The City of Cedar Rapids was already using OnBase, Hyland’s enterprise information platform, as a central repository for documents in some of its departments. Working with authorized OnBase solution provider Integrated Data Products, the city implemented OnBase Agenda Management to address the agenda process problems.
Now, each department creates and submits its own agenda items in OnBase. The items are routed to the clerk’s office for review and approval. If an issue is found, the clerk’s staff easily returns items to the submitting department for correction or clarification.
“This program allows the responsibility of the item to remain with the department rather than with the city clerk staff,” said Sheila Shaver, OnBase administrator/systems analyst with the City of Cedar Rapids.
Prior to implementing the Hyland solution, city clerk staff rushed to make last-minute corrections. Now, the departments can simply resubmit their changes in OnBase. After the changes are made, the packet is regenerated with the click of a button. With OnBase Agenda Management, city clerk staff cut agenda processing time from 30 hours to 15 hours and saved $3,600 a year on printing and delivery costs. By increasing efficiency, the City of Cedar Rapids could reallocate staff time for higher-impact work and more long-term projects.
“The mayor and council members are strictly electronic. We have no more paper at all in our meetings,” Shaver said.
Before the city implemented OnBase Agenda Management, anyone with access to the agenda file share could delete or modify documents. Access is now permission-based at the department level to ensure information security and transparency into who is making changes. With the rest of the agenda process going digital, it was time to eliminate handwritten signatures. Documents are now signed digitally with a few clicks.