Document management for government use is especially critical because it protects the integrity of classified information. Both paper records and digital documents fall under the categorization of federal records, according to the National Archives and Records Administration (NARA). The immense volume of documentation and information that government organizations are responsible for requires solutions that improve processes and keep these records secure. However, information management is often challenging with so many networks and guidelines to satisfy.
A document management system is essential for storing federal records that are NARA-compliant and easily accessible. Some of the most common features in an EDMS include:
- Access to information about each document, including the title, description, and date of storage or modification
- Collaboration features for editing and monitoring changes
- Tracking and retrieving tools for previous versions of documents
- Security features that protect documents and manage permissions for people who can access them
- Compliance regulation support for all documentation and records
- Administrative tools that control the workflow of documents to different agencies or employees
With these convenient features, government agencies can focus their time on more meaningful tasks. Many of the efficiencies of automation also allow less opportunity for vulnerabilities and public frustrations. This system helps government agencies share and update records by minimizing response time and identifying fraud. Communicating with multiple agencies or external partners can become stressful if documents and records aren’t appropriately tracked. This issue often leads to time delays and increased operating costs.
A cloud based electronic document management system (an EDMS) also enables users to access necessary material instantly, no matter their location. Government employees, public servants, and citizens can access public records online, often without visiting the department in person. With an EDMS, voting, court, and property records are readily available, increasing engagement with the public. The automated advantage also significantly benefits the public sector by reducing paper usage and storage.
Government agencies and departments often face budget constraints, so meeting deadlines and providing mobile access is essential for cost reduction. Eliminating manual data entry also helps consolidate documentation down to relevant, essential information and reduces inaccurate data.
Additional benefits to records management software for government agencies can enhance supervision and organization. Advantages include:
- Scanned documents get converted into searchable digital formats
- Agency employees can search and retrieve files on demand
- Government personnel can share or transfer documents securely and instantly
- Forms processing is much more efficient with the replacement of paper documents
- Electronic data and records don’t get lost, damaged, or misplaced
- Document trails allow consistent tracking of record changes, viewings, and distributions
- Record compliance aligns with inspection regulations
Modernizing government document management is essential for seamless document intake, preserving security, and maintaining compliance. The fast processing that comes with an EDMS allows for citizen satisfaction and improved operational productivity. Refined processing optimizes daily procedures and workflows and makes it easier for employees to comply with documentation protocols.