Top Ten Things Local Agencies New to Laserfiche ECM Need to Know

For many local agencies, adopting Laserfiche Enterprise Content Management (ECM) is the first step toward rethinking how they manage records and processes. At CPS, we have walked alongside cities, special districts, and joint powers authorities as they move from “we need to get rid of paper” to “we are building a system that supports our mission.” Here are the ten things we always share with agencies that are just starting.

1. Start with the Records That Matter Most

Do not worry about moving everything on the first day. Begin with permanent or high-value records like council minutes, contracts, or ordinances. These records are often the most requested, and quickly digitizing them demonstrates the value of Laserfiche.

2. Retention Schedules Can Evolve

Your records retention schedule does not need to be finalized before you start. CPS can now build your folder structure and templates, and when schedules change, Laserfiche Workflow makes it simple to update rules without rework.

3. Automation Belongs to Everyone

Laserfiche is not just an IT project. Finance, HR, and the city clerk’s office can all utilize Workflow and Forms to streamline approvals, manage requests, and minimize manual steps. As our VP of Sales, Jamie Dunn, often says, “The power of Laserfiche comes alive when the people who do the work can design how it flows.”

4. Think Enterprise, Not Just Departmental

It is natural to want to solve one department’s problem first. However, the best results are achieved when the agency views Laserfiche through an enterprise lens. By planning with the whole organization in mind, you avoid future silos and create a system that connects everyone.

5. Metadata Unlocks Efficiency

Folders are helpful, but metadata is what makes Laserfiche shine. By tagging records with key information, staff can quickly locate what they need, automatically route documents, and ensure compliance is maintained. We see agencies that embrace metadata early get far more value from the platform.

6. Security and Transparency Work Together

Laserfiche makes it easier to comply with public records laws while protecting sensitive data. With permissions and audit trails, you can make sure only the right people have access. At the same time, it is simple to share records publicly when required.

7. Backfile Conversion Can Be Phased

Many agencies worry about boxes of paper in storage. The good news is you do not need to scan it all at once. Start with active records and plan a phased approach. Or if your retention schedules are in flux, start with permanent records. This saves money and reduces strain on staff.

8. Integrations Multiply Value

Laserfiche becomes even more powerful when it connects to other systems such as ERP, GIS, permitting, or financial software. Integration reduces duplicate entry and creates smoother processes across the agency.

9. Training Drives Adoption

A successful launch is not just about technology. Staff need to understand how to use the tools and why they matter. CPS provides training, job aids, and follow-up support so employees feel confident and engaged.

10. You Do Not Have to Do It Alone

Implementing Laserfiche can feel overwhelming, but you are not expected to be an expert right away. CPS brings decades of experience helping local governments build systems that fit their needs. As Claude Schott, our CFO, likes to remind new clients, “Laserfiche is more than software. It is a long-term strategy, and you deserve a partner who sees it that way.”

Bonus Item : Trusted Systems Build Public Confidence

Agencies today are thinking about more than efficiency. They are thinking about trust. A trusted system ensures that records are authentic, reliable, and preserved for the long term. Laserfiche provides the audit trails, security controls, and retention tools to meet legal requirements and give citizens confidence that public records are handled responsibly. For clerks, IT managers, and finance directors, this is often the most important outcome: a system that supports both compliance and credibility.

Final Thoughts

Laserfiche ECM is not about flipping a switch. It is about building a foundation for trustworthy, transparent, and efficient government. By starting with the right records, planning for growth, and leaning on partners who know the path, local agencies can unlock the full potential of Laserfiche.