Article written by Stephanie Onofri
If you’re going to do something, you might as well do it right. The government can’t seem to get it together, but does it have to be the same case in our local, county, and state government offices?
It all comes down to good record-keeping, which in these days really comes down to the conversion of departmental paper documents into an Enterprise Content Management system (ECM). When documents are managed properly, mistakes are averted and it becomes easier to abide by compliance standards. And with the welfare of our communities at stake, government is one Industry that cannot risk faltering in its steps.
Paper is cumbersome and slow, needing to be passed physically down personnel lines, often mistakenly overlooked, causing multiple delays and gaps and compliance infringements in the process of mandates, updates, amendments, etcâ¦
ECM is the software solution that tailors to Governmental standards and needs to ensure that each process is streamlined through a highly customized workflow. This workflow automates most tasks that would normally be performed manually, ensuring, not only faster approvals, but a more compliant process.
Here’s how ECM accomplishes all this:
- AUTOMATION – the software solution automates manual processes, eliminating the risk of human error, and workflows are customized to fit existing processes so nothing really changes, it is merely improved.
- ACCESS – access is the privilege of being able to view multiple documents at one time on a single interface, instead of having to shuffle and crowd your desk with physical files. In addition, since the documents are stored electronically in the ECM system, multiple parties can view the same document at once.
- SECURITY – Virtual lock-and-key security controls are set up to ensure that certain documents cannot be accessed by unauthorized parties.
- STORAGE – By certain compliance standard regulations, certain documents are not allowed to be stored longer than a certain amount of time. These files are electronically stored in the ECM system as long as you permit it, meaning that you control the time and day that said file will be completely deleted from the system.
If paper is causing your shutdown, it might be time to inquire about how converting to electronic records management can help optimize your existing processes. For more information, download our case study below and find out how Broward Sheriff’s Office implemented a new records management system.