When Laserfiche 7 becomes
laserfiche 9, it was decided by Chesterfield County to reorganize their old
repositories, which contains documents related to technology purchases and reorganized
with Laserfiche workflow. Before the reorganization, the County faced few
number of challenges, which have older or incomplete records.
Initially, the repository was
meant to store only one type of document, for which everything get stored in a
root folder. With the time being when other types of documents added in it,
confusion was being created. The County had new plans for it. They wanted to
create hierarchy of folders depending upon type of document, so that any type of
folder can be stored. They wanted to create a single folder which contain all
types of documents in hierarchal order, like a single folder contains all
department folders and furthermore they are divided accordingly. Furthermore,
they wanted to add numbers to the ‘status’ folder to follow the order of it.
Laserfiche workflow had the
solution which moved all the documents into new folder. The workflow provides record management and provide route
path to specific folder which is dependent on completion of the number of
metadata. Now the documents are moved with “status” folder with all metadata
within new folder structure. There is also a special folder which contains
documents with partially filled in metadata, in which employees can manually
correct the data. Documents with no metadata present in the folder which is
named as “No metadata” This folder contains about 10 years old projects,
therefore updating them with metadata is least prior. This workflow shows
excellent record management system which provides complete document management
in efficient manner.
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