FileBound Helps Government Become E-Government (Part 2)

Overcoming Multiple Software Applications and Multiple Storage Systems

Today, the vast majority of government information is stored in systems that reach no wider than a single department or maybe even a single building. Everybody’s running their own platform and software applications as well as building their own reservoir of information. Of course, there are those parts of government still relying largely on a fully paper-based filing system where everything created or circulated must eventually come to reside in a bank of metal file cabinets. From there, when it’s outlived its usefulness or relevance, it’s off to a huge warehouse for storage, at considerable cost in space and manpower.

A government wide, department wide or even agency wide, Document Management System would eliminate duplication of information in multiple areas of the government, no matter how far apart they are geographically. For example, Building Department Permit information would be electronically housed in a single repository that all authorized users with a need to see and/or use it could access it from anywhere, think of the value to the Tax Authority in another building. Access could be blocked for those who do not need to view the documents. And, there is no problem integrating information that’s already been stored. If you use a system like FileBound, it integrates across applications so everything can be tied together and accessed by all offices, departments or divisions using the system.

Vast majority of government information is stored in systems that reach no wider than a single department or maybe even a single building

With DMS everything relating to a subject is stored together in the electronic repository. Metadata on each document, photos, spreadsheets, email,s PowerPoint presentations or any other element that needs stored will be recorded at the time it is entered into the DMS, assuring that everything about a single subject remains together AND is fully accessible from your computer.

Hardcopy items can be easily entered into the system via scanner and then electronically filed with the appropriate subject for easy accessibility throughout the government. Search and retrieval is a snap compared to hunting through a physical file cabinet or searching multiple databases in multiple government agencies to gather everything needed.

Items in electronic storage can be aged through the system ultimately arriving in long-term electronic archiving or destruction as determined by your office manager or department head.

Several Other Types of Documents You Can Manage Using FileBound:

State Level Documents

  • Acts and Resolves, Passed by the General Assembly (Resolutions)
  • Bills
  • Executive Orders
  • Journal of the House of Representatives and Senate
  • Press Releases by the Governor
  • Public Laws of the State of Rhode Island and Providence Plantations passed at the General Assembly (Public Laws)
  • Regulations
  • Court Decisions
  • General Laws

Municipality Level Documents

  • Building & Planning Permits
  • Council Minutes & Agendas
  • By-Law Enforcement & Property Standards
  • Finance & Taxation Documentation
  • Fire Department Maps
  • Parks, Open Spaces & Recreation Agendas
  • Public Works Documentation
  • Property Standards Policy Statement

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One Response to “FileBound Helps Government Become E-Government (Part 2)”

  1. Graham Says:

    Although you need to have electronic saving file, you will be able to have a very good space to keep your file. Sometimes you will need to have a very good cabinet to save your file. cheap file cabinet can be a good choice for your office.

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