Case Study: Municipality of Bayham achieves automated contract management and recovers $50,000 annually with Laserfiche

How the Corporation of the Municipality of Bayham Automated Contract Management

The Corporation of the Municipality of Bayham, a small Ontario municipality of about 8,000 residents with just 20 staff, was losing thousands annually to unrecovered fees and was exposed to liability because agreements and required documents (fees, permits, insurance certificates, etc.) were filed away as paper and hard to track. Their legacy system indexed paper locations, archived records off-site, relied on senior staff knowledge, and left 100–250 active contracts largely unmanaged.

By implementing Laserfiche and organizing records with the TOMRMS structure, Bayham automated contract intake and metadata extraction, used workflows to flag “ACTIVE” agreements, and send automated notifications for renewals and certificate/fee collection (including reminders 180, 90 and 30 days before expiry). The change enabled a public records portal, cut request processing from up to seven days to half a day, recovered over $50,000 annually, eliminated $25,000 in storage costs, and improved compliance and risk management.

Municipality of Bayham

Paul Shipway

Chief Administrative Officer