Our GSA-certified solutions assist federal agencies, state government, county government, and municipalities in meeting the challenges of 21st-century governance with document management solutions that improve service in every department while cutting costs and creating instant access to public documents.

Government as an Industry

Local and state governments have more in common with the average company than you might think. Just like a company, government agencies have HR departments, large amounts of paper, and the need for accounts payable processes. In fact, government sectors are the largest generators of paper in the United States. So, like other companies, government agencies can benefit enormously from document scanning and management.

Government file storage and management needs

The government keeps track of thousands of different types of documents that must be available for reference each day. Permits for municipalities take up space and are referenced frequently, and important drawings are often found within these permit files. Local and state governments are also responsible for the storage of birth, marriage, and death records, which require safekeeping for several years.

Other files include state unemployment claims, DMV records, police case files, board packets, and finance files. There is a considerable amount of paper to be processed, sorted, and stored – with little room for error. By scanning all of these records, each one of them becomes immediately accessible, more secure, and more easily processed.

HR record management benefits for government agencies

Like a larger company, state and local governments employ a lot of people, which means their HR and personnel departments have a lot of responsibility. Within employee records sit resumes, references, employment records, emergency contact information, performance reviews, and more. This volume of paper requires storage and processing, both of which can be made significantly easier with document scanning and automated workflow.

Automated AP processing benefits for government agencies

Most municipalities have more than one vendor, which makes automated AP processing a valuable service. All the pains of data entry, routing, approval, and matching happen automatically, with little to no human intervention. This frees up your accounting department to focus on the big tasks.

Scanning benefits for government agencies

Scanners are incredibly valuable in the government sector when it comes to capturing key documents up front to improve process workflow. Kodak Alaris scanners are built to scan large volumes of paper while taking up minimal space and energy.

Because government records are referenced frequently, they must be completely legible, which is not a problem for Kodak scanners. An LED light source lights the document as it scans, ensuring that each image and word is properly illuminated. Scanning services can either be outsourced or done in-house with a wide range of quality scanners sold by Datamation.

Other benefits Datamation can help you realize

  • Standardize your entire organization on a single document management platform
  • Enable data exchange between departments and agencies
  • Integrate with the applications you already use to support cashiering and fee collection
  • Create a central point of control for all your information, without forcing localized groups to change their existing business processes
  • Expand your document management platform throughout your organization, crossing departmental boundaries and integrating with your line-of-business applications and legacy systems to eliminate data silos
  • Easily backup critical information to ensure government continuity in the event of a disaster
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