In addition to their traditional roles, state and local government entities have been put in charge of critical aspects of COVID-19 containment measures. Revenue from tax dollars and federal aid have not increased to keep pace with this new responsibility. Adopting technology that eases the administrative burden is a proven way to save resources and time that can be redeployed to meet current needs.
With the enactment of new privacy laws like the California Consumer Privacy Act (CCPA) and the General Data Protection Regulation (GDPR), there’s also more pressure than ever to deliver the advanced security and disaster recovery capability that a cloud-based solution provides. According to a Deloitte Insights report Tech Trends in 2020: Peering Through the Lens of Government, “Government organizations, as custodians for very sensitive personal data, can set the bar for trustworthiness. Taking the lead means setting higher standards, articulating agency values, communicating those values consistently, training employees on proper data use, and securing the data.”
By implementing a document management system, instead of spending time on routine tasks, staff can redirect their efforts to strategic projects and respond more efficiently to citizens’ requests. This is especially important today, when the public is counting on the quick and efficient delivery of government services.
With a document management system
state and local governments can:
|1. Restrict unauthorized viewing of confidential documents to protect citizens' privacy|
2. Store records electronically to save office space and automate
|3. Prove compliance with federal, state, and local regulations|
4. Enable citizens to use eforms so documents and data are imported directly into DocuWare
5. Integrate documents with your ERP, public sector software and other business software
|6. Save significant budget on hardware, IT resources, paper, off-site storage and time spent on routine tasks|
|7. Import digital documents from shared drives, email and more, keeping everything organized and instantly available|
|8. Share information interdepartmentally to increase efficiency and productivity|
|9. Create automated workflows, escalation and exception rules so all processes run smoothly|
|10. Access documents and tasks with any desktop, laptop, tablet or phone for work from the office, home, or on the road|
A new way of working for the Town of WindhamThe Town Clerk's Office of the Town of Windham, New Hampshire stores and maintains all records for the town’s departments. It also processes and stores documents for its 16,000 residents, including motor vehicle registration, census upkeep and marriage, birth and death certificates. The office maintains election and voter records, board meeting minutes and historical documents, adhering strictly to the state’s record retention policies.
When a state law approved electronic record keeping, Town Clerk Nicole Bottai launched a digitizing project to manage and retrieve records faster and more efficiently. Together with the Records Retention Committee, Bottai presented her idea and implementation plan to the Board of Selectmen, Capital Improvements Committee and residents. Her plan was approved, and she selected DocuWare for its flexible cloud capabilities, great online reviews and a proven easy learning curve.
Before the office went digital, the staff processed 18,000 motor vehicle registrations annually, storing all documents in labeled cardboard boxes stacked on metal shelves inside a vault room. The staff manually filed and searched for records, spending 7 to 10 days a month on organizing papers.
The Town Clerk’s Office aims to bring all departments online with DocuWare to better service both constituents and the Community Development Director. The office plans to give residents access to public documents via the town’s website. Bottai intends to use DocuWare Forms to onboard new residents, eliminating cumbersome paperwork. She is also promoting the DocuWare solution to other New Hampshire towns.
“If the law in your state allows it, and you have full support from the necessary Boards, Committees, and the community, I encourage you to absolutely go forward with DocuWare and digital record storage,” she says.