Future-Proofing Water Districts: The Role of Laserfiche in Digital Transformation

California Water Districts Choose CPS for Laserfiche Deployments

Water districts are crucial in managing resources, ensuring compliance, and providing essential community services. With increasing regulatory requirements and the need for operational efficiency, many water districts are turning to Laserfiche to streamline processes, improve record-keeping, and enhance collaboration. Here are the top three use cases for Laserfiche in water districts:

1. Regulatory Compliance, Trustworthy Systems, and Disaster Recovery

Water districts must adhere to strict regulatory requirements set by federal, state, and local agencies. Managing permits, water quality reports, board meeting records, and other compliance documents can be overwhelming without a robust system. Additionally, California’s susceptibility to natural disasters like wildfires and earthquakes makes disaster recovery a critical concern.

Laserfiche helps water districts automate record retention schedules to ensure compliance with state-mandated document management laws. It securely stores and organizes digital records, making retrieval easy during audits or inspections. The platform also streamlines workflow automation for approval processes related to permits, contracts, and compliance reports.

With a resilient, cloud-based document repository, critical records remain protected and accessible even during disasters. Furthermore, Laserfiche supports Trustworthy Systems through role-based security, audit trails, and encryption to safeguard sensitive water district information. By leveraging Laserfiche’s powerful records management capabilities, water districts can reduce non-compliance risk, maintain secure and auditable records, and ensure business continuity even during emergencies.

2. Field Operations and Work Order Management

Efficient field operations are vital for water districts to maintain infrastructure and respond to service requests promptly. Managing work orders, inspections, and asset maintenance traditionally involve paper-based processes that slow down operations.

Laserfiche enables water districts to digitize and automate work order submissions, approvals, and tracking, reducing manual processes. Field staff can access and update records from mobile devices, eliminating the need for physical paperwork. The system integrates seamlessly with GIS and asset management platforms to provide real-time data on infrastructure and maintenance needs. Additionally, Laserfiche connects with SCADA, billing, and other operational systems to create a seamless flow of information between field crews and office staff. Automated notifications and task assignments further improve response times, ensuring work orders are completed efficiently. By optimizing field operations through Laserfiche and integrating it with other key systems, water districts can enhance service delivery, make better data-driven decisions, and minimize downtime for essential assets.

3. Customer Service and Public Records Requests

Water districts frequently receive customer inquiries, billing disputes, and public records requests. Managing these manually can lead to delays and inefficiencies.

Laserfiche enhances customer service by automating the intake and tracking of public records requests, ensuring timely responses. It provides a centralized digital repository for customer records, significantly reducing the time needed to retrieve information. Additionally, Laserfiche integrates with billing and CRM systems to streamline dispute resolution and service inquiries. By digitizing customer service processes, water districts can improve responsiveness, enhance transparency, and provide better service to their communities.

Why a Paperless Solution By CPS is Essential

While Laserfiche provides the technology to streamline these critical use cases, the key to success lies in implementing a digital solution tailored to the unique needs of water districts. That’s where CPS comes in. As an experienced Laserfiche solutions provider, CPS understands water districts' intricate workflows and compliance requirements. Our team ensures seamless implementation, training, and support to help water districts achieve digital transformation.

With a thorough understanding of these top use cases, CPS is the number one California-based partner to help your water district maximize efficiency, compliance, and service quality with a complete paperless solution. Contact us today to learn how we can help your district take the next step in digital transformation!