Over the last ten years the world has rapidly evolved. Digital applications are replacing paper-based processes, freeing up the time and resources needed to file, organize, and manage paper documents.
Digital workflows are more efficient for government employees. Cloud computing and the cost effectiveness of mobile devices means that documents can be accessed and updated any time, from anywhere.
It’s not just government employees who benefit. More citizens have access to the Internet either at home or through their mobile devices, and they’re becoming accustomed to e-commerce in other areas of their lives. As your constituents’ comfort and access to technology grows, paperless on-demand services will not only be expected from their governments, they will be a necessity.
Why should your government go paperless?
1. Saves employees time
When documents are stored in the cloud instead of in physical files, you save time requesting documents from other departments, searching for misplaced reports, or physically updating files. Even tasks like printing meeting notes and physically delivering them to coworkers can be eliminated through digital workflows.
2. Automates tasks
Document management automation lets you remove steps and tasks along a project’s journey. By setting up digital workflows, you can track project status, automatically notify the correct people once a milestone is reached, and create reminders so tasks don’t get bottlenecked with certain employees and departments. Digital forms, filled out by the public and employees, can automatically populate databases with information, reducing the need for manual data entry.
3. Makes data more accessible
By centralizing your data storage in the cloud, it becomes more accessible. Case workers can access and update files from their mobile devices. Property-specific data can be retrieved in real time from your government’s GIS platform, ensuring that every department has access to the most current data. Files can be located through simple queries, rather than through hours spent searching the civic archives.
4. Cuts costs
The time cost of having to manually input data and physically manage files is saved when agencies move to digital document management. Cost savings can also be realized by not having to print and mail documents to citizens, and through online payment options that reduce the processing costs for transactions.
5. Empowers mobile workers
When an inspector visits a property, he or she can view and update the property's file in real time via a mobile device. This cuts out the time needed to enter the data later on, and because the document is located in the cloud, it means all departments have immediate access to completely up-to-date information as soon as the inspector updates.
6. Brings your departments together
With centralized documents, all your departments will be working together from the same information. This means it will be easier for employees across all departments to access, manage, and make decisions based on current and accurate data. Costly human error is reduced, communication bottlenecks are removed, and departments can collaborate seamlessly.
7. Needs less space
How much space is your organization currently using to store physical documents? Not only are you paying to lease that space, but it requires a physical search to uncover specific documents. A cloud-based storage system requires little to no physical space.
8. It’s more secure
Dust, mold, fire, floods, air conditioner leaks, mice…. The list of problems that can affect paper documents could fill a whole file box itself. By going paperless, critical information is securely stored in the cloud and constantly backed up, meaning that you’ll always have access to critical information, even in a disaster.
9. Provides better transparency
Automated workflows can provide better transparency for government processes, by automatically notifying constituents as each step is reached. And when public data is made available digitally in searchable databases, rather than only through individual request, it saves government agencies time and money spent on complying with open data requests.
10. On-demand service for constituents
Paperless processes provide on-demand access for constituents to applications, information, and other services that traditionally require a trip to city hall. This allows citizens to access information 24/7, and by moving processes to digital, governments can become more efficient in processing claims, applications and license requests.
Ready to learn more?
Digitizing your government’s processes is not only immensely rewarding, it’s also becoming a necessity due to technological advances and expectations in the 21st century. Contact GovPilot today to learn how we can help your organization digitize services and serve your constituents better.
