By: Kevin Ledgister, Marketing Manager, ImageSoft
Comply and Fly with ECM: Meeting Mandates and Regulations
260 minutes. That’s just over 4 hours, which is about half of the average person’s workday. It’s also the amount of time government agencies spend per day just trying to meet public records requests.
When I say this, you may envision stacks and stacks of backlogged requests and impatient constituents lined up. This is true to some extent, but it’s really only half the battle. Not only are these agencies dealing with backlogs and back-talk, but they’re doing so while sweating under the urgency of mandates and regulations. Unfortunately for agency workers, such bold parameters box in almost all of their requests.
How Do They Manage?
Historically, not very well. Constituents with a request need to search the government’s website for the form, fill it out, print the document, and snail-mail it in. The paper document then needs to be hand-shuffled to the right desk, filed, and processed. All this alongside the hundreds of other documents that need the same, vital attention. Sounds fun, right?
Or, if the constituent needs it faster, they drive to your office, fighting traffic, securing close parking, finally get through security and wait in line for the pleasure of submitting the request in-person.
Someone Help These People!
Enterprise content management (ECM) is on it! Using its cloud-based storage, ECM allows public records across all departments to elevate their capacity and ability to comply with the ever-changing public records requirements without cramping their offices with added file cabinets.
Using an ECM system for public records becomes even easier when it manages your processes. For instance, you have dozens, if not hundreds of PDF forms on your website. Many of those are mandated forms that you cannot modify, which makes it hard (if not impossible) for electronic submission.
But an ECM solution, like OnBase by Hyland, comes with Unity Forms which allow you to design documents that will capture signatures, allow attachments and validate data to ensure that you’re collecting all the required information. Then, with the click of a button, the data is merged onto a government form that can be submitted online or printed and mailed. This not only ensures that all required information is filled out, but the constituent doesn’t have to worry about missing critical information and having gone through a ton of work just to have a rejected, incomplete form bounce back to them.
Once the form is in an ECM system, leverage its built-in workflow capability to route the form to the correct person, which is based on data in the form. Yes, it is a huge time-saver! Along the way, the ECM system can also capture those supplemental documents that pop up as work progresses. Automatic notifications at each step will also reduce calls into the office. Workflows can also track each type of form’s legislative requirements and mandates for processing times, and prioritize those forms that are approaching their limits.
As a result of all of this awesome automation, your completed process will not only have a complete audit trail for transparency and reporting purposes, but responding to record requests will be much easier because your documents are in one place and can be delivered in virtually any format. In other words, no more rifling through desks, endlessly searching for misfiled documents or printing a forest’s worth in paper.
I Can Help Myself? Don’t Mind if I Do!
While these features are undoubtedly speeding up the fulfillment of records requests, they’re also enabling a self-serving public through the use of search portals. This saves constituents all the time they would have spent driving to offices or preparing snail-mailed documents, and it saves the agency workers from having to manage and sort stacks of paper.
I’m Ready to Comply and Fly
As you can see, complying with mandates and regulations doesn’t have to be difficult. With a public record agency operating on an ECM, you can ensure all the information that is requested will be securely delivered on time, in proper format, and exactly where it needs to be.
Does your agency leverage an ECM? If so, how is your workload now compared to life before ECM?
Coming in Part 6: Eliminating Duplicative Workflows