Government agencies are constantly under scrutiny and the pressure to deliver services to the public means humongous volumes of documents are required. The documents may be for communication, record keeping, budgeting, and so much more. This creates some major pain points for not just those who deal with the documents but the agency as a whole. Adopting document automation can pacify the pressure.
Here are some of the issues that document automation like Windward Hub can address:
There’s a lot of classified information that needs to be kept safe. Safety implies more than just keeping it away from prying eyes but even from physical destruction. Filing cabinets and strong rooms may not be sufficient and they come at a cost since space needs to be allocated to store all the classified documents. Government agencies need to balance having secure storage as well as keeping expenses within the budget.
The best solution is to avoid paper documents. Automation software comes with the ability to generate digital documents and have them stored using cloud storage. The right software can offer ample security even from cyber threats and yet still make it possible for the documents to be accessible to authorized personnel at any time.
There are various reasons government agencies may need to communicate with the public and communication needs to be timely. Keeping track however of all the notices that need to be released, for example, reminders to file taxes, confirmation of permit approvals, dates for jury duty, and so on, can be a formidable task. Some recipients may not get the notice or the notice may go out at the wrong time.
Automating communication is the simplest and most efficient solution. Automated communication is personalized and the software can retrieve the most recent information to share with particular individuals. Automating also saves time and manpower that would have been tied up sending out notices. It can also be used to respond to various inquiries as well as design informative presentations to enlighten the public about various issues.
Since government agencies need to show accountability frequently, they have the task of preparing different reports. These are time-consuming since they require a lot of data and the data needs to be accurate. Preparing reports manually is tiresome and likely to have errors and inaccuracies.
Automation can retrieve all the necessary information needed to create a report. Whether it is a financial report or progress report and any other kind of accountability required. The documents will be created in minutes and will adhere to acceptable formatting, language, and presentation for government agencies.
Paper documents are hard to manage. They present a storage problem as well as increase expenditure for government agencies. Several drafts of a single document may be printed and later discarded because of errors in the document or because a new version may have been created. Even with strict policies on paper usage, it is still an expense that should be avoided.
By automating documents, an agency can ensure that a single draft is made and that draft is just right. Even if a new version has to be created, there is no need for printing since all the documents are digital. These documents are easier to manage and they save the agency a significant amount of money.
Government agencies need a lot of data to execute their duties, this means individuals need to be aware of the different datasources and should have a way of searching that information to create documents. For example, to issue a visa, a government employee needs to verify an applicant's identity, criminal record, financial status, and so on. Having to search different sources to verify such information can wear out an individual and at times they may try to cut corners and end up missing important data.
With document automation, all the relevant datasources are linked to the system and with a simple request, a document can be created containing all the necessary information about an individual retrieved from several sources. Document automation can enable government agencies to work faster and serve more people better.
A huge burden rests on the shoulders of government agencies to protect classified information and yet still be transparent and accountable to the public. Paper documents make it a big challenge to achieve all that is expected. Document automation on the other hand can achieve this and much more. Classified information can be safely stored in the cloud and information that the public needs to know is easily accessed on demand. The agencies can also stick to the budgets and keep track of expenses by automating their document creation process and minimizing paper use.
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