Reducing the Municipal Archiving Footprint

By NE Docs | November 14, 2018

Reducing the Municipal Archiving Footprint

Cities and towns have broad responsibilities for providing a variety of document services to their residents, from assessing property and managing taxes, to documenting who owns which Map/Lot. Paper documentation has reached its limits for storage, accuracy, and safety. Both administrators and residents are faced with the inefficiencies of working with the sheer volume of records, increased human error through manual procedures, and a growing risk of potential loss (fire, water). Today’s residents are accustomed to the efficiencies of the digital world and are clamoring for change.

The Snail’s Pace of Legacy Procedures

Administrators of municipal offices are working with outdated technologies and procedures for a variety of reasons, but primarily budget. Unfortunately, the user experience for residents can be trying. According to Harvard Business School’s Digital Initiative, “Most people, when they think of city government, don’t tend to think of pleasing and intuitive digital experiences.”

Policies and procedures are often the problem. Local government has complex structures, and each department may have its own policies and procedures. This can make record keeping and document management especially tricky. Old technology associated with collection and storage of municipal data can also be inaccurate, such as maps and other documents recorded with imprecise equipment or in the wrong scale.

But moving to better technologies & procedures means change. And, as with any organization, employees often resist change for fear of failure or incompetency and loss of control.

Digital Document Management is the Solution

There are a variety of technology solutions that help administrators more easily manage the workflow of town or city data.

Document Scanning

Moving paper documents to digital format is key to reducing storage and increasing access:

  • AP Automation – Bill Processing
  • General Accounting Scanning
  • HR Scanning: Electronic Employee Records
  • Large Format Scanning (e.g., maps)
  • Legal Document Scanning
  • Quality Assurance Document Management

Document Management (Cloud-based)

Storing in the cloud requires no physical storage to provide for and manage, plus:

  • Enjoy 24/7 online data access
  • Reduce records management costs
  • No additional investment in hardware, software or IT personnel
  • Enhance document security
  • Simplify disaster recovery

Document Management (On-Premise)

If you need documents onsite, you can store digital files at your location, and:

  • Improve business processes
  • Protect Information from theft & disaster
  • Comply with regulations and electronic discovery guidelines
  • Enable workflow automation
  • Track business process lifecycle

Document Storage

Simplifying storage access is key to better management and an improved user experience, as well as:

  • Fast access – We will quickly retrieve your documents to meet any deadline 24/7
  • Delivery optional – Eliminate paper or let us “Scan-on-Demand” and retrieve only what you need
  • Security – Enforce your policies, track access, and provide monthly reporting
  • Integration – Configure your inventory system to match your filing system
  • Accurate billing – Ensure accurate invoicing

Working with a Document/Data Management Expert

Improving the delivery of your municipal offices’ data efficiencies requires working with an advisor who has experience in document and data management and today’s technologies. The process should include:

  • Conducting a needs assessment – Assessing your situation and learning about your options with change in technology and workflows
  • Designing a plan – Strategizing what your solution requires, from policy changes to computing resources (e.g., software, hardware, cloud, security) and proposing a budget that will be supported by your constituencies
  • Implementing the solution – simplifying the roll-out and adoption by your staff
  • Operating – providing continuous support for use and maintenance of the data system

For over 35 years, NEdocs has worked with town and state administrators for implementing affordable solutions that migrate government legacy document storage policies and procedures and technologies to modern solutions.

For further information, give us a call (603) 625-1171 or stop by our booth, 320 at the New Hampshire Municipal Association’s 77th Annual Conference.

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