For the Idaho Department of Corrections (IDOC), what started as an internal idea at a sister agency has become an important departmental tool that saves time, money, and resources by digitizing everything from personnel files to medical documents. It has evolved into
That tool is Laserfiche, and its ability to streamline workflows has been a game-changer for the state.
The partnership between the department and Laserfiche dates back to 2016, said Cassie Lint, IDOC project manager and leader of the Laserfiche initiative.
“Our sister agency, Idaho Correctional Industries, purchased the Laserfiche application suite, but later turned Laserfiche over to us as they replaced it with an inventory management system,” Lindt told Government Technology. spoke.
This move marks the start of IDOC’s efforts to improve document management and automation. One of the first projects using this platform was to digitize human resources records into a Laserfiche repository. From there, staff began using the tool to create forms and automate processes, helping eliminate redundancy and eliminating paper documentation. IDOC recently implemented the latest version of Laserfiche, and additional platform updates are expected in about two weeks, Lint said. The project manager has identified one enhancement that is important to his department.
“We have significantly improved the functionality of the field rules that are part of Laserfiche’s Forms application,” she said. “When filling out an online form, new fields may appear when you select certain options. This update makes it easier to customize your forms so users only see the fields that are relevant to them, and more It creates a customized experience.”
In previous versions, users could only show or hide fields within the same form, which was quite limited, she said. Users can now make fields read-only and only see them at certain points in the process. Previously, this required staff to create duplicate forms.
Small changes like this are critical to reducing the burden on staff.
“One of my favorite moments is when I hear a staff member say, “Oh, we sent this email,” and I tell them, “We can automate that. There’s no need,’” Lindt says. “They love it because it saves them a lot of time.”
As for the issue of paper delivery, the department’s files are now digitized, so employees can access them at any time without having to send back physical copies. This reduces storage space and shipping costs, as well as the risk of lost files, Lindt said. Automated reminders and escalation workflows positively impact staff communication and workflow and prevent tasks from getting stuck on your desk due to being out of the office. If a task is left unattended for too long, Laserfiche will escalate it to the next person, so no issues are left unattended.
The platform not only improved internal processes, but also strengthened the department’s relationships with external partners such as healthcare providers. Through Laserfiche, IDOC can now integrate forms from external partners directly into its customer management system, Lint said.
In the coming months, IDOC’s use of Laserfiche will further expand. The department recently completed a project to digitize additional medical and physical files, and another large-scale scanning project is also planned.
“We are in the process of digitizing 12 pallets of documents,” Lindt said, indicating that a new customer management system is also in the works.
The new client system will help IDOC for Probation Officers manage their cases, allowing clients to submit information digitally instead of coming into the office or using outdated technology. And with another update on the horizon, Lindt said he’s looking forward to further improvements.
“This new version that will be released will significantly improve the quality of life,” she said. “It’s so fun to see how our work continues to evolve and improve.”
Ashley Silver is a staff writer at Government Technology. She holds a bachelor’s degree in journalism from the University of Montevallo and a graduate degree in public relations from Kent State University. Silver is also a published author and has extensive experience in editorial, communications, and public relations.
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