The Mayor’s Office: Managing Municipalities Efficiently with Document Management

The Office of the Mayor for any municipality has a lot of information to manage in order to serve its citizens effectively and to ensure a good quality of life for its residents. Within the office and between agencies, information has to be collected, managed, stored, and distributed for timely and appropriate action. Applications, correspondence, emails, faxes, and supporting documents can result in a lot of paper chasing, wasting time that could be better put to use.

A centralized, searchable electronic document management system (EDMS) enables you to gain control over all of your information, regardless of the source. Optical Image Technology’s (OIT) integrated suite of DocFinity document management software lets you organize and index information thoroughly so you can find it when you need it. Digital workflow lets you push actionable information and tasks that are part of your routine business processes to the right people, at the right time. By capturing, storing, and indexing information as you receive it, you can provide instant access to information for preauthorized persons, resulting in timely data for informed decision making, faster turnaround times, and better service. Meeting minutes, print media, video files, city resolutions, neighborhood ordinances, business development concerns, and correspondence relating to city projects are immediately searchable. Instant and up-to-the-minute information means you have the information you need to run the office smoothly and also to address audits or provide solid evidence in the event of litigation.

DocFinity integrates seamlessly with other agencies’ line-of-business packages, enabling authorized staff to access information they need to perform their jobs optimally, and also helping to avoid data redundancy in multiple software systems. Our products have also helped municipalities to manage information for their:

• Attorney offices;
• Engineering and planning offices;
• Fire department and inspection bureaus;
• Human resources departments;
• Metropolitan Transportation;
• Police departments;
• Tax collection bureaus;
• Utilities.

DocFinity can help any agency or department with mission-critical information to manage and process.

To learn more about how document management can help municipalities, click here. If you are ready to discuss your unique business challenges and would like for someone to contact you about how we can partner with you to help you achieve more, click here, or email us at info@docfinity.com.