It can be quite a hurdle to transform your government organization into one that is modern and cutting-edge. But hurdles are meant to be jumped over, especially those created by paper-based records management systems which are inefficient, ineffective, and non-compliant.

At Ricoh, we provide our clients not only with proven effective digital solutions but also with lasting support on the implementation of those solutions. We have aided several local governments, across Canada, in transforming and modernizing their offices. Our breadth of experience reaches far, transforming some of the most antiquated records systems to modern electronic document management systems. Through years of experience, we have gained meaningful expertise and discovered the ideal way that paperless transformation should be accomplished.

To help local governments, who are considering this transition, we have used our years of expertise and knowledge to create a simple 5-step transformation process:

1. Digitize. 

Create a secure electronic repository of records by converting documents from paper to digital. Ricoh can perform this process on- or off-site. Our process can be scaled up depending on how urgently documents are needed. Digital documents eliminate expenses associated with paper records, ensure that documents are secure, and contribute to an eco-friendly office.

2. Categorize. 

Categorize documents according to an intuitive hierarchy, making information easy to find. Effective organization saves employees hours of search and retrieval – time which can be spent on more important tasks. Having easy access to records enables personnel to respond more quickly to requests and facilitates cross-departmental collaboration.

3. Automate. 

Standardize processes to increase productivity and eliminate manual tasks. Using business process management (BPM) systems, employees receive automatic notifications when their input is required. Needless delays are eliminated with automated business processes.

4. Streamline

Increase efficiency with a system that simplifies business processes while increasing transparency and accountability. Traditional paper-based records management systems and single-use case management solutions both suffer from information silos. Each department will often use a distinct system, hindering collaboration between departments – a necessary aspect of governmental processes. With enterprise content management (ECM) systems, cross-departmental collaboration is made simple. Providing centralized access to data, comprehensive ECM systems enable multiple departments to work together on an electronic document and feature additional capabilities like comments and notes.

5. Transform

Collect and leverage data to continue optimizing business processes. Activity logs can be analyzed for new ways to improve business processes. For example, the data might show a frequent process through which the Finance and Public Works departments conduct building permit authorizations. Once this pattern is revealed, an automated process can be set up to complete these tasks. At the personnel level, the government may wish to create a committee representing each department to discuss their needs. Ricoh is always happy to implement additional features and further customize our solutions to meet your government organization’s unique needs.

Implement these 5 key steps with Ricoh and transform your office as you enjoy all of the rewards that ECM and modern technology have to offer.

Talk to a Ricoh representative about how to transform and digitize your office.

Finally, please do keep in mind that Ricoh is not providing legal advice or ensuring legal compliance with any law, regulation, by-law or any other legislative requirement with respect to the content of this communication. It is the municipality’s responsibility to obtain advice of competent legal counsel to ensure its compliance with such requirements.