In today’s data management environment, there are a host of case management solutions for handling your data. However, many of these systems aren’t optimal for how local governments operate.
Case management solutions are often siloed and provide only very specific functionalities. Because of this specificity, such systems sometimes require less initial financial investment but pose other problems that can make situations worse. Local governments have many departments and groups of people who need to work together. A record such as a building permit may pass through multiple departments, from Public Works, to Administration and then on to Finance before it is approved. If the information is siloed then this becomes challenging to properly execute. Records transfer is necessary for the majority of vital government processes and this means that the government’s IT department will have to spend a significant amount of time building bridges from one solution to another. In some cases, doing so may be impossible and lead to further difficulties. For local governments, time is always better spent on tasks that serve constituents. In addition, because multiple case management solutions have to be purchased for different departments the costs will likely be much more than initially estimated.
Case management solutions are built with very specific needs in mind and may clash with other solutions which are in use. Each solution may come with its own file structure and folder naming conventions. This makes it difficult for different departments to work together as departments become unsure how to locate files – leading to the same problem which the solution was supposed to solve.
Governments face strict compliance and retention requirements and for these to be followed it is vital that records are properly classified. Case management solution providers are typically only knowledgeable about the specific software they develop and not about important government regulations. Some solutions may automatically delete records after a period of time in an effort to save space and create the appearance of greater efficiency. For a local government, this can have a catastrophic effect in the form of compliance violations or possible lawsuits. Additionally, as these solutions are from different providers, they may have differing levels of support and security. So, if there is an issue to be dealt with, multiple support teams will need to be engaged to figure out where the problem is – creating more than just a headache. Seen through a wider lens, it is clear that case management solutions are not effective or efficient for local governments.
In stark contrast to this antiquated siloed approach, Ricoh provides a comprehensive Enterprise Content Management (ECM) solution.
Our Laserfiche ECM solution is eminently scalable and customizable for your needs. We provide comprehensive solutions which possess all the functionality governments should demand from their systems. Our solutions natively allow for secure agile cross-departmental collaboration.
A building permit application can easily be transferred between different departments and office locations so pertinent employees can quickly find and access the same file. We integrate with your government’s existing hardware or software so that you don’t need to worry about compatibility. If your government’s budget only allows for certain features to be implemented that’s fine. Our system is scalable and we can build upon the functionality over time. We can future proof your solution. Our systems are extremely secure and we provide extensive support whenever it is required. Our technicians are well-versed in both the intricacies of the software and in the needs of local governments.
We use cutting-edge technology and security standards so that your IT department can spend their time on other important government tasks. Ricoh has worked with and deployed internationally-recognized award-winning systems for hundreds of local governments across Canada. We are extremely knowledgeable on government regulations on compliance and retention requirements and design our systems with these in mind.
When you work with Ricoh, you never have to worry about issues like the ones above. Records will be automatically stored with retention requirements in mind. In addition, we can deploy sophisticated automated business processes which streamline common government procedures such as responding to freedom of information requests.
Our solutions are also constituent-focused, helping you create a better relationship with the people you serve. We can create affordable and accessible mobile-friendly forms and notification-generating processes which mean that constituents are more easily able to access government services.
Our ECM solutions are more efficient, effective, and constituent-friendly than case management solutions. When it comes to picking a solution provider, go with a team that understands the way you operate.