Document Management: the “Civil” Side

Let’s face it: there’s nothing remotely appealing about rooms filled with filing cabinets and piles of paper. Unfortunately, many municipalities are caught between a rock and a hard place when it comes to their current document management solutions: convert to digital document management and re-train a workforce or stay with the status quo, no matter how unappealing.

Document management for government entities doesn’t have to be so black and white, though. We wanted to share the two most popular questions we’re asked when working with government entities on their document scanning and management needs. Our hope is that this helps you navigate the landscape with ease and explore the benefits of taking your documents digital in the most “civil” way!

• Current Systems vs. New Systems / Training Costs: Yes, there is going to be a learning curve. But imagine the possibilities when employees can handle 8 calls in the time it takes to handle 4 and residents no longer have complaints about hold times and call queues that don’t move. Our goal is to allow your employees to locate records in 30 seconds or less – how’s that for civil service?
• Conversion Time: If you’re looking at document scanning as a solution for your government system, consider a phase-in approach. Schedule your document imaging and document management software implementation on a department-by-department basis will allow you to do a few things:
  • Learn from your employees about how they learn a new system and improve training systems for future department conversions.
  • Adjust customer service protocol for your new document management system on a controlled timeline.
  • Gradually roll-out enhanced service options to the public in a PR campaign as needed.

Posted by: John Cushman on February 17th, 2010 // View Comments
Posted in: Government, Industries
Tags: Document Imaging, Government Document Scanning, Municipal Document Scanning
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