The amount of paper a city government works with has likely largely grown over the past few years. A greater number of data sources combined with the ease of printing and sending information has left many getting hit by a barrage of paper and information. In Ulster, New York, town officials decided to adopt a document management system to help keep track of permits, bookkeeping and reports, according to the Daily Freeman News.
Before adopting this system, Town Clerk Jason Cosenza said they implemented a program 10 years ago that was badly need in of updating. The management system needed to be in line with other current IT system. The upgrade allows for document imaging to be used and to create records across multiple city departments.
“Most of our long-term records are incorporated into it, such as contracts, municipal agreements, minutes, our building records,” he said to the news source. “Our goal is to centralize our records system so it’s accessible to all departments and everybody has the same copy and same version.”
He gave the example of his cash system versus the water department’s system. Integrating different departments across the city government will allow workflow to be streamlined and create transparency for citizens.
Cities like Ulster could likely fix a big problem by adopting a document management system from Binary Office: Lack of space. File cabinets take up a ton of space across city halls, but having a system that does not have to be physically present can be a huge boon for agencies everywhere. By scanning and storing files within a software-as-a-service based system, city governments can minimize worries of digging for a document or expanding the file cabinets into another office.
More state and local governments taking to paperless way of work
Rick Petrecca, manager of systems integration and deployment strategies for Indianapolis and Marion County, Ind., told State Tech Magazine that their paperless system has allowed them to get rid of a lot of waste in government and save money.
Katey Wood, analyst at the Enterprise Strategy Group, told the news source that as the next few years move on, there will be more reliance on information governance, cloud computing and mobility and less reliance on paper records. Mobility especially will become a much bigger backbone of business because more employees want to access company documents their own devices.
“As workers become more mobile, IT managers have to decide to what extent an organization’s document management system will accommodate the many mobile devices coming into the workplace,” she said. “For example, will staff be able to access documents on their tablets and smartphones?”
This is likely a good area of focus for many agencies because employees are shown to be more productive once they have mobile access. However, the initial focus should be digitizing data and making it available in a document management system.