City Hall Plans Migration to Laserfiche for Document Management Efficiency

During a recent meeting of the City of Waukesha's Information Technology Board, discussions centered on the future of the city's document management system, Laserfiche, and its potential migration to cloud services. The board reviewed a proposal for the migration, which was initially included in the Capital Improvement Plan (CIP) but has since been reconsidered due to rising costs.

The proposed migration to the cloud was deemed affordable initially; however, the annual maintenance costs would increase significantly to approximately $70,000. As a result, the board decided to remove this migration from the CIP, indicating a shift in strategy regarding the city's software management.

Laserfiche, a modern document management system, is currently being utilized to digitize paper processes across various city departments. The board highlighted the importance of this system, particularly for the Community Development department, which manages over a million documents. The transition to a digital format has streamlined operations, allowing staff to efficiently handle open records requests through a public-facing portal. This innovation reduces the need for staff to search for documents manually, thereby improving service levels and operational efficiency.

Looking ahead, the city plans to expand the use of Laserfiche to other departments, including the fire department, to further enhance document management capabilities. The board emphasized the significance of this transition, noting that it not only modernizes the city's record-keeping but also supports various departments in their efforts to digitize and manage critical paper records.

In conclusion, the discussions at the meeting reflect a strategic pivot in Waukesha's approach to document management, focusing on cost-effective solutions while enhancing efficiency across city departments. The board's decision to forgo the cloud migration underscores the importance of balancing technological advancements with budgetary constraints, ensuring that the city continues to serve its residents effectively.