The building department is a resource dependent department that typically generates various types of records and requires significant interactions with other departments.
An Example of a Prototypical Public Works’ Responsibility: Building Permits
The main phases of a typical workflow process are as follows:
During the application process, the applicant completes a paper or electronic form that is delivered to the public works department. The completion of this documentation then triggers a workflow that includes:
Once the application is complete the review and approval process can begin.
After the project is approved additional documentation may be requested such as:
The diagram below demonstrates the number of processes and interactions involved in meeting the needs of the building department.
The example above is just one of many daily processes that the public works department may face. There are many copies of records which are continually being updated and changed. Every time a record is accessed there is an opportunity for losses, damage, misfiling or the risk of relying on an outdated version. With a number of different documents, departments and roles involved, unnecessary delays can occur. Higher costs and negative impact to constituents and developers are potential consequences of delays, not to mention the possible loss of credibility due to unforeseen errors.
In order to be compliant, even very small municipalities will need to deal with a large volume of records to accomplish this one simple task. In an increasingly digital age, citizens and builders are also demanding access to these records online, or to be used as part of a larger overall process that may span other requests or departments.
Ricoh has implemented various records management and process automation systems at dozens of municipalities across the country. A record-centric approach to the implementation, while reflecting the proficiencies of the active departments, makes it easier and more efficient, to manage processes in a fraction of the time it took before. This often results in eliminating the need for duplication and paper records altogether. Even more appealing, it can be leveraged beyond one or two departments, to provide automated reuse, improved awareness, process connectivity, and defensible overall compliance.
Ricoh is experienced in document management and creating effective workflows for municipalities. Visit our website for information.