How a small New Mexico town solved their record-keeping issues

Clovis, N.M., is a largely agricultural community known for its rich history in music and southwestern adventure. As the seat of Curry County with a population of roughly 40,000 people, there are a lot of information management demands placed on the city’s small public administration office. However, using digital tools this small department was able to conquer seemingly insurmountable challenges with only a few staff members.

In fact, the Human Resources Department of the City of Clovis is now known for its incredible efficiency. With just three HR specialists managing 400 employees and 14 departments in the city, very few HR departments nationwide can say they’ve maintained a similar workload. They handle all personnel issues and records for the entire city government, including public works, parks and rec, the police and fire departments, animal control, public transit and the municipal court system.

These three employees juggle a full-time load, including all of the safety, personnel, training, workman’s comp, FMLA, and first aid issues, just to name a few, so they have to work as efficiently as possible and with heaps of information. Relying on paper-dependent processes to make these difficulties navigable is impossible, so ensuring that the right information is findable when an employee needs it is crucial.

“Because of the amount of employees that we’re dealing with, organization is key,” Erin Montano, HR specialist for Clovis, says. “There are only 3 of us in this office for hundreds of employees, so we really have to manage our time very wisely. There’s no room for error or for anything being lost.”

This functionality and accessibility of eFileCabinet has greatly assisted their human resources department in completing their work efficiently and at a moment’s notice. With all that this department manages, handling documentation strictly in paper form would be a task would require much more work than the three of them could handle.

“We work an eight hour day, and at least seven and a half hours of that day is spent in and out of [the system],” Montano shares. “We’re in [it] non-stop. It’s the primary program we utilize within this office.”

As a service-oriented department keen on helping others in administrative duties across the city, Montano describes how she intends to get other municipal departments in Clovis to understand the value eFileCabinet brought to her team, as it’s made such a difference for them.

Andreas Rivera is a technology writer with experience in both reviewing and marketing tech services and products. Since early 2019, he has been the Marketing Content Writer for eFileCabinet and has become well versed in how document management software helps businesses reinvent their manual processes and spur growth. Contact him at arivera@efilecabinet.com.