When the COVID-19 pandemic forced many government agencies to transition to a remote workforce, there was an increased demand for cloud-based document management systems.
Employees needed to be able to access, notate, and share their electronic documents from home. Previously, they’d relied upon their employer’s intranet, only available from within their place of employment, for that purpose. Some of their information was in the cloud, but not all of it.
Government agencies had to scramble to find a viable and timely solution in order to keep conducting business as usual.
The government document management system (DMS) selected by an agency can mean the difference between a well-oiled information management machine and a disorganized, paper-strewn office.
What to Look for When Choosing a Government Document Management System
There are a few key factors to keep in mind when choosing a government document management system. These are ease of use and integration, support and maintenance, and compliance.
Ease of Use and Integration
When considering a government document management system (DMS), it is important to keep ease of use in mind. The system should be intuitive and easy to navigate so that employees can quickly find the documents they need
The system must handle the volume of documents generated by the government agency, as well as the agency’s specific needs. The system should be able to integrate with other systems used by the agency, such as email and document imaging. It should also have seamless and efficient methods for sharing documents as well as obtaining digital or electronic signatures.
The DMS should be able to handle a large volume of documents and be able to scale as your agency grows. It should also allow for easy document creation, editing, and retrieval. Ideally, the system would also offer features such as version control and document workflow so that documents can be easily tracked and managed.
Ultimately, the goal is to find a system that will simplify document management for your government organization.
Support and Maintenance
When choosing a government document management system, it is important to consider the support and maintenance options that are available. Some vendors may offer limited support, while others may offer comprehensive support packages. It is important to evaluate the vendor’s support offerings and choose a system that will meet your needs.
The vendor’s support staff should be able to answer questions about the system and help you troubleshoot any problems that may arise. They should also be available to provide training and support as needed.
The vendor should also offer a maintenance program to keep the system up to date and running smoothly and have a customer service team available to provide ongoing support well after software implementation.
A good DMS helps an agency comply with laws and regulations, such as the Federal Records Act, Freedom of Information Act, HIPAA, SOX, FINRA, Gramm-Leach-Bliley Act, and SEC compliance specifications as applicable or relevant.
In order to complyt with federal or state regulations, an agency needs a DMS that is secure, cloud-based, and can be quickly and easily updated as new regulations are released.
It should also protect the confidentiality of the data when documents are shared or copied and regularly back up data in the event of a systems malfunction or cyberattack.
Which System Is the Best?
There are several file management systems available, so it is vital to select one that meets the specific needs of your agency. When choosing a file management system, consider how easy it is to use, what kind of support and maintenance it has, and how it will help you comply with state or federal law.
Consider Go Find It’s document management software specifically designed to increase productivity for government agencies. You can easily access and share documents from any mobile or desktop device, no matter where you’re located.
Our system is easy to learn and simple to implement, so your entire organization will spend less time looking for data and more time putting it to use.
Go Find It is the superlative choice. We enable government entities at every level to get in shape through a dynamic government document management system. Contact us today for a free demo of our system!