With all your multiple roles and job duties with employees, it’s far easier to keep track of with a digital file cabinet than a physical paper system. Tribal governments with paper files struggle to keep privacy secure, not to mention the headache of finding and retrieving files. Going paperless alleviates many of these cumbersome, time-consuming aspects of HR, hiring, and certifications and gives your staff more time to maintain rather than perpetually putting out fires or playing catch-up.
Now governments are saving time by upgrading to an enterprise content management (ECM) system where data is stored and accessible through a connected network. Having files and data instantly available on a mobile device and able to be updated in real-time saves considerable time and keeps employees informed for a well-organized system. Here are some of the benefits more in-depth:
#1: Automation at Your Fingertips
No more need for manual data entry. An ECM operates with customizable digital workflows so all your necessary documentation that needs signing gets routed to the right people – without a lost paper trail. Plus, easy plug-in web forms let you embed on public websites and intranet that auto-populates the data into a person’s file. It takes the guesswork out of chasing things down or not using the same form for everyone – it’s simply dynamic, and adjustable based on someone’s role or needs.
#2: Saving Costs
Paper. Staples. Printers. Postage for making payments. All the overhead involved in these tasks is eliminated with ECM software, saving considerable funds that can be better allocated for support and other member services that will add value. Add the benefits of payment services digitally, and much of the headache around processing funds is gone for good.
#3: Less Time Searching, More Time Doing
Multiple studies over the last decade have shown users spend way too much time searching for information. One from McKinsey showed employees spend 1.8 hours a day doing so! Enlisting ECM software to search using advanced search options means employees won’t have a confusing situation on their hands trying to find the right document. This easy retrieval adds up to hours and even days of saved time once a paperless system is implemented. Convenient and secure, as it’s tailored to a user’s rights in the system itself.
#4: Security and Encryption
As long as data is stored through ECM software, which is in the cloud, you won’t ever have to worry about the unfortunate circumstances around a natural disaster wiping your information. Document management systems are always being updated, so you’ll have peace of mind knowing it will persist. Unlike ink fading or papers detaching from physical files, digital have lasting power and go through secure, permission-based access based on the user, so you won’t have any unwanted eyes searching through anything that needs to stay confidential such as personal employee information and children’s data.
#5: Instant Reporting
Aggregating physical files to gain data insights is mind-numbing at best. Measure reports in real-time using ECM dashboards that track everything you want, and nothing you don’t. You can also evaluate employee workloads and visualizations to make informed decisions on where to allocate your resources. These insights are invaluable when looking ahead and evaluating current statistics and numbers.
Going Paperless Drives Efficiency
Making files easier to manage is here to stay. Consider the benefits of going paperless and using an ECM to capture data and easily search and retrieve it when needed as well. The automation features, as well as easy-to-use platform, makes it a viable option for anyone – even those not knowledgeable in technology – to be more efficient in their day-to-day work. To learn more, feel free to contact us today.