DocuWare document management for state and local governments

With DocuWare document management for government agencies, you can improve operations by providing employees with secure and instant access to documents and processes while in the office, working from home or in the field. From securing vital public records to running civic projects and fulfilling the daily needs of citizens, DocuWare’s digital processes provide faster, easier and more accurate public service.

Lady sitting at a desk and working on a computer | Government document management software

Remove the headaches of paper

Get rid of paperwork, save valuable time and drive your agency’s productivity with modern, future-proof document management and workflow automation. Moving paper through your organization, without first converting it to electronic form, is notoriously slow. Your team wastes time on manual tasks like filing, retrieving and routing documents. When your organization transitions to automated workflows, it streamlines daily work processes, saves money and provides better service to the community. With this cost-effective solution, you and your team can make sure your corner of the public sector runs smoothly despite increasing demands and limited resources.

A more agile response to change

State and local governments already balance decreased funding with the increased need for services. For many government entities, legacy systems that don’t provide the security, flexibility and automated workflows necessary to immediately adapt to changing social and economic conditions present critical weaknesses. The the move toward remote work, the limitations of paper processes stand out even more clearly. With DocuWare, your organization is prepared to take on new responsibilities and provide additional services at a moment’s notice without breaking your budget.

Digitization and document management software offer clear advantages for state and local government

Document management and workflow automation let you digitize paperwork and securely save it in an organized repository for quick retrieval when needed. Easily capture, store, manage, process, share and track documents with controlled access. Task lists and email notifications enable staff to handle daily responsibilities more efficiently and decision makers to approve, reject or request more information along checkpoints in all your processes.

DocuWare delivers these key capabilities to communities and agencies:

Productivity and collaboration

Digitize paper records and keep documents centralized and secure, improving cooperation between staff, boards, commissions and committees
Store client records electronically to save office space
Create public-facing eforms to quickly capture and process constituent applications, information requests and more
Integrate with your other systems to maximize for seamless sharing of data and information

Security and compliance

Restrict unauthorized viewing of confidential documents and develop guidelines to protect citizens' privacy
Prove compliance with HIPAA, Sarbanes-Oxley, GDPR, and other compliance requirements
Counter cyberthreats with state-of-the-art encryption of data, documents and online communication

IT and future-readiness

Implement a user-friendly solution that serves the needs of multiple departments and improves service to your community − without adding work for your IT team
With DocuWare Cloud, save significant budget on hardware and IT time
Protect against natural disasters with a fail-safe disaster recovery plan

Streamline time-intensive administrative tasks

I knew that if we could realize more efficiency in handling our records and reporting that my staff could devote more time to serving the people of Porter County. Implementing DocuWare allowed us to streamline time-intensive administration tasks and helps prepare us for the next century.

David Reynolds
Sheriff, Porter County Sheriff’s Department
Read the full case study

The Town of Henrietta is located just outside Rochester, New York and is home to 45,000 residents. Searching for important documents in file cabinets and vaults had become a daunting task and offsite document storage was expensive. The Town implemented DocuWare to solve their paper problems. The solution met one of their main requirements − it could integrate with RPS (New York State Real Property Tax System), BAS’s Municipal Clerk Licensing System and ABBYY. Today, the Town has over half a million documents stored in DocuWare. The solution was first rolled out in the Town Clerk’s office which manages all public records. Then its use expanded to the recreation and building departments and the assessor’s office. Before DocuWare, finding documents could take days or weeks. Now retrieval is easy and happens in seconds. The Town’s achieved substantial ROI and saves $20,000 a year on paper storage alone. Read the full case study.

Country: USA Industry: Government

The Town Clerk's office of the Town of Windham, New Hampshire archives documents for its 16,000 residents as well for Town departments. Until recently, state documents had to be stored on paper or microfilm. When state law approved electronic record keeping, Town Clerk Nicole Bottai launched a digitizing project. With approval from the Town’s Records Retention committee, she selected DocuWare for its flexible cloud capabilities, great user reviews and proven easy learning curve. Before the office went digital, staff processed 18,000 motor vehicle registrations annually, storing all documents in labeled cardboard boxes stacked on metal shelves inside a vault room. Employees manually filed and searched for records, spending 7 to 10 days each month on filing and retrieval. With DocuWare, Bottai and her team retrieve most documents within a minute or two. To better serve its citizens, the Town Clerk’s Office plans to give residents online access to public documents through their website and bring DocuWare to other departments. Read the full case study.

Country: USA Industry: Government