Paperwork is an inevitable part of government. Forms, correspondence, and other printed documents provide guidelines and structure, helping people access needed services and ensuring regulatory compliance. Unfortunately, all that paperwork can be overwhelming—and expensive. Lost, misplaced, or misrouted documents are inevitable. Studies show that a typical government agency department of 1,000 people wastes more than $11 million annually through manual document handling and management. Agencies facing tight budgets and even tighter scrutiny cannot afford that kind of expense.
With government processes, communications between departments, agencies, and the public has numerous challenges. Paper documents cause slow, labor-intensive, and expensive practices. Documents are easily lost, hard to share, expensive to mail, print, copy and store. Documents end up in decentralized silos that are challenging to access—and the documents are difficult to exchange between the agencies and the public.
Additionally, electronic documents such as Microsoft Office documents, PDFs, emails, and photos also provide challenges for government agencies. How will this information be stored in the repository? How can the information be efficiently accessed, distributed, and shared?
For paper and electronic documents, agencies must determine how to handle the lifecycle of the documents, compliance requirements, records management, and security.