Hundreds of government agencies run our state, our country, making decisions that protect interest of all at stake. Reaching these decisions, however, takes a lot of time, patience and paper. Let’s say there is a transportation strike in a state. Though it is a problem at state level, the state government officials will have to discuss debate and decide with transportation and treasury departments to form a strategic solution. Before reaching this decision, a lot of documents, research papers, expert studies and updates are sent back and forth. So it would not be wrong to say that government is a paper-intensive industry.
Government bodies implementing content management software have a goal of becoming more sustainable meaning they want to decrease the amount of paper used and money spent on storage and labor. Paper folders, labels, shelving, and file cabinets, and the floor space they consume are expensive. With content management software the space lost to filing can be reclaimed.
Content management software reduces overhead by eliminating the need to make multiple copies of a single document for staff and other departments to view. Documents can be viewed simultaneously in the document repository from the desktop application or the web client.
Government agencies have a duty to its citizens to increase efficiency and improve communication while maintaining compliance to regulations. Audit trails, logs, and repository back-ups must be in place to meet standards and guidelines. Content management software can instantly provide reports to auditors to ensure compliance. A disaster recovery plan works with content management software to ensure that data is never lost and can easily be recovered.