DocuWare document management for state and local governments

DocuWare enhances government agencies by ensuring secure and quick access to documents and processes for employees, whether they're in the office, working remotely or in the field. It aids in safeguarding essential public records, managing local projects and delivering efficient public service, making tasks faster, simpler and more accurate.

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Industry Masthead - Public Sector

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

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.

Streamline time-intensive administrative tasks

I knew that if we could realise more efficiency in handling our records and reporting that my staff could devote more time to serving the people within our local area. 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

Document management case studies in state and local governments

Town of Henrietta

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.
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Town of Windham

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

Certified and top-rated

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DocuWare is built for the changing needs of government

Our industry-leading government document management software and workflow automation organizes, secures and processes critical business information: employee documents, client records, compliance and certification information, and much more.
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User-friendliness

Ease of use for long-term effectiveness

User-friendliness is a principal of all DocuWare product design and development. This gives administrative staff a fast start in their new digital processes and long-term satisfaction using a product they can rely on.

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Flexibility and scalability

The best fit for your IT needs with total feature parity

DocuWare Cloud supports state and local governments of every size. With the flexibility of this cloud-based solution, you can increase users and storage immediately as your needs change.

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Security

Industry-leading security for your peace of mind

Control the flow of your documents and data and how they're accessed. Ensure everything is captured, processed and stored securely to protect against misuse and loss.

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Mobility

Process and access information for mobile and home office teams

Anywhere. Anytime. Any device. Keep your work-from-home and in-office staff, government officials, and citizens connected and productive.

DocuWare across your government agency

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Invoice processing

Break free from paper and data entry

Digitise every invoice with intelligent indexing to securely store for instant retrieval. Automate approval notifications to expedite payments and keep your team on track. 

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Employee management

Every employee’s records at your fingertips

Digitise your paper records and get rid of disorganised shared drives. Centralise, organise and secure all employee records and get to critical information within seconds.

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Sales and Marketing

Modernise sales with instant access to crucial information

With centralised, real-time, cloud-based document management and workflow automation, your entire sales team can capture, access and share prospect and customer information in seconds.

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GDPR compliance

Control information access and system security

Digitise paper documents and attach detailed metadata to help in controlling access, finding precise customer information and removing data on-demand.

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Learn more about the benefits of document management

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