Improve Internal Processes

Enterprise Solutions

Back Office Applications

Continuity and Disaster Recovery

Constituent Focused Solutions

Public Access

Online Services

Local Government

Permits

Public Works

Parking Tickets

From Accounts Payable processing and the complexities of documents related to Human Resource compliance and security, to coordinating the painfully complex Agenda Management processes, DataBank can assist your entity with a variety of Back Office Applications.

Accounts Payable

Public and private sector equally share in the inefficiencies associated with a manual accounts payable process. Industry experts estimate that the difference between manual processes and automated processing is about a 50% increase. Dependency on paper in the A/P invoice processes creates a whole new set of related challenges such as:

• Physical storage space, filing and retrieval
• Time delays in processing
• Activities to track location of invoices and vouchers
• Excessive time researching answers to questions

DataBank can help your agency reduce the dependency on paper processing of invoices and payments. Additionally, we can integrate the workflow with your line-of-business software application to allow users to easily display A/P images with a simple click or “hot key”, thus promoting quick end user acceptance. Invoices, once handled by departments individually, are scanned by fiscal services, with payment approvals being handled electronically. Payment could be approved on invoices based on an image rather than the actual paper invoice.

Stephen W. Duarte Deputy Director of Fiscal Services for Kent County summed it up commenting, “ Kent County, as with most government entities, operates like a profitable business, looking for return on investment to our taxpayers for everything we do. We take great pride in our partnership with DataBank who assisted us in leveraging tight times as an opportunity to re-think our business and discover new efficiencies, ultimately saving taxpayer dollars. We are excited about this award, but more excited about our ability to expand our investment and find new ways to deliver measurable results.”

Human Resources

As with most governmental entities, looming vacancies caused by retirement and attrition are right around the corner with an estimated 65% of the workforce gone within the next four years. Attracting, selecting, retaining and developing succession plans to ensure government will still function at a high level is a challenging assignment. Managing the volumes of existing documentation for appropriate retention periods, while ensuring privacy and compliance, has become a monumental task.

DataBank works with government entities to establish Electronic Content Management systems that allow capture and storage of employee records, as well as documents associated with retirement, civil service, recruitment, testing, continuing education, benefits administration and compliance. We streamline the effort and resources required to manage these functions and link them to your existing line-of-business application to provide “hot key” access to related documents.

Agenda Management

Government entities of all types are required by law to provide and publish council or board agendas and follow up minutes. These must be retained for historical, future research or records management purposes. This painfully complex process involves collecting submissions, creating and revising an agenda, packet finalization and assembly and posting and distributing it to the appropriate parties. Information could consist of paper or electronic documents, video, engineering drawings, correspondence, site plans, etc. and are coming from a variety of sources… this is a very cumbersome and time consuming process.

DataBank can provide a solution that will assist you in the creation, collection, preparation, routing, publishing and storing of these agendas and associated minutes. This workflow process would eliminate the time and resources required today, and your documents can be digitized up front and electronically routed to council members for simultaneous review and approval. Changes can easily be tracked as revisions, with audit trails to ensure version is up to date and accurate. Agenda items and associated documents can be assembled and tracked to ensure the board or council members are working with the most current version at all times. Not only will this solution reduce the pain and challenge of this process, it will significantly reduce paper, improve processes, provide audit trails and help your staff efficiently provide citizens with up-to-date information as requested.

Contact a DataBank Expert
To learn more on how DataBank can help you manage your documents more efficiently, lower your operating costs, and improve your organization’s access to information in a highly secure environment, contact us today.

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