Manage, Store, & Track Vital Documents
Government agencies deal with many challenges when it comes to managing paperwork and documents. First, there is a diverse set of content to contend with. Whether it is court documents, public works contracts, meeting minutes, tax records, court reports, or other public records, agencies are expected to effectively manage and maintain all of this content safely and produce it without delay. In the past, agencies had to devise their own rules and methods to manage their unique content. This departmental, non-unified records management approach is expensive, risky, hard to maintain, and creates silos of information and blind spots for the governing body as a whole.
Visibility and accountability from Government agencies is becoming vastly harder to provide to the public. From meeting agendas to contracts, an increasing amount of documentation must be made easily accessible to the public by law. Failure means violation of statute and poor public service.
It is increasingly more difficult to find funds for the ever-increasing offsite records storage costs. Many departments have large volumes of records that need to be kept, and the pile is growing. Retention periods can range from one year to seven years to forever, a complex and expensive responsibility to manage. Staff has to be trained, and new personnel have to be ready to assume records responsibilities. Today's agencies do not have the necessary time or budget to ensure that everyone is following proper policies.
Our years of working with state, county, and local governments makes it clear that each agency needs a comprehensive, enterprise-wide information management platform. OnBase™ by Hyland and CAPSYS CAPTURE™ can manage complex and voluminous amounts of documentation for individual departments and across all agencies, acting in conjunction with your existing information management software to enhance and improve your current system. Documentation is easily accessible for internal users, other departmental agencies, and the entire constituent population.