How Government Agencies Can BenefitDocument 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.

• 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.

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.

Document Management Software for File Management

 •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.

Document Management Software for Information Distribution

• Using sophisticated document management software, government agencies can facilitate online applications.

• These e-applications automate much of a government agency’s 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.

Document Management Software for Automating Operations

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.

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.

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.