Government Agencies at every level have dozens of departments that each have specific processes, regulations and requirements they need to manage and many are paper-intensive. Document management can help to keep track and manage all forms of government documents.
Here are just a few types of documents that are handled by government agencies at the city, state, and federal levels:
- Tax Information
- Business Licenses
- Municipal Resources Usage Reports
- Birth Certificates
- Marriage Licenses
- Building Permits
- City Council Meeting Minutes
- Financial Records
Documents maintained by government entities need to be in strict compliance and require solid security measures to ensure their systems aren’t compromised. Digitizing files and automating processes provide increased productivity and allows you to stretch the budget a bit further by eliminating costly onsite storage and paper document management costs.
How Document Scanning and Conversion Helps Government Agencies
- Integrate digital files with existing processes and software
- Automate your document workflow and allow you to track and improve productivity.
- Provide mobile and remote access to any file whenever and wherever you need it.
- Eliminate the risk of duplication and restrict access to critical or sensitive documents.
- Decrease the time it takes to process meeting agenda approvals.
- Streamline and automate document retention and destruction processes
A document management system is one of the easiest ways for public entities and governmental agencies to add real-time, department-wide access to files without having to add infrastructure or additional servers to your system. Improve efficiency and increase transparency with a scalable, easy-to-manage library of secured electronic documents.
Benefits of Document Scanning and Management for Government
Here are some of the reasons that document scanning and electronic document management can benefit every level of government:
Centralized System for Document Management
Don’t utilize a separate system for each individual department, a document management system will provide you with one place to store and retrieve all your document and files, allowing for instant retrieval with a simple keyword search.
Simplified Processes and Optimized Workflow
Government agencies tend to have a lot of required approvals for any project which means a lot of paperwork. Monitor the progress of a file and automate the document management process to eliminate the headaches of tracking down those hard-to-find signatures.
Virtually any electronic document management system will eliminate the chance that an outdated or incorrect version of a RFP or critical document being passed along for approval. Version control allows you to see who uploaded the latest version, removing all doubt about where the file is in your approval process.
Better Vendor Contract Management
One of the most time-consuming long-term duties of any government office is managing and renegotiating vendor contracts. Digital documents can streamline and automate this process, allowing you to easily track changes to the contract, change orders, approvals, contract expiration, renewal, and renegotiation timelines.
A paperless office can really help Government Agencies optimize and streamline their processes. Use Record Nations to find an expert to help convert your records to digital and save time, space and headaches related to hard-copy document management.
Get Free Quotes on Document Management Services for Government Agencies Today
Get free quotes that will connect you to a local scanning and document management provider that can scan any document or file, and provide you with an easy-to-manage system that allows you to find any contract, RFP, or vendor agreement quickly and easily.
Virtually any document management service offers OCR conversion and PDF conversion, which makes editing, updating, managing, and distributing any file affordable and hassle-free.
To get free quotes on scanning services in your area today, simply fill out the form, give us a call at (866) 385-3706, or contact us directly using our live chat. Within minutes of receiving your request, you will have free quotes from experts in your area that can help you.