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The Challenge: Keep Classified Information Secure
Government organizations are posed with a formidable challenge. They need to keep classified information secure and simplify their processes—while balancing the budget. The problem is, it’s not easy to do all three.
Top priority for government is making sure classified information stays confidential. But that can be tricky when paper documents are involved. Filing cabinets don’t give you peace of mind when it comes to security. Plus, there’s the cyberterrorist and hacker risk that comes with electronic documents. Unless you have the right document management system, even your electronic documents could be infiltrated.
Your governmental organization also needs to be transparent—or risk the wrath of the taxpayers. But transparency is difficult to achieve with paper-based and manual routing processes. Routing paper documents compromises visibility. A document could be misplaced, lost, or stolen—and you’d be left at a loss. Will your superiors simply accept that excuse?
On top of that, if you’re working in government, you’re expected to be efficient. But it’s difficult to be efficient with manual processes, paper documents, and filing cabinets. Manual routing, scanning, copying, delivering, and filing consumes employee time (and racks up costs).
This all adds up to a government organization struggling to meet the challenge ahead. Your organization deserves better: an electronic document management system that keeps classified information secure, offers transparency, and promotes efficiency. And Fortra document management solutions can help.
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I’d used the other large document management systems when I worked in law firms, but they were too expensive. What’s more, they were too inflexible and couldn’t be modified to meet our needs.
Michael McConnell, Chairman, IEERB
Meet the Highest Standards—and Taxpayer Expectations
Say goodbye to vulnerable documents, difficulty with transparency, and inefficiency. A document management solution for government will help you meet your goals (and keep the budget intact).
Keep Documents Secure
Get much needed security for your documents. The right document management for government focuses on keeping documents in the hands of authorized users—and out of the hands of everyone else. Here’s how it works. Advanced security controls monitor user authority for viewing and modifying documents. Documents will no longer be susceptible to deletion. Hackers and cyberterrorists will be kept out, and your documents will be safe.
Stay Compliant
Being part of the government means it’s all the more important to stay compliant. Proving compliance can be difficult, however, when documents are stored in filing cabinets or haphazardly in network folders. Document management for government prioritizes compliance. Rules will be applied to ensure that documents are stored appropriately. Indexing make documents more searchable. So when the auditors come calling, you’ll be ready.
Achieve Transparency
When you’re in government, being transparent applies to your documents, too. After all, you need to have the documentation ready to answer any questions your organization may receive. Document management makes it easy to be transparent. You’ll always know where documents are and be able to call them up in an instant. Plus, version tracking ensures visibility over alterations to documents. You’ll know when something is changed and by who. Transparency, achieved.
Guarantee Efficiency
The world expects government to move at a breakneck pace. After all, the people want to see an ROI on their tax dollars. Make sure they get it by implementing document management. Scan and store paper documents so you’ll easily find them in the future. Import existing electronic documents, too. Index everything, so documents are easy to find. Automate routing, so documents instantly route from person to person on a predefined list. Instead of spending your days chasing down documents, you (and your fellow government workers) can dedicate your time to more important matters.
Attain Accuracy
Efficiency means nothing without accuracy. Document management is often driven by data, and the government sector has many dealings with data. The right document management for government must ensure data integrity and insist on document accuracy. A key component to this is data capture. You can eliminate manual data entry efforts and reduce the risk of error by automatically syncing data across forms and documents. Accuracy, attained.
Balance the Budget
It goes without saying that governmental organizations need to make due with limited resources. This typically includes limits on employees and, consequently, employee time. When employees no longer have to spend significant portions of their days searching for documents, time—that valuable resource—will be allocated to other tasks. Plus, you’ll experience significant savings in printing (toner, ink, paper, etc.) and storage (filing cabinets, real estate) by switching to digital document storage.
Revolutionize Your Government Documents
Find out how document management software will help your organization. In your free, personalized consultation, we'll discuss your processes and priorities for managing documents. Then, we'll help you take the next step to better document management.