Each local government is unique and has its own needs and requirements. A government in rural Ontario will not have the same needs or face the same problems as one in Nova Scotia or Nunavut. They
require support for different things and have to deal with different compliance
rules and regulations. Even governments in the same region have different needs
unique to their situations. It won’t do to just buy off the shelf software
for every problem that comes up, custom solutions are required.

If single purpose case management solutions are
bought, a number of issues may result:

  • Having
    software that doesn’t work well or at all together – resulting in the
    government having to either buy new software or to instruct the IT department
    to create a method to deliver data from one technology to another in the right
    format. This may be feasible when there are only two solutions but will rapidly
    become a problem if more tasks are required to be done electronically. Siloed
    information is a thing of the past; modern systems are comprehensive and allow
    different departments to speak to each other with ease.
  • Software that isn’t able to do what is
    needed – features which often sound great on the surface often don’t work with
    what local governments really need as they are not built for them in mind. In
    addition, features which work for one government may not work for another due
    to differing legislation and compliance requirements.

  • Being
    locked into a system – some pieces of software don’t let data be exported out
    of their system. Making it nearly impossible to transition from their system to
    another. This may be acceptable at first but quickly becomes a problem if a
    solution is found to have bugs or is no longer adequate for the government’s
    needs. This can even lead to future legal problems further complicating the
  • Software
    that only works on specific devices – the software runs perfectly on the office
    computers which run Windows. However, when employees want to work on their
    devices, which may run OSX or Linux, the software may become incompatible. This
    can seriously hamper productivity as people are forced to work on a platform
    which they are unfamiliar with or which may not be optimal for their other
    needs. This is also a problem for remote workers as it means they cannot access
    data from their smartphones.
  • Dealing
    with companies that might go out of business and leave a government stranded.
    When this happens a government may lose access to its data or the features
    which it has gotten used to using. This can have catastrophic effects for local
    governments as it may be impossible to reproduce or recover some data.

These are significant problems which can
hamper the proper running of a local government. Software should make life
easier, not harder. Luckily, these downfalls can be avoided by working
with Ricoh. Ricoh is an award winning company with extensive experience
working with local governments in Canada. We understand government regulations
and work with individual governments to create customized solutions which work
for them and meet their unique needs.

We provide comprehensive software and
services which address various problems which local governments face. We can:

  • Digitize
    records and securely store them locally or on the cloud for easy search and
    retrieval. This greatly simplifies the search and retrieval process for
    employees and allows them to accomplish tasks in seconds that would have previously
    taken hours. This digitization process may result in further benefits as it
    eliminates storage costs (which can be significant for municipalities which
    have tens of thousands of records) and frees up space (to put in a gym or extra
    office space).
  • Create
    automated business processes for dealing with invoices and freedom of
    information requests. Our notification-based system will automatically alert
    employees when their input is required – reducing the amount of emails/memos
    that staff have to write. Citizens will also be kept up to date on the status
    of their requests through this automated process.
  • Design
    a notification-based system for expediting the new employee recruitment
    process. Through this process, the hiring committee will be able to review,
    accept and reject applicants with ease and applicants will be kept aware of
    where they are in the recruitment process.
  • Automate
    contract management. No longer will employees have to spend hours on handling
    paper contracts and trying to get in touch with the different people needed to
    sign off on them. Records will be stored in an intuitive manner and the pertinent
    people will be automatically notified.
  • Design
    custom forms for each department. Different departments will no longer have to
    rely on a centralized template for their forms. Employees will be able to
    create new forms which will go through a review process from their supervisor,
    the IT department and the FOIP coordinator (if pertinent). These forms will be
    instantly available to other members of the department.
  • Ensure
    records are automatically retained for the correct amount of time. Records will
    be stored with metadata attached to them so that they aren’t accidentally
    deleted – which may cause noncompliance. This will assist governments in
    responding to citizen information requests efficiently and effectively. Records
    also won’t be stored longer than they are needed, clearing up space for new
  • Create a
    paperless accounts payable system. The finance department generates lots
    of forms and invoices. Accounts payable is a very complicated process, and
    having paper documents makes it even harder. A paperless system can greatly aid
    the finance department.
  • Create
    a secure system for mobile and remote work. This will especially help employees
    who often travel and need to record and modify data while they are on the go. Employees
    will no longer need to make unnecessary trips to the office, saving them gas
    and time. In addition, processes which require simple sign-offs from members of
    the team will be able to done instantly instead of having to wait until they
    are in the office.
  • Institute
    secure mobile printing. No longer will employees have to be in the office to
    print important documents. In addition, data about which department is printing
    how many forms will be logged to further optimize the printing process.
  • Work
    seamlessly on different platforms and devices. Our solutions work
    cross-platform so that governments don’t have to worry if you ever decide to
    switch platforms or if employees prefer to work with their own devices which
    may run different platforms.
  • Integrate
    our solutions with existing software or hardware. We will adapt our
    solution to fit existing software and hardware. We have a team of professionals
    who have created custom solutions for local governments across Canada.

We can do all of this and more, depending on
your government’s needs. We provide comprehensive customizable solutions. If
your government decides that it would like more or fewer features, we will
happily further customize our solution. Our company has been around for a long
time and we are constantly updating our security and tooling to keep up to date
with cutting-edge technology. There is a reason why we lead the market in
providing digital solutions to local governments in Canada. When working
with Ricoh, governments can feel comfortable in knowing that they have a
consistently excellent company behind them.

Ricoh has over a decade of experience in the local government sector and we excel in making our clients happy. Take the first step to a happier constituency.