Why Local Agencies Don’t Need Approved Retention Schedules to Begin with Laserfiche

When local agencies consider implementing Laserfiche, one of the first questions that often arises is: “Do we need to have our retention schedules approved before we can begin?” The short answer is no. While retention schedules are an essential part of long-term records management, they shouldn’t hold back a city, county, or special district from moving forward with a trusted digital platform. In fact, starting with Laserfiche before your retention schedules are finalized provides both flexibility and momentum.

Start with Permanent Records

A natural starting point for many local agencies is their permanent records. These are the foundational documents that require preservation indefinitely, such as council minutes, ordinances, resolutions, and vital historical documents. Because the retention period is already established as “permanent,” there’s no need to wait for additional approval. By digitizing and storing these records in Laserfiche, organizations can immediately begin creating a secure, searchable, and trustworthy system.

Build Folder Structures Early

Retention schedules often evolve, but folder structures can be built in Laserfiche right away. CPS can work with your team to design a logical filing system that mirrors the way you already think about and access your records. As your retention schedule develops, these structures can be refined and aligned, but the benefit is that your staff doesn’t have to wait to start using Laserfiche. Early adoption helps employees get comfortable with the system, and it means new records are already being captured in a consistent, organized way.

Use Workflow to Adapt as Schedules Change

One of Laserfiche’s strengths is its adaptability. If templates or metadata fields change as a result of updated retention requirements, workflows can automatically reassign or update those changes across existing records. This means municipalities don’t need to fear that starting “too early” will cause rework. Instead, Laserfiche workflows handle the adjustments in the background, saving time and eliminating manual effort.

Gain Early Wins While Policy Work Continues

Developing and approving a comprehensive retention schedule can be time-consuming, often involving multiple departments, legal reviews, and consultations with governing bodies. In the meantime, Laserfiche provides opportunities for local agencies to achieve early wins, reducing reliance on paper, improving public records request response times, and streamlining internal processes. These tangible improvements not only benefit staff and residents but also build momentum and buy-in for the larger records management initiative.

Flexibility for Growth

Retention schedules are not static; they evolve in response to new legislation, internal policies, and organizational needs. By starting with Laserfiche before schedules are finalized, local agencies establish a flexible digital foundation that can grow alongside their policies. The system doesn’t lock you into one way of managing records; instead, it empowers you to adapt as requirements change.

The CPS Advantage

At CPS, we understand the unique challenges local agencies face in balancing compliance with operational efficiency. That’s why we guide our clients through phased implementations that don’t depend on having every policy finalized before taking action. By starting where you can, whether with permanent records, workflows, or folder structures, you’ll accelerate your Laserfiche journey and begin realizing value sooner.

The bottom line: Don’t let retention schedules delay your progress. With CPS and Laserfiche, you can start building your trusted digital system today and adjust seamlessly as policies catch up.