Government Document Management Software | Workflow Automation

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

Remove the headaches of paper

Upgrade your agency with efficient document management and workflow automation. Ditch the paperwork, save time and boost productivity. Manual tasks like filing and routing documents slow down processes. Switching to automated workflows streamlines work, saves money and enhances community service. This affordable solution helps your team manage tasks effectively despite growing demands and limited resources in the public sector.

A more agile response to change

Local governments struggle with reduced funding amid rising service demands. Outdated systems lack the security and flexibility to adapt swiftly to change, especially with the shift to remote work. DocuWare resolves these challenges. It equips your organisation to handle increased responsibilities and offer more services swiftly, all within budget constraints.

Digitisation and document management software offer clear advantages for local government

Document management and workflow automation let you digitise paperwork and securely save it in an organised repository for quick retrieval when you need it. Easily capture, store, manage, process, share and track documents while ensuring controlled access. Stay efficient with task lists, email notifications, and checkpoints for approvals and information requests across all processes.

Here are the key capabilities and features DocuWare delivers:

Productivity and collaboration

Digitise paper records, ensuring all papers are stored securely and centrally. This boosts collaboration among staff and committees
Store client records electronically to save office space
Design user-friendly eforms to swiftly collect and manage applications and information requests from the public
Integrate with your other systems to seamlessly share data and information

Security and compliance

Prevent unauthorised access to sensitive documents and create policies to safeguard citizens' privacy
Prove compliance with various compliance regulations, mandates standards
Counter cyber threats with state-of-the-art encryption of data, documents and online communication

IT and future-readiness

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

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 officee 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 digitising 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 labelled 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 its website and bring DocuWare to other departments. Read the full case study.

Country: EE.UU. Industry: Gobierno / Municipio