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Frequently Asked Questions
What is the Laserfiche Cloud uptime SLA?
Answer:
Laserfiche indicates 99.9% monthly uptime for Laserfiche Cloud. For customers, this provides a baseline service availability expectation suitable for modern operations—especially when Laserfiche is used for records, case files, procurement documentation, Clerk workflows, and other business-critical content.
How often is Laserfiche Cloud backed up?
Answer:
Laserfiche indicates backups occur every 6 hours and are stored encrypted using AWS services. This supports continuity and restoration needs, especially for agencies with business continuity requirements or internal audit expectations for recovery readiness.
If we leave Laserfiche, can we export our data?
Answer:
Yes. Laserfiche indicates that customers may retrieve information using standard export capabilities during the subscription term and any applicable termination notice period. After that, data deletion is handled based on procedures and contractual requirements.
Does Laserfiche Cloud provide audit logging?
Answer:
Yes. Laserfiche includes audit logging via Audit Trail, tracking key actions such as viewing, editing, creating, and deleting documents and metadata. For public agencies, audit logs are essential for internal controls, investigation support, public records defensibility, and demonstrating adherence to policy.
Who can access our data?
Answer:
Laserfiche indicates that customer access is governed by customer-defined roles and permissions (i.e., you control access). Laserfiche also indicates that Laserfiche personnel access customer data only when needed for operations or support, with controls such as authorization and logging.
Is customer data allowed outside the production environment?
Answer:
Laserfiche indicates: no.
Where is Laserfiche Cloud hosted?
Answer:
Laserfiche Cloud is hosted on Amazon Web Services (AWS) infrastructure. This gives agencies the benefit of modern cloud scalability and enterprise-grade hosting services, while Laserfiche manages the application layer and operational controls specific to the Laserfiche platform.
Is Laserfiche Cloud hosted in the United States?
Answer:
Yes. Laserfiche indicates customer data can be hosted in the United States and remains in the U.S. unless otherwise specified in the agreement. For public agencies, this is a common requirement for risk management and policy alignment—especially when cloud programs must satisfy internal governance standards.
Is Laserfiche Cloud multi-tenant?
Answer:
Yes—Laserfiche Cloud operates in a multi-tenant cloud architecture. In practical terms, that means multiple customers use the same core cloud environment while maintaining logical separation between tenants. Permissions, tenant boundaries, and operational controls are designed so each organization’s data remains segregated and accessible only by authorized users and administrators.
How is Laserfiche Cloud data encrypted?
Answer:
Laserfiche indicates that Laserfiche Cloud encrypts data:
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at rest using AES-256, and
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in transit using TLS 1.2+.
This is important because it protects data both while it’s stored and while it’s moving between the user’s browser/client and the cloud platform, helping agencies meet common security and compliance expectations.
Does Laserfiche Cloud support Single Sign-On (SSO)?
Answer:
Yes. Laserfiche indicates SSO is supported, including AD FS and SAML 2.0 authentication. This helps agencies centralize identity management, enforce authentication standards consistently, and reduce password fatigue (which often lowers security posture).
Does Laserfiche require Multi-Factor Authentication (MFA)?
Answer:
Laserfiche indicates MFA is required for remote access to organizational data. This is a key safeguard for reducing account compromise risk and aligns with standard security controls expected for cloud systems used in government operations.
How easy is it to find documents in Laserfiche once they are stored?
Answer:
Laserfiche makes finding documents fast and easy. Once files are stored, you can search by keyword, metadata, or even scanned text thanks to built-in OCR. Need something specific, like all invoices from a certain vendor last May? No problem—custom templates and powerful search tools make that simple
You can run a quick Google-style search, build more detailed queries, or save searches you use often. Even if a file is misfiled, Laserfiche can still find it and show you where it lives. With extras like starred favorites and a “recent documents” list, it’s designed to get you back to the right file without the hunt.
One of our city clients told us they used to spend half their morning tracking down the “right” version of a document. After moving to Laserfiche, they can type in a keyword or invoice number and have it in seconds. What used to be a frustrating, time-consuming task is now effortless, freeing staff to focus on serving their community instead of chasing files.
At CPS, we know search is only as good as the setup behind it. That’s why we work closely with clients to build smart templates, consistent metadata, and indexing strategies that match their real-world needs. With decades of experience, we make sure Laserfiche’s powerful search tools don’t just exist in theory; they’re tuned to actually save time, reduce errors, and make information instantly accessible.
How should we organize our records before scanning?
Answer:
Organizing records before scanning dramatically reduces project cost and processing time. This includes removing duplicates, grouping documents into logical folders, removing staples and paperclips and clearly labeling boxes. Clean preparation ensures more accurate metadata capture and smoother ingestion into Laserfiche.
Related CPS Blogs:
Organizing Your Records for Scanning Service: How to Get Started for Your Scanning Project
Three Important Steps to Prep for Your Backfile Conversion
Can Laserfiche summarize documents?
Answer:
Yes. Laserfiche describes AI-generated summaries for repository files including scanned documents (imaged paper), PDFs, Office files, and even transcribed audio/video content. This can help agencies reduce time spent reading lengthy documents and enable faster triage of records such as meeting materials, contracts, permits, investigations, and correspondence.
What are Smart Fields in Laserfiche?
Answer:
Laserfiche Smart Fields can extract metadata values automatically from documents. Laserfiche indicates Smart Fields can be configured using natural language prompts entered into field descriptions, and supports capabilities such as handwriting recognition, translation, and extraction of table/line-item data.
Can Laserfiche automatically classify documents using AI?
Answer:
Yes. Laserfiche describes AI-assisted classification that can apply templates/tags based on prompts configured in the system. For agencies, this matters because it can reduce manual sorting and filing, improve consistency, and support the long-term integrity of records programs (especially when staff turnover occurs).
Can staff review or override AI outputs?
Answer:
Yes. Laserfiche indicates Smart Fields extractions can be overwritten by humans, and Smart Fields will not overwrite a human-entered value in a field. This supports a practical “human in the loop” approach where AI accelerates routine work without removing accountability from staff.
What affects AI output quality?
Answer:
Laserfiche indicates AI performs best with accurate text extraction and concise prompts, and may underperform when text extraction is incomplete (for example, low-quality scans). In practice, agencies get the best results when AI is combined with a content quality strategy (good scanning standards, consistent naming/indexing, and clear data governance).
Want help verifying your AI requirements?
Answer:
CPS can provide a public-sector-friendly AI checklist and help map Laserfiche controls to common municipal IT standards.
What is Document management?
Answer:
Document management (DM) is the process of keeping your organization’s documents organized, easy to find, and secure. At its core, DM ensures three things: documents are current, accessible, and protected.
Traditionally, DM focused on paper files and basic storage systems like file cabinets or shared folders. Today, it covers the full lifecycle of both paper and digital documents, using tools like scanning, digital storage, version control, search, and collaboration features.
Because it focuses on documents specifically, DM is often considered part of broader disciplines like Information Governance, Records Management, and Enterprise Content Management. Modern document management systems (DMS) take these ideas further, offering smart, centralized solutions that make information flow more efficiently across an organization.
We’ve seen firsthand how the right approach to document management transforms day-to-day work. Take our municipal clients who started with rows of filing cabinets; they now retrieve records in seconds, serve residents faster, and rest easy knowing sensitive information is locked down. One city clerk told us she finally had time to focus on citizen services instead of chasing paperwork. That’s what success looks like for us: helping clients get back valuable time while building systems they can trust.
What makes CPS different is our depth of experience and laser focus on local government. We don’t believe in one-size-fits-all setups; every implementation is designed to align with retention schedules, compliance standards, and long-term digital strategies. Our team has guided hundreds of agencies through migrations, trusted system certifications, and integrations with platforms like GIS and ERP. When it comes to document management, we bring both the technical expertise and the industry insight to make it work seamlessly in the real world.
A document management system (DMS) is more than just a place to store files; it’s a centralized hub that keeps everything organized, secure, and automated. With tools like version control, workflows, and built-in compliance, a DMS manages the full life of a document from start to finish. Compare that to shared drives or basic cloud storage: they’re fine for saving and sharing files, but they don’t offer the controls or automation you need to handle complex business processes or meet regulatory requirements.
We’ve watched clients make the leap from shared drives to a true document management system, and the difference is night and day. One water district told us its staff used to spend hours digging through folders to find the “right” version of a file. Now, with automated version control and workflows, they can locate it instantly, and approvals move forward without a hitch. It’s not just faster, it’s less stressful, and their teams finally feel confident they’re always working from the right document.
At CPS, we know that moving beyond simple storage isn’t just about convenience; it’s about meeting compliance, security, and efficiency demands that organizations can’t ignore. Our expertise comes from years of guiding agencies through that shift, designing systems that match their business processes and regulatory needs. We bring the best practices, the lessons learned, and the technical know-how so clients don’t just get a tool—they get a system that truly supports the way they work.
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What is a Document management system?
Answer:
A document management system (DMS) is more than just a place to store files; it’s a centralized hub that keeps everything organized, secure, and automated. With tools like version control, workflows, and built-in compliance, a DMS manages the full life of a document from start to finish. Compare that to shared drives or basic cloud storage: they’re fine for saving and sharing files, but they don’t offer the controls or automation you need to handle complex business processes or meet regulatory requirements.
We’ve watched clients make the leap from shared drives to a true document management system, and the difference is night and day. One water district told us its staff used to spend hours digging through folders to find the “right” version of a file. Now, with automated version control and workflows, they can locate it instantly, and approvals move forward without a hitch. It’s not just faster, it’s less stressful, and their teams finally feel confident they’re always working from the right document.
At CPS, we know that moving beyond simple storage isn’t just about convenience; it’s about meeting compliance, security, and efficiency demands that organizations can’t ignore. Our expertise comes from years of guiding agencies through that shift, designing systems that match their business processes and regulatory needs. We bring the best practices, the lessons learned, and the technical know-how so clients don’t just get a tool—they get a system that truly supports the way they work.
is Document management secure?
Answer:
Laserfiche takes security seriously. The platform is built with strong protections like AES-256 encryption for stored files and TLS for data in transit, so information stays safe whether it’s sitting in the system or being shared. On top of that, you get granular access controls, user authentication, and audit trails to make sure only the right people see the right documents. Laserfiche also meets tough industry standards such as SOC 2 Type 2, ISO/IEC 27001, and DoD 5015.2—so organizations can feel confident they’re meeting regulatory requirements while keeping sensitive content secure.
For our clients, that level of security isn’t just a box to check; it’s peace of mind. One city clerk told us she used to worry about sensitive records getting misplaced or accessed by the wrong person. After moving to Laserfiche with CPS, she said it was a huge relief knowing that everything from council minutes to contracts was locked down with the right permissions. Her staff could still collaborate easily, but she could finally sleep at night knowing compliance and security were covered.
At CPS, we understand that security isn’t one-size-fits-all. Every agency has different compliance pressures, from retention schedules to government standards. That’s why we don’t just flip a switch; we tailor Laserfiche’s security features to align with each client’s regulatory landscape and internal policies. With decades of experience and a deep focus on trusted systems, we make sure security isn’t just a feature; it’s a foundation our clients can build on.
Can Laserfiche handle scanned paper documents?
Answer:
Yes, Laserfiche takes the headache out of dealing with scanned documents. Instead of sitting as static images, files are processed with OCR, so the text becomes usable and searchable. Add in custom templates and metadata, and suddenly even scanned invoices or contracts are easy to organize, tag, and retrieve whenever you need them. The data from a scanned document can also be used to drive a workflow or kick off a business process.
Many of our clients come to us with decades of paper records and boxes stacked to the ceiling. For them, searching for documents was a slow and stressful process. However, after we scanned and indexed those documents in Laserfiche, staff could instantly pull up what they needed, whether it was a 10-year-old contract or last week’s invoice. What used to take hours of digging now takes seconds, and their team has reclaimed both time and space.
This kind of large-scale scanning project is called backfile conversion—the process of turning years of paper records into fully searchable digital files. The real magic of backfile conversion is less about getting rid of paper and more about unlocking the powerful data from the document. At CPS, we’re experts at handling backfile conversion projects of all sizes, from a few cabinets to entire warehouses. We not only scan and process the documents, but also design the metadata and indexing so they integrate seamlessly into Laserfiche. With decades of experience, we make sure backfile conversions don’t just digitize paper; they create a trusted, efficient system clients can rely on long-term.
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Who is responsible for records management?
Answer:
Records management isn’t just one person’s job, it’s shared across the whole organization. Executives set the tone by supporting policies and providing resources. Records managers develop the systems and procedures that keep things running smoothly. Department managers and supervisors make sure staff follow those procedures, often weaving records management into onboarding and offboarding. And every employee plays a role too, since the records they create and use tell the story of an organization’s decisions and actions. Together, these roles ensure records are managed properly from creation all the way to final disposition.
One city client told us they used to think of records management as “the clerk’s job.” That mindset changed after CPS helped them roll out a program that made responsibility clear across departments. Managers began including records practices in staff training, employees understood their role in keeping files accurate, and leadership actively supported the effort. Within months, compliance improved and staff felt more confident knowing they were all contributing to preserving the city’s history and meeting legal requirements.
At CPS, we know successful records management programs depend on shared responsibility and compliance.
We’ve worked with municipalities, special districts, and agencies to build clear policies, align executive leadership, and train staff at every level. Our approach ensures records managers aren’t working in isolation, but are backed by management support and employee engagement. With decades of experience, we help organizations move from seeing records management as a single role to embracing it as an organization-wide practice that protects both accountability and institutional memory.
Who is responsible for records management?
Answer:
Records management isn’t just one person’s job, it’s shared across the whole organization. Executives set the tone by supporting policies and providing resources. Records managers develop the systems and procedures that keep things running smoothly. Department managers and supervisors make sure staff follow those procedures, often weaving records management into onboarding and offboarding. And every employee plays a role too, since the records they create and use tell the story of an organization’s decisions and actions. Together, these roles ensure records are managed properly from creation all the way to final disposition.
One city client told us they used to think of records management as “the clerk’s job.” That mindset changed after CPS helped them roll out a program that made responsibility clear across departments. Managers began including records practices in staff training, employees understood their role in keeping files accurate, and leadership actively supported the effort. Within months, compliance improved and staff felt more confident knowing they were all contributing to preserving the city’s history and meeting legal requirements.
At CPS, we know successful records management programs depend on shared responsibility and compliance.
We’ve worked with municipalities, special districts, and agencies to build clear policies, align executive leadership, and train staff at every level. Our approach ensures records managers aren’t working in isolation, but are backed by management support and employee engagement. With decades of experience, we help organizations move from seeing records management as a single role to embracing it as an organization-wide practice that protects both accountability and institutional memory.
What exactly is Enterprise Content Management (ECM)?
Answer:
Enterprise Content Management (ECM) is all about keeping an organization’s information under control from start to finish, whether that’s creating it, storing it, using it, or eventually retiring it. It brings together practices like records management, document imaging, digital asset management, and document management, all working together to keep content organized, secure, and easy to access. The result is that teams work more efficiently, compliance risks are reduced, and collaboration feels seamless.
One municipal client told us that before ECM, they struggled with information scattered across different systems. Staff wasted time hunting for the right version of a file, and compliance reviews were stressful. After implementing Laserfiche ECM with CPS, everything was centralized and secure. Their team could collaborate on projects in real time, while leadership gained confidence knowing content was being managed properly from start to finish.
At CPS, we understand that ECM is more than just one tool or workflow. It spans records management, document imaging, digital asset management, and document management, each with its own role in supporting compliance, efficiency, and collaboration. With decades of experience, we know how to bring these pieces together in Laserfiche so our clients get a complete system that truly supports their operations from end to end.
How is ECM different from document management?
Answer:
Think of document management as the building block and ECM as the whole structure. Document management focuses on storing, organizing, and retrieving documents like PDFs or Word files. Enterprise Content Management (ECM) takes that foundation and expands it across the organization, adding workflow automation, integration with other systems, collaboration tools, and governance. That makes ECM a better fit for large or complex organizations that need content to move smoothly across departments.
One regional agency started with basic document management; they could store and retrieve files, but everything else was still manual. Approvals required endless emails, and staff had to jump between systems. After moving to ECM with CPS, their processes became automated and connected. Invoices flowed straight into their ERP system, staff collaborated without version confusion, and compliance checks ran in the background. What used to feel disjointed now feels seamless.
At CPS, we help clients understand that ECM isn’t just “document management, but bigger.” It’s a strategy for tying together workflows, integrations, and governance across the enterprise. Our team has guided cities, counties, and special districts through this transition, ensuring their systems scale with growth and compliance requirements. With decades of experience, we know how to take the solid foundation of document management and build it into a full ECM system that supports the entire organization.
What are the benefits of ECM for my organization?
Answer:
ECM (Enterprise Content Management) is a system that manages content from the moment it’s created until it’s securely disposed of. Done well, it saves time, cuts costs, and reduces risk across the organization. Employees can find information instantly with advanced search, repetitive tasks are automated through workflows, and teams collaborate more easily with a single source of truth. Plus, ECM integrates with tools like ERP, CRM, and Microsoft Office so processes flow smoothly across departments instead of getting stuck in silos.
A city HR department we worked with used to spend hours chasing down paperwork and manually routing approvals. After implementing Laserfiche ECM with CPS, forms and documents were automatically routed to the right people, approvals happened faster, and staff could access the latest version of a file without confusion. The result was less time on paperwork and more time focused on supporting employees.
At CPS, we’ve seen these benefits play out across finance, HR, legal, and beyond. What makes the difference is tailoring ECM to each department’s processes while still keeping the whole organization connected. Our team brings decades of experience designing workflows, integrations, and repositories that not only streamline tasks but also support compliance and security. That’s how we turn ECM from just another system into a true productivity driver for our clients.
How does ECM integrate with our existing systems?
Answer:
An Enterprise Content Management (ECM) system, such as Laserfiche, doesn’t live in isolation; it connects with the tools an organization already uses. Through APIs, pre-built connectors, and easy configuration, ECM pulls content into a central hub and lets it flow smoothly between systems like ERP, CRM, and HR platforms. The result is faster access to information and less time wasted switching between applications.
One of the municipal clients struggled with having documents split across multiple systems. Staff had to dig through different platforms just to find the full history of a single project. After CPS helped integrate Laserfiche with their ERP and GIS systems, everything lived in one place. Staff could pull up maps, contracts, and invoices in seconds, without toggling between applications.
At CPS, we know integration is where ECM really shines. Our team has years of experience connecting Laserfiche with ERP, CRM, GIS, and countless other platforms. We don’t just enable data sharing; we configure workflows so information moves automatically where it’s needed. That’s how we turn ECM into more than a repository: it becomes the connective tissue of the organization’s technology landscape.
How do we ensure security and compliance with ECM?
Answer:
Security and compliance are at the heart of any strong Laserfiche ECM system. It’s not just about storing content—it’s about protecting it with the right mix of technology, policies, and oversight. That includes role-based access controls so people only see what they need, multi-factor authentication to confirm identities, and encryption that keeps data safe whether it’s in storage or in transit. Audit trails automatically track who did what and when, while features like data masking add another layer of protection for highly sensitive information. Automated safeguards like these reduce human error and ensure security protocols are enforced consistently across the organization.
One special district client told us their biggest worry was not knowing who had accessed sensitive financial records. After moving to Laserfiche with CPS, role-based access controls limited visibility to the right people, while audit trails gave them a clear record of every action taken. Combined with encryption and MFA, their leadership team finally felt confident that critical information was protected, and compliance reviews went from nerve-wracking to straightforward.
At CPS, we know that security isn’t one-size-fits-all. That’s why we design ECM systems with layered protections that align with tough industry standards like SOC 2 Type 2, ISO/IEC 27001, and DoD 5015.2. We configure granular access roles, enable encryption, set up MFA, and build audit reporting so compliance is baked in from day one. With decades of experience in local government and regulated industries, we help organizations create trusted systems where sensitive data stays secure and regulatory requirements are consistently met.
What does it take to make sure our records are trusted?
Answer:
For records to be trusted, they need to be authentic, reliable, and protected from the moment they’re created until the day they’re disposed of. That requires the right mix of security, clear policies, and routine audits. A helpful way to think about this is the FDA’s ALCOA+ principles: records should be attributable (you know who created them and when), legible (easy to read and understand), contemporaneous (captured at the time of the event), and original (preserving the first and most accurate version). They also need to be accurate, complete, consistent, enduring, and always available. For electronic records, compliance with 21 CFR Part 11 is also required. Together, these principles make sure records hold up over time as a true reflection of what actually happened.
One agency client told us they used to worry about whether their digital records would be trusted in an audit. After CPS helped them implement records management with their retention schedules in Laserfiche, every action was tracked, records were stored in durable formats, and staff knew exactly how to keep files consistent and accurate. When their next compliance review came around, they passed with ease, and the auditors praised the clarity of their recordkeeping.
At CPS, we know that trustworthy records and systems aren’t just a nice-to-have; they’re a legal and operational necessity. That’s why we design systems that embed ALCOA+ principles into daily processes, from audit trails that make records attributable to validation controls that ensure accuracy. With decades of experience in government and regulated industries, we’ve guided clients through building trusted records programs that don’t just meet compliance requirements but stand the test of time.
How do we make sure employees are following the records management policies?
Answer:
Getting staff to follow records management policies works best when those policies are simple, clear, and practical. People are more likely to comply when they understand the “why,” see the benefits, and feel included in shaping the process. Training and easy-to-access resources go a long way too; especially when they’re tailored to how different departments actually work. The goal isn’t just rules on paper, but a culture where good recordkeeping feels natural.
One special district struggled with staff viewing records management as a burden. CPS helped tie compliance to real benefits like faster audits, and provide quick-reference guides during training. Within months, employees weren’t just following the rules, they were reminding each other about best practices. What started as resistance turned into shared ownership.
At CPS, we know compliance doesn’t come from complicated policies; it comes from engagement. That’s why we run interactive training sessions, and deliver resources that meet people where they are. With decades of experience, we help organizations shift from a check-the-box mentality to a true culture of compliance, where records management becomes second nature.
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How do we make sure scanned records are compliant and legally trustworthy?
Answer:
Trustworthy records are authentic, reliable, and secure digital copies that can stand in place of the original paper. To be considered trustworthy, records must possess four key characteristics: reliability, authenticity, integrity, and usability. Evaluating records also involves discerning between primary, secondary, and tertiary sources, as their proximity to an event determines their inherent credibility. Achieving these requirements necessitates proper scanning, indexing, metadata, and audit trails.
When your records are trustworthy, you can confidently respond to audits, legal requests, and retention obligations without fear of losing credibility. This peace of mind protects your organization and your staff.
CPS specializes in implementing Laserfiche Records Management Edition as a trusted system. Our team ensures your conversion aligns with state retention laws and industry standards so digital copies carry the same legal weight as paper originals.
Do we need to scan everything, or just the records we use most often?
Answer:
This process converts historical physical records, like payroll, HR, client, or project documents—into digital assets, making them easily searchable, accessible remotely, shareable, and secure within digital document management systems. Backfile conversion doesn’t have to be “all or nothing.” Organizations can choose to scan everything, or take a selective approach by digitizing only active or high-value records. The organization should also consider compliance and regulatory requirements and work with experts in creating retention schedules.
By focusing first on the records you use most and are required to retain, you save time and budget while still creating immediate efficiency gains. A phased approach to digitization lets you prioritize what matters, while still having a roadmap to complete a full conversion later if needed.
CPS has guided dozens of municipalities and districts through both full and partial backfile conversions. We help clients evaluate usage patterns, compliance needs, storage costs and migration into your ECM system so the project delivers real value without overwhelming your staff or budget.
How much will A Backfile conversion cost, and what factors drive the price?
Answer:
The cost of a backfile conversion depends on document volume, type, condition, prep time (removing staples, sorting), records organization, indexing requirements, and whether advanced features like OCR and complex templates are needed.
Items like maps and esize drawings can easily be scanned as there is usually minimal indexing needed. When the scanning operator needs to search for metadata or make informed decisions, it can increase costs.
Transparent pricing with a clear timeline helps you plan realistically. Many clients discover that selective conversion or leveraging CPS’s prep and scanning services lowers overall project costs and accelerates return on investment.
CPS provides detailed project scopes up front. We’ve built cost models for organizations of all sizes, from small departments to city-wide archives, so our clients always know what to expect before a single page is scanned.
What happens if my Laserfiche partner is acquired or no longer operating?
Answer:
Your Laserfiche system will continue to function normally even if your implementation partner changes. Agencies are not locked to a single support provider. If your previous partner has been acquired or is no longer operating in the same way, you can work with another authorized Laserfiche partner to provide support, upgrades, or strategic guidance.
Many agencies use this moment to review their current configuration, confirm records governance settings, and ensure that their system is aligned with current organizational needs.
Can our agency switch to a different Laserfiche partner?
Answer:
Yes. Agencies can work with any authorized Laserfiche partner for services and support. Licensing remains with Laserfiche and is not tied permanently to a specific partner organization.
Some agencies change partners because their needs have evolved, because they are expanding their use of the platform, or because they want a partner with deeper experience in areas such as records governance, workflow automation, or Laserfiche Cloud migration.
Will changing partners affect our Laserfiche licenses?
Answer:
No. Laserfiche licenses remain valid regardless of which partner provides implementation or support services. A new partner can work with your agency to review your licensing structure and ensure that it aligns with your current and future use of the platform.
What should our agency review if our Laserfiche partner changes?
Answer:
When agencies experience a partner transition, it is a good opportunity to review the current state of the Laserfiche system. This typically includes evaluating workflows and forms, confirming retention schedules, reviewing system governance practices, and documenting how departments are currently using the platform.
A review can help ensure that institutional knowledge about the system is preserved and that the platform continues to support the agency’s operational goals.
Can a new partner support workflows and configurations built by another partner?
Answer:
Yes. Laserfiche systems are built using standard platform tools such as repositories, workflows, forms, and records management features. An experienced partner can review existing configurations and continue supporting them.
In many cases agencies discover additional opportunities to streamline processes, improve automation, or strengthen records governance as the system evolves.
How can our agency ensure continuity during a partner transition?
Answer:
The most important step is to make sure that documentation, administrative access, and system knowledge are preserved. A qualified partner can review your Laserfiche environment, confirm that all services are functioning properly, and help your team understand the system's current configuration.
This process ensures that the platform continues to operate smoothly while positioning the agency for future improvements.
Who can help our agency evaluate our Laserfiche system?
Answer:
Complete Paperless Solutions (CPS) works with cities, special districts, and public agencies throughout California to support Laserfiche systems. Our team provides guidance on system administration, workflow automation, records management, and Laserfiche Cloud migration.
If your agency would like a second set of eyes on your Laserfiche environment or simply has questions about partner transitions, our team is always happy to help.