1993

• Physical Space• Job Files

» Maps

» Plans

» Fees

Permit Counter - Goals

• Documents linked to HTE record

• User opens HTE record

• Selects document (image) function• View existing• Add new

Permit Counter – HTE Integration Concept

• HTE sends request to Laserfiche• View Document• Add New Document

• Laserfiche Client• Displays document• Opens for scanning

» Auto-populate template fields

Permit Counter – HTE Process

• Template Fields• 6-8 provided• Need 14

• Bulk Processing• Not Supported

Permit Counter – HTE Limitations

• Quickfields• Populate Missing Template Fields• Create Folders, if needed (by year)• Move Document to Folder

• Custom HTE Module• Create link in HTE DB

• Database Process• Update HTE Link Table

Permit Counter – HTE Workaround

• Backlog Complete• 25,000 permits

• Daily Activity• Still batch• Real-time pending

Permit Counter – HTE Permit Results

• 1948 – 1993• 95,000 pages

• Scanning Complete• Template Fields Pending

• No Database• Possible APN Link

Permit Counter - Microfiche

• District Construction Project Records• Maps / Plans / Fees / Correspondence• 200,000 Pages +

• Physical Space• Template Fields

• Possible Links– Permit #

– APN #

• Work in Progress

Permit Counter - Job Files

• District GIS System• Sewer Lines• Related Data

• Dimensions• Capacities• Cleaning Schedules

• Linked Documents• Permits• Parcel Maps• Record Drawings

GDI

• Field Staff• Maintenance• Repair

• Remote Access• Maps• Drawings

GDI - Benefits

• Secretary of the Board• Documents are protected and recoverable• Easy access for staff and public• Reduced workload

“We use it everyday.”

• Tools• Client Scanning• Snapshot• WebLink

Summation

• Permit Counter• Integrated with HTE• Improved access• Physical space relief

• Tools• Client Scanning• Quickfields• Integration Express• Custom HTE Module• Custom Database Queries• WebLink / WebAccess

Summation

• GDI• Easy access for field staff• Efficient management of maps and records

• Tools• Client Drag & Drop• WebLink

Summation

• Folder Structure• User Comfort• Experiment & Test

• Templates• Less is more• Don’t duplicate OCR• Searches & Reporting

• Naming Conventions• Meaningful• Consistent

Recommendations - Planning

Questions?

Feel free to ask below or directly through

the LinkedIn group discussion.