Government agencies handle thousands of documents each day, many of them confidential and irreplaceable. As document management solutions become more sophisticated and secure, government agencies can benefit by scanning and storing information in the cloud. Here’s how an electronic document management solution can increase efficiency, improve daily processes, and make critical documents more secure.
A More Organized System
Which would you rather do? Spend a few hours each day searching through boxes and filing cabinets or take a few seconds to enter a keyword into a search field?
No matter how knowledgeable your agency’s employees, to err is human. When critical documents take too long to locate, productivity suffers. Even in highly organized paper-based filing systems, searching for information still takes time, and constituents may be forced to wait hours, days, or even weeks for employees to gather the information relative to their situation.
A document management system speeds up government processes by making information instantly available. Scanned documents are captured and filed according to critical data, and locating them takes just seconds with a simple keyword search.
Improved Collaboration
Sharing and collaborating on projects across departments can be frustrating and time-consuming. A document management system allows all users to access documents at the same time. Core processes are simplified, and a document management system can alert employees when their attention and action is required. Version controls eliminate the problem of outdated documents by making it clear which documents are the most current.
Improved Compliance
Government agencies are not exempt from compliance regulations, and a document management system improves upon paper-based systems. Solutions to control access, dispose of outdated documents, and back up critical information can help government offices maintain compliance mandates.