https://www.americancityandcounty.com/wp-content/themes/acc_child/assets/images/logo/footer-logo.png
  • Home
  • Co-op Solutions
  • Hybrid Work
  • Commentaries
  • News
  • In-Depth
  • Multimedia
    • Back
    • Podcast
  • Resources & Events
    • Back
    • Resources
    • Webinars
    • White Papers
    • IWCE 2022
    • How to Contribute
    • Municipal Cost Index – Archive
    • Equipment Watch Page
    • American City & County Awards
  • About Us
    • Back
    • About Us
    • Contact Us
    • Advertise
    • Privacy Statement
    • Terms of Service
American City and County
  • NEWSLETTER
  • Home
  • Co-op Solutions
  • Hybrid Work
  • Commentaries
  • News
  • In-Depth
  • Multimedia
    • Back
    • Podcasts
    • Latest videos
  • Resources/Events
    • Back
    • Webinars
    • White Papers/eBooks
    • IWCE 2022
    • How to Contribute
    • American City & County Awards
    • Municipal Cost Index
    • Equipment Watch Page
  • About Us
    • Back
    • About Us
    • Contact Us
    • Advertise
    • Cookie Policy
    • Privacy Stament
    • Terms of Service
  • newsletter
  • Administration
  • Economy & Finance
  • Procurement
  • Public Safety
  • Public Works & Utilities
  • Smart Cities & Technology
  • Magazine
acc.com

Commentaries


Photo by Glenn Carstens-Peters on Unsplash

Commentary

How government workers can stay efficient with a DMS

How government workers can stay efficient with a DMS

  • Written by Katie Casaday
  • 4th June 2021

Cities and communities attribute a large part of their success to the hard-working individuals behind the scenes. These individuals are faced with a wide range of responsibilities. And because of this heavy work, government work can often be draining.

Government workers have to work efficiently to make sure all their programs and initiatives are running smoothly to leave their constituents satisfied. With the right tools and technology, government employees can streamline their daily duties to be more productive.

Technology can help

Technology is the key to developing an efficient workflow. What used to be bulky and hard to navigate is now simple and easy to implement. Even just 10 to 15 years ago, email was one of the most impactful pieces of technology. Today, using email is second nature, and almost anything is possible with the right technology. The challenge has become narrowing down what technology an organization needs.

A document management system (DMS) is becoming increasingly popular across every industry, but especially in government. There are countless systems available, ranging from simple solutions that store documents to complex options that automate workflows and generate helpful reports.

Using a DMS in your government organization will help your team to reach new levels of efficiency.

Reduce human error with automation

In the government sector, you are regularly faced with tedious tasks like processing licenses, sending approvals to the right people, saving documents to a specified location, and making sure your internal and external documents follow compliance regulations. These processes—along with the countless others specific to your department—are all prone to human error.

Human error is inevitable, yet can still have lasting effects on an organization and its productivity. For example, employees may have to double and triple check their work then have to redo a project once the mistake is caught. That will prevent them from moving on to their other work and have a negative impact on efficiency instantly.

A DMS can greatly reduce human error by using automation. Consider all that goes into maintaining compliance. The regulations vary, but you may be required to hold onto a document for a certain period of time or ensure that only authorized employees have access to certain information. Even the best employees will make a mistake at some point such as accidently destroying the wrong document or filing it in the wrong location. But with automation, you can always trust that your compliance rules are being followed because human error has been diminished.

Instead of the employees working on tedious tasks manually, a computer can automate all those things that often trip them up. So employees can spend more time working on things that require their thought and attention.

Central and standardized filing system

A DMS can greatly benefit employees by providing them with a central repository for all government documents. Instead of making trips around the office to gather each document they’re looking for, they’ll be able to effortlessly access all of them with a DMS.

Do you need to collaborate on a document with your team? No problem. With the centralized storage and standardized filing system that a DMS provides, every team member will have access to the required documents without wondering if they’re putting them back in the correct location. Interdepartmental work doesn’t have to be challenging and hold up your efficiency any longer.

Flexible work environment

Most employees know themselves and recognize what environment holds them back, and which one helps them flourish. When employees can work where and how they want, they’ll be able to find an efficient workflow. Remote work may not seem practical for every government agency with the projects that need to be accessible by everyone.

Because a DMS provides centralized document storage, anyone can productively work from home or in the office. There are a variety of reasons why employees may need to work remotely. Whether they’re in the midst of a global pandemic, an employee needs to stay home to care for a sick family member, or the stellar new hire has a long commute, remote work is possible and easy with a DMS.

Using a DMS in your government agency will empower your employees to work productively. The right technology can have a great impact on the work you produce and will make your job as public servants more efficient than you ever imagined.

 

Katie Casaday is a marketing content writer at eFileCabinet where she specializes in computer software and document management topics. She graduated from Utah State University with a BA in Global Communication.

 

Tags: homepage-featured-2 homepage-featured-4 Administration Commentaries Administration Commentary

Most Recent


  • remote work
    A case for broadening remote work in the public sector
    The world of work is undergoing dynamic change, in at least three major ways: First, according to Gallup, Gen Z and Millennial workers in 2021 comprised almost half the U.S. workforce. The “Silver Tsunami”—the retirement in large numbers of Boomer workers—is real, and Gen Z continues to fill the gaps left behind. Secondly, numerous articles […]
  • CRM
    CRM beyond sales: How government CRM can improve citizen engagement and satisfaction
    Private companies know the value of customer relationship management and CRM workflows. For anyone new to CRM, it is a technology that helps companies manage relationships with current and potential customers. CRM systems help companies manage customer relationships throughout the entire customer life cycle, including sales, ecommerce, marketing and more. CRMs help organizations focus on […]
  • Here are 12 of America's most walkable cities with vacancies for renters
    Of the many factors that entice visitors and new community members to a city, its walkability is pretty high on the list. Inviting sidewalk and smart traffic control drives foot traffic to restaurants and storefronts, making the area desirable for prospective businesses, which in turn attracts more people.  It’s a loop that begins with the […]
  • Amid digitization of public infrastructure, cybersecurity is increasingly a challenge
    The digitization of public infrastructure is a double-edged sword: While technology can streamline workflows and make systems run more efficiently, it’s also vulnerable to digital threats.  “The integration of new technologies into the public transit industry has resulted in improved service offerings to customers. But while these new services provide important information and conveniences to […]

Leave a comment Cancel reply

-or-

Log in with your American City and County account

Alternatively, post a comment by completing the form below:

Your email address will not be published. Required fields are marked *

Related Content

  • Lessons from your friendly neighborhood public service employees
  • Harris County deploys next-generation security in 150 public buildings
  • How local governments can get ahead of the infrastructure wave: Strategies to mitigate risk
  • Prioritizing rapid restore leads to stronger ransomware attack recovery

Twitter


AmerCityCounty

Tech companies partner with Texas city to bring connectivity to five underserved communities dlvr.it/SWwRRH

19th August 2022
AmerCityCounty

Staying safe in a hotter world dlvr.it/SWwRN0

19th August 2022
AmerCityCounty

A case for broadening remote work in the public sector dlvr.it/SWvpYt

19th August 2022
AmerCityCounty

Funding fiber broadband: The path to growing communities dlvr.it/SWsW6f

18th August 2022
AmerCityCounty

Report: Traffic fatalities from motor vehicle accidents increased by 7% in the first quarter dlvr.it/SWsJFc

18th August 2022
AmerCityCounty

Biden: Inflation Reduction Act represents ‘one of the most significant laws in our history’ dlvr.it/SWpMDZ

17th August 2022
AmerCityCounty

CRM beyond sales: How government CRM can improve citizen engagement and satisfaction dlvr.it/SWp9lg

17th August 2022
AmerCityCounty

Taking on the heat with tech: Cities create chief heat officers dlvr.it/SWp77d

17th August 2022

Newsletters

Sign up for American City & County’s newsletters to receive regular news and information updates about local governments.

Resale Insights Dashboard

The Resale Insights Dashboard provides model-level data for the entire used equipment market to help you save time and money.

Municipal Cost Index

Updated monthly since 1978, our exclusive Municipal Cost Index shows the effects of inflation on the cost of providing municipal services

Media Kit and Advertising

Want to reach our digital audience? Learn more here.

DISCOVER MORE FROM INFORMA TECH

  • IWCE’s Urgent Communications
  • IWCE Expo

WORKING WITH US

  • About Us
  • Contact Us

FOLLOW American City and County ON SOCIAL

  • Privacy
  • CCPA: “Do Not Sell My Data”
  • Cookies Policy
  • Terms
Copyright © 2022 Informa PLC. Informa PLC is registered in England and Wales with company number 8860726 whose registered and Head office is 5 Howick Place, London, SW1P 1WG.
This website uses cookies, including third party ones, to allow for analysis of how people use our website in order to improve your experience and our services. By continuing to use our website, you agree to the use of such cookies. Click here for more information on our Cookie Policy and Privacy Policy.
X