Document Management Software: How Government Agencies Can Benefit

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Document Management Software

• How Government Agencies Can Benefit

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Document Management Software

• Because government agencies deal with a massive
  amount of information, document management
  software provides an excellent solution for
  streamlining a host of processes.
• The primary directive for most agencies is to
  provide efficient services to its taxpayers and
  citizens. At the same time, government entities
  need to comply with statutory obligations and
  regulations.
•  
• At its core, document management software
  captures information from documents and enables
  search capabilities.
• But file management is only the tip of the
  iceberg.
• These solutions must also automate workflows and
  processes.
•  
• Advanced document management helps government
  agencies with an array of functions, the most
  important of which include file management and
  information distribution.

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Document Management Software
Document Management Software for File Management

• Often managing files and correspondence is a
  manual process.
• And managing any process by hand increases
  the risk of errors occurring.
• Government agencies must manage a huge amount of
  internal and external correspondence. They must
  expertly handle file creation, storage, retrieval
  and tracking.
• Fortunately, document management software exists
  to capture, organize, index, search and retrieve
  information, as well as manage workflow.
•  
• For paper documents, information is captured
  through scanning technologies. This scanned
  information, along with electronic documents and
  e-mail, is stored in a central repository. Once
  stored, the information can be organized into
  meaningful folder structures and attributes, such
  as dates, authors, subjects and more.

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Document Management Software
Document Management Software for File Management

• A major advantage of document management software
  is allowing multiple users to access the same
  information. Based on established
  authorizations and approvals, users can
  participate in a chain of review for documents in
  certain workflow processes, and the software
  keeps track of all actions performed in each
  document.
• Reporting is also available to help managers make
  decisions on information management.

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Document Management Software
Document Management Software for Information
Distribution

•  
• Government agencies are required to distribute
  information to the public on a regular basis.
• This information can include a variety of topics,
  including policy statements, agency guidelines,
  news, knowledge and more.
• To ensure critical information gets to the right
  audiences at the right times, document management
  can help capture, publish and share this
  information through streamlined processes.

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Document Management Software
Document Management Software for Automating
Operations

• Using sophisticated document management software,
  government agencies can facilitate online
  applications.
• These e-applications automate much of a
  government agencys operations.
• For example,
• citizen applications for specific services can be
  accomplished electronically. Then, the software
  can capture the information in these submittals
  and simplify the entire process.

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Document Management Software
MES Hybrid Document Systems has been successfully
supplying and supporting such document scanning
solutions in public and private organizations
across Canada since 1971. The company offers a
one-stop shop for everything from consulting,
conversion services, hardware solutions, document
scanning and electronic/analogue document
management systems.   Its FileDirector document
management software is one of the most
feature-rich and innovative electronic systems on
the market today.
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Document Management Software
FileDirector provides comprehensive functionality
to suit any type and size of organization. As
an out-of-the-box technology, it offers a simple
user interface that make it a refreshing
alternative to complicated and costly,
consultancy-driven applications or SharePoint
solutions. FileDirector includes features such
as integration, security, document capture,
indexing, search and view, compliance and
customization.
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About the Author

• Kevin D'Arcy is VP of Sales and Marketing for MES
  Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier.
• For more information about
• Document Management Software,
• visit http//www.mesltd.ca.