Laconia Housing Authority

DocuPhase Case Study

Document Management


Laconia Housing Authority, LHA, offices were consumed with filing cabinets, folders and paper. These documents were accessed by everyone in the office, and often times multiple people would need access to the same file at the same time.

Trying to find documents that were not in the filing cabinet would lead to delays in getting work done, causing frustration among employees. To work through this challenge, employees would make photocopies of files–this led to a rise in their operations costs and an increase in their paper waste and storage needs.

Managing LHA’s paper documents through their lifecycle required the work of a full-time employee. This employee not only filed and organized paper records, but would also try to purge unnecessary files when they had surpassed their retention dates. This proved to be an impossible task due to the volume of records housed on site. As wasted time, money, and resources mounted over time, LHA knew something had to change.


Results at a Glance

Laconia Housing is a community housing
authority providing housing opportunities and support services for families and households in need through rentals and housing vouchers. Operating in the Lakes Region in Laconia, New Hampshire, LHA provides housing opportunities for over 700 households/families (nearly 2,000 people).

"DocuPhase has been Laconia’s savior, especially with COVID. Their partnership and recommendations have helped transform Laconia’s everyday processes and their physical workspaces and environments."

John Van Vught Financial and System Analyst

The Solution

The Laconia Housing Director knew they needed a solution that would help them manage all their business documents, including property, resident, financial, and human resource records. Not only did they need to regain office space and simplify their day to day processes that relied so heavily on paper, but they also needed to find a way to conduct business from anywhere. Being a distributed organization, it was important for them to assist residents whether at their primary location, at a property, or working remotely.

When researching a new digital solution, LHA was primarily concerned with two things: how they could ensure the security of their tenant files, and how it would facilitate a smooth transition from a 100% paper-based process to a streamlined, modern operation.

Upon partnering with DocuPhase, LHA realized that this was the solution they'd been looking for.

To begin with, DocuPhase offered an encrypted and centralized platform for document storage and access. This meant that all of their sensitive records were securely stored in a single repository, keeping tenant records safe and allowing their staff to access records both simultaneously and remotely.   

DocuPhase also eliminated LHA’s apprehension about scanning decades worth of paper. In traditional scanning projects, files would have to be scanned and tagged individually; but, with the help of DocuPhase, LHA's scanning methodology was simplified into three easy steps:

  • First, DocuPhase imported LHA’s tenant list to auto create electronic tenant folders
  • Second, they helped LHA produce routing sheets which would auto-file the documents to the electronic folders without any manual tagging
  • Last, LHA would scan the files and they would auto-file to the appropriate folder in DocuPhase where they were immediately available to authorized users.

Before long, LHA was able to enjoy the benefits of a fully digitized records archive. With the help of DocuPhase, they were able to implement a customized scanning process and a tailored document management solution that mirrored their storage methods, naming conventions, and organizational approaches in a digital format

The Results

After implementing DocuPhase's document management solution, Laconia no longer needed someone on payroll specifically to file things. By ditching their filing cabinets and replacing stacks of paper with scanners on employees' desks, they redesigned their whole office and repurposed their storage rooms into additional working spaces, creating a more welcoming and efficient office for employees, clients and visitors alike.