Paperless Tax Claim and Property Tax Bureaus
Tax claim offices are required to follow a protocol that can be extremely paper-intensive. Certified letters and notifications must be printed and kept on file; sales lists must be made public; and federal regulations stipulate that files must be kept for a long time. Documentation must demonstrate that delinquent taxpayers are allowed every opportunity to satisfy liens for delinquent property taxes in order to prevent property sale.
Physical storage of these paper records can cause difficulties with respect to maintenance and retrieval. Tax Claim and Property Tax Bureaus need to have a contingency plan that would protect their records in the event of fire, flood, or other unforeseen catastrophe.
Paperless recordkeeping allows you to optimize operations by enabling you to index and organize your records (and supporting documents), and storing them in a central, electronically searchable repository. Records are available to authorized personnel with the click of a mouse, and are no longer lost, misplaced, or duplicated.
- DocFinity document management enables electronic capture and point-and-click management of records, documents, forms, e-mails, faxes, and other documents.
- Web-based access provides the privacy and security to ensure that only those with proper permissions are able to access information. A Web portal can also equip your office to collect payments that are submitted electronically.
- Forms management reduces expenses associated with copying, storing, and processing files, forms, and other documents.
- Automated workflow electronically routes documents requiring action into a workflow by automatically pushing them to the right parties for further processing.
- Records management tools provide backup and disaster recovery strategies for records in the event of an unforeseen emergency. They also allow you to automate schedules for document retention and destruction. This prevents accidental deletion of records and ensures that they are not kept longer than the law mandates.
The DocFinity suite suite of electronic document management (EDM) software helps bureaus store, file, and manage tax documents quickly and easily.
If you are looking for a way to organize and manage your information efficiently and provide better and faster service without the hassles inherent with paper files, contact us, or email Optical Image Technology at info@docfinity.com.
