Case Study: Town of Okotoks achieves streamlined records governance and flexible forms-based repository management with Laserfiche

How the Town of Okotoks Uses Laserfiche Forms for Repository and Records Management

The Town of Okotoks, a fast-growing Alberta community of about 30,000 residents expecting continued expansion, had used Laserfiche since 2004 but only for archival storage. As population and service demands grew, the town needed a more flexible records and repository system—its previous one-size-fits-all template (10 identical fields per document) didn’t support diverse business-centre needs, so IT and records management moved from dictating use to governing it.

Okotoks implemented Laserfiche Forms and a controlled publish workflow—forms for template requests, permissions, retention changes and publishing pass through manager approval, FOIP review, QA and administrator publishing—while giving business units control over metadata, naming and folder structures within standards. The change sped up requests, added tracking, forced process and form cleanup, reduced staff needed to process forms, and automated denial feedback to applicants, saving IT time and improving governance.

The Town of Okotoks

LeeAnn Marchant

Business Analyst/Project Coordinator