The Challenge

Before Esper, the unit stored its policies  in various SharePoint folders. Without a  proper acknowledgment process, executive leadership had limited insight into who had actually read a policy, creating knowledge gaps across the unit 

Behind the scenes the unit was managing hundreds of policy documents, lacking a shared space to collaborate and track version history. During our on-site visit, we sat down with Deputy Chief Villarino and he shared how the team “needed a product that kept up with our pace and, in order to do that, we really needed a software solution as opposed to a storage database.”

The solution

CAL FIRE San Diego needed more than a place to store policies. It needed a modern solution that could keep up with how often  policies change. The unit chose Esper, a platform CAL FIRE has used for years and that Villarino calls “proven software.”

The implementation affirmed that decision. According to Deputy Chief Villarino, the setup was straightforward, the Esper team was highly responsive and the level of support has been “second to none.” With Esper fully deployed, firefighters have a single authoritative source for the policy that guides their work every day.

The results

• One source of truth for firefighters. Every stakeholder can check the current policy, procedure or temporary directive on any device, 24/7. 
• Fewer questions, faster answers. With Smart Search, Esper’s AI powered search, staff can easily locate the policy they need by asking in plain language.
• A system that keeps pace. Policies no longer sit in static folders.  Esper ensures every change is tracked, auditable, and tied to the appropriate approval steps.
• A smooth launch. Setup was easy and support has been, in Villarino's words, second to none.