Using ECM to help municipal government offices reduce paper and improve information management

County and municipality agencies rely on efficient information management in order to best serve their constituents. In order to serve their constituents’ needs, local government offices have to be able to produce accurate results in a timely manner. Advances in technology have increased expectations on the part of the public for fast, well-organized service. Unfortunately, many municipal agencies are still bogged down by massive amounts of paper and the inefficiencies that are associated with paper. Administrators may consider an electronic system for storage, access, and management of their records, but often such an investment can be cost-prohibitive and limited in its functionality.

Fortunately, software is available that can address the specific paper-intensive challenges that are often intrinsic to municipal government agencies. Enterprise content management (ECM) systems can capture paper at its source via scanning. Imaged paper can then be stored along with other image-enabled documents—paper records, electronic forms, images, sound files, contracts, certifications, background checks, payroll records, etc.—in a centralized electronic repository. Your organization’s information can be accessed securely via any web browser and managed with the click of a mouse.

Whether your office deals with taxes, engineering and planning, police services, firefighting, transportation, administrative services, or other areas that allow your region to run smoothly, the management of paper can often hamper productivity. If your office is interested in taking advantage of technology to address the challenges that are associated with paper, read on to learn more about what to look for in a software solution.

Integration: Getting the most from your existing software

An ECM solution has to have the extensibility to extract information from your existing software systems. Municipal government agencies usually have different systems to address administrative operations, such as human resources, accounting, and payroll, as well as software to enhance specific areas of business.

Communication with these systems should be seamless. Legacy systems frequently exhibit different programming languages and various file formats. A robust ECM system should allow you to connect with your existing technology infrastructure regardless of differences in manufacturers or data structures. Using Web services, an ECM system has the potential to unify your different systems and allow you to access information immediately—regardless of where it is stored.

Integration capabilities are also essential if you intend to use your ECM system beyond a single office or department. ECM software that is truly scalable has the adaptability to address the needs of organizations as they grow. A solution can be shared between several departments, or it can be used throughout an entire city or county. Its ability to integrate with diverse software environments ensures that authorized users have access to whatever information they need in order to enhance performance.

Records Management: Minimizing the potential for human error

Federal mandates are getting more stringent with each passing year. Under a paper-based system, counties and municipalities are often required to retain records for many years. This can amount to entire storerooms of boxed documents and significant expenses for physical storage. There is tremendous potential for records to be lost or misplaced under such a system. Locating paper records is often tedious at best. The potential for human error can make it a challenge to retain records for their required amount of time, and to destroy them when it is mandated by law. In the event of a disaster, physical records can be easily compromised.

A strong ECM system can ensure that your department is complying with privacy and accountability requirements, as well as other measures that are specific to government offices. ECM guarantees that access to records is restricted to all but authorized users. Audit trails can be established so that you have an indisputable record that demonstrates which files were accessed and who accessed them. Record retention and destruction schedules can be configured electronically in compliance with the timeframes for which they are mandated.

To make your operations even more efficient, older records—those that are no longer in the active stage of the document lifecycle—can be automatically migrated to a less-expensive storage medium. Older records will still be electronically accessible when they are needed; at the same time, migration will ensure faster retrieval for records that are still current. An ECM system lets you specify when to move specific files, when to purge files, and how many files to move at any given time.

Workflow: Shorten revenue cycles and expedite processing with automation

Municipal government processes are often characterized by routine tasks such as approvals, denials, and signatures on documents. Workflow allows organizations to automate these processes and distribute work online. Papers that traditionally need to be handled by numerous people or departments can instead be routed and processed electronically. Documents can be viewed by different people simultaneously, regardless of their location.

Automated workflow lets your offices take advantage of technology to reduce errors, improve accuracy, and decrease operational costs. It even allows you to configure your system to ensure that work can continue in cases where you have absences, whether they are anticipated or not. By eliminating paper inefficiencies, automated workflow can significantly reduce billing cycles. Scanned documents, COLD-ERM reports, electronic forms, electronic bills, and PC files can be electronically routed within and throughout different departments. Furthermore, automation allows your department to standardize processes, which helps you to comply with certain regulations.

Web-based access: Making information available from any Web browser

Clearly, Web access to your information provides obvious benefits in terms of efficiency. Authorized users can process work from any location, and critical documents, audio files, aerial maps, and other information can be accessed at any time.

Constituents also experience dramatic benefits from Web-based access to information. Applications for permits and business licenses can be submitted electronically. Fees, parking violations, and utility bills can be paid online. Public documents such as meeting minutes can be indexed according to agenda topic, which improves decision-making and simplifies searches for information.

Your constituents expect to have the option of self-service. An ECM system can fulfill that expectation and provide access to information that—under a paper-based system—might have involved trips to various offices. An ECM system can reduce requests for information, and, internally, save on transportation and mailing costs. Municipalities are able to reduce errors and improve communications while saving time and money. Best of all, ECM enables you to eliminate the frustrations that are associated with bureaucratic processes in your interactions with the public. Information is available immediately, when and where it is needed.

Where to start?

If you’ve done any preliminary research on document management software, you’ve undoubtedly noticed that there is no shortage of ECM vendors in the marketplace. It can be a challenge to differentiate one software solution from another. A closer inspection will confirm, however, that there are vendors who excel head and shoulders above the mainstream. Look for a company with an established track record in the industry—one that makes customer service a priority. A vendor with the expertise and ability to understand your specific needs will be committed to working with you to implement an affordable and appropriate solution.

For more information or to schedule a demonstration, please Contact DocFinity now.