Located just south of the Canadian border, the Village of Malone is home to a rich community of almost 5,500 people in scenic Franklin County, NY. Despite being a smaller community, the Village of Malone strives to provide the same services that bigger municipalities have, without sacrificing the personal touch constituents want. When it came to modernizing their processes, Laserfiche was a perfect fit with the features they needed while best utilizing taxpayer dollars.
Challenges Before Laserfiche
When starting their digital transformation journey, the Village of Malone put out a Request for Proposal (RFP) using grant funding for a Laserfiche system. Shortly after publishing the RFP, Accelerated Information Systems (AIS), the Village’s Laserfiche solution provider, responded and thanks to AIS’s New York State Minority Business Enterprise (MBE) status, the Village only needed one bid to get started. To help make their initial grant application stronger, the Village worked with the Town of Malone on a shared services approach, allowing the Town to also use Laserfiche.
After an initial delay in the grant due to the COVID-19 pandemic, the first project the Village undertook was vital records processing. This process of manually pulling records took an estimated 15 minutes per request, leaving little time for Rebahka Scaccia, Village Clerk and Registrar for the Village of Malone, to get other important tasks completed.
A Shared Approach to Digital Transformation
To start the process of digitizing their vital records, the Village also purchased scanners through AIS that were also covered by their grant. This allowed all the paper records to be scanned into Laserfiche with Optical Character Recognition (OCR) processing for easy in-text searches and metadata for additional features such as record retention rules. Once scanned in, all records are quickly and easily searchable within Laserfiche instead of the previously time-consuming process of manually searching for paper documents leading to just one minute of processing time per request.
“The time savings have been invaluable.”– Rebahka Scaccia, Village Clerk & Registrar, Village of Malone
With over 4,000 record pulls a year, the times savings have been substantial. Requests previously took staff 15 minutes per request, leading to an average of 267 saved hours or nearly $7,000 in staff salary per year by using Laserfiche on vital records requests alone. With the extra time, Scaccia can focus on more important village tasks, including additional grant applications that can further modernize the village.
Thanks to the Village’s shared services approach with the Town of Malone, they were also able to both use the Laserfiche system to further reduce taxpayer costs. This shared system allows both the Village and Town access to Laserfiche at a far reduced price over purchasing these licenses separately.
Looking Ahead
Thanks to the Village’s shared services approach with the Town of Malone, they were also able to both use the Laserfiche system to further reduce taxpayer costs. This shared system allows both the Village and Town access to Laserfiche at a far reduced price over purchasing these licenses separately.
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About Accelerated Information Systems
Accelerated Information Systems (AIS) is an award-winning professional services firm focused on solving business challenges with software solutions. AIS provides expert guidance, utilizing industry expertise and a strong technical skill set to design, implement, and support enterprise solutions.
AIS provides a full suite of professional services including consulting, solution design, implementation, technical support, data conversion, system integration, training, and project management.
Clients of AIS include State and Local Government, Colleges and Universities, Financial Services (Wealth Management, Investment Advisors, Broker-Dealers), Manufacturers, Not-for-Profit Organizations, TV and Media, and Multi-National Non-Governmental Organizations.
Founded in 2005, AIS is headquartered in New York and is also certified in multiple other states as a Minority Business Enterprise (MBE) and a Disadvantaged Business Enterprise (DBE). In addition, Accelerated is a Platinum Certified Laserfiche Solution Provider and the 2019 Laserfiche Cloud Solution Provider of the Year.