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2015 Annual Report • Finance Department • St. Anthony Village, Minnesota <br /> <br /> <br /> <br />13 <br /> <br />IV. Technological Advances <br />VENDOR ACH PAYMENTS <br />During 2015 staff began remitting certain vendor payments via the vendor provided ACH <br />process. Eliminating the need for the printing and mailing of a paper check. The vendors <br />currently paid using this method includes utility providers and other monthly contracted <br />vendors where the amount billed is similar month to month. <br />LASERFICHE <br />During 2015 we began the process of converting old financial and <br />payroll records to digital storage using Laserfiche. The City of Saint <br />Anthony follows the State’s Records Retention guidelines. These <br />guidelines generally require records to be retained either: <br /> Permanently <br /> Certain number years after origination <br /> Certain number years after a future event <br />An interesting dynamic was dealing with several decades of varying processing methods and <br />reporting formats for common routines such as payroll. Terms and reports such as payroll <br />journal, payroll ledger and payroll history card have evolved, morphed together or have <br />become non-existent through changes in technologies. Yet the retention requirement associated <br />with records of this nature is permanent. <br />Therefore the challenge was finding the common thread of reports and ledgers to retain. Given <br />the sheer bulk of payroll and annual general ledger reports falling into the permanent retention <br />category these items were processed for Laserfiche storage. This provided the benefit of efficient <br />access to data along with reducing footprint for storing documents not often referenced. <br />We repurposed space savings to better <br />manage oversized paper items such as <br />building plans (permanent retention/ <br />difficult to Laserfiche/routinely used) so <br />they are easily located and retrieved. <br /> <br />Before After