Helping Government Become E-Government
Local and municipal government uses an inordinate amount of paper, even more than large corporations who themselves consume an enormous amount of paper each year. Between multi-hundred page reports, legislative bills, court documents, correspondence and mass-routings to everybody in the office and doing much of the work in triplicate, the paper use can be staggering. Now, multiply the paper used by one area of government by all the departments in government and you have a staggering amount of paper use. If there was ever an entity crying out for document management, it is local and municipal government.
Furthermore, local government is the quintessential home for workflow. Today, documents move either by hand or by email from one step to the next, often times making up the majority of time spent by administrative personnel. FileBound Workflow, an in-the-box functionality with most FileBound solutions, automates this movement of paperwork. Using both time and event base triggers, FileBound Workflow automatically routes documents and reminders from person to person, or from step to step. Unlike an admin, FileBound never takes a holiday either.
An Enterprise Document Management Solution (EDMS), like the FileBound suite of solutions, can make government more efficient, more secure and more earth friendly.
Overcoming Multiple Software Applications and Multiple Storage Systems
Today, the vast majority of government information is stored in systems that reach no wider than a single department or maybe even a single building. Everybody’s running their own platform and software applications as well as building their own reservoir of information. Of course, there are those parts of government still relying largely on a fully paper-based filing system where everything created or circulated must eventually come to reside in a bank of metal file cabinets. From there, when it’s outlived its usefulness or relevance, it’s off to a huge warehouse for storage, at considerable cost in space and manpower.
A government wide, department wide or even agency wide, Document Management System would eliminate duplication of information in multiple areas of the government, no matter how far apart they are geographically. For example, Building Department Permit information would be electronically housed in a single repository that all authorized users with a need to see and/or use it could access it from anywhere, think of the value to the Tax Authority in another building. Access could be blocked for those who do not need to view the documents. And, there is no problem integrating information that’s already been stored. If you use a system like FileBound, it integrates across applications so everything can be tied together and accessed by all offices, departments or divisions using the system.
With DMS everything relating to a subject is stored together in the electronic repository. Metadata on each document, photos, spreadsheets, email,s PowerPoint presentations or any other element that needs stored will be recorded at the time it is entered into the DMS, assuring that everything about a single subject remains together AND is fully accessible from your computer.
Hardcopy items can be easily entered into the system via scanner and then electronically filed with the appropriate subject for easy accessibility throughout the government. Search and retrieval is a snap compared to hunting through a physical file cabinet or searching multiple databases in multiple government agencies to gather everything needed.
Items in electronic storage can be aged through the system ultimately arriving in long-term electronic archiving or destruction as determined by your office manager or department head.
Smooth Out Routing
When something needs to be routed for approval, there’s no need to print off a bazillion copies and send them around the building, state or nation. Instead you send the document electronically in a sequential routing that records each reviewers changes as they are made. By routing in this way, you control the versions and know that everyone is working from the most current. You also can know exactly where a document is held up and get it moving again.
In short, a Document Management System like FileBound can help departments of the government work better together, share information and be more efficient. It can also eliminate a lot of paper use and that’s good for all of us as well as for the environment.
Several Types of Documents You Can Manage Using FileBound:
State Level Documents
- Acts and Resolves, Passed by the General Assembly (Resolutions)
- Executive Orders
- Journal of the House of Representatives and Senate
- Press Releases by the Governor
- Public Laws of the State of Rhode Island and Providence Plantations passed at the General Assembly (Public Laws)
- Court Decisions
- General Laws
City/County Level Documents
- Technical Manuals
- Employee/Department Handbook
- Emergency Medical Manuals
- Employee/Department Manuals
- Birth Certificates
- County License, Diplomas and Transcripts
- Driver Licenses
- Marriage Certificates
- Divorce Certificates
- Personal Correspondence
- Immunization Cards
- Police Clearances
- High School Certificates
- Death Certificates
- Medical Reports
Municipality Level Documents
- Building & Planning Permits
- Council Minutes & Agendas
- By-Law Enforcement & Property Standards
- Finance & Taxation Documentation
- Fire Department Maps
- Parks, Open Spaces & Recreation Agendas
- Public Works Documentation
- Property Standards Policy Statement