Mirroring Government Business Processes in the Digital Realm
In government offices and data centers, document archives and data repositories are highly effective for organizing information which remains at rest. For those occasions when information workers simply need to read or review the contents of a file, repositories like SharePoint are ideal.
Even repositories which are integrated with business applications which address business functions like human capital management, Freedom of Information (FoI) requests, or asset management are documents which rarely remain unmodified.
Yet when a public sector employee needs to modify, move, or manipulate a document to reflect an event which occurs in the real world, it requires a combination of workflow and analytics which exceed the capabilities of document filing and storage applications.
Document repositories provide limited value-add for government organizations which need to serve thousands of constituents, have annual budgets in the billions of dollars, and ongoing infrastructure projects which keep people and economies moving.
Custom development of these functions into your business applications demands significant time and technical resource investment. Pre-built supported APIs and SDKs reduce these overhead demands.
Here are five workflow functions which government organizations should add to the document management functionality of their business applications to get the best value from their historical and day-forward data.
1. Document Viewing, Annotation, and Redaction
Accusoft's PrizmDoc Viewer enables users to view, annotate, and redact information without needing third-party applications like Word or Adobe Acrobat Reader. This enhances application security and facilitates project-related document collaborations.
Most businesses can draw a bright line between internal and external documents. Internal document permissions can usually be applied based on role and privileged access. As time passes, document viewers eliminate concerns over incompatible document versions.
Government organizations, however, have transparency requirements. Many documents need to be made public, but citizen privacy could be compromised in some cases, requiring sensitive info be redacted for those without proper clearances.
2. Document Lifecycle Management
Creating, editing, sharing, approving, and converting documents to searchable file types can take up a lot of time for government employees across departments including legal, operations, and public works. ImageGear simplifies these processes.
By standardizing these application-embedded document activities to a single interface, government organizations can accelerate workflow-related activities like eSignature approvals, annotations, and OCR of scanned files.
3. Enhanced Application-Based Document Routing and Approvals
Government organizations which use Citizen Management apps negotiate contracts with redlines and redactions, which is easier to do in one application. Documents won’t get lost in email chains, and alerts enable effortless digital signatures. Workflows are visually trackable, so if one approver isn’t available, a document can be rerouted. Workflows don’t get stuck in a big data bottleneck.
4. Barcoding for Images and Physical Records
In government facilities, physical records are often stored in folders or boxes before digital conversion, and damage to the record may come in the form of blurry text or ink blotches. There's a better way to store the data. Barcodes can help businesses store and process this data in a better way, but building a custom barcode recognition for your business application is cumbersome and may cause frustration.
Accusoft's Barcode Xpress SDK enables users to collect critical document information with ease. This barcode reader can detect even the most damaged or broken barcodes for a variety of industries and there's even a mobile scanner available.
5. Government Forms Processing
Public sector organizations have vast amounts of forms to expedite the intake of data from their citizens. Court cases, license applications, and invoices are only a few examples of forms which have standardized fields which can aid in the conversion process. Accusoft's FormSuite enables users to customize form field detection and process it into your application.
Are you looking for ways to increase the administrative productivity of your information workers? Want to increase the speed of document processing, discovery, and approval processes?
Accusoft offers a wide spectrum of document workflow solutions for government organizations which are proven, supported, and require minimal development effort to enhance your existing application ecosystem. Contact us to discuss your unique requirements today.