Fact: Digitization unlocks opportunities for automation, collaboration, and the efficiencies of integrated content, systems, and processes.
It strengthens compliance, makes audits simpler, and empowers people to get more done.
We’ve spoken to government agencies with dedicated resources assigned to physical records rooms, including employees exclusively focused on document management. A typical process might include an employee receiving a document request (sometimes via face-to-face appointments!), walking to a separate and secure area to retrieve it, submitting the document for redaction, waiting for the redacted document, then physically picking it up and delivering it to the requester. Each time a document is requested, the same process is repeated.
Prior to digitizing its paper-based files, Florida’s DOH Personnel and Human Resource Department’s paper files and manual processes overwhelmed a full-time staff, who spent a significant amount of time rifling through records and responding to records requests. Manual processes were prone to loss, misfiling, repeat requests, delays in response times, and contributed to the high cost of training new staff. After going digital, tasks that it took staff hours and days to complete now only take minutes.