What are the Benefits of Document Management Software for Central and Local Government?

DCS has helped many central governments and local authorities reduce the cost of managing document and record archives, helping them improve efficiency of cross function processes. With our experience and award winning document management solutions we can help you:

Rationalise work processes

Streamline processes on a common, centralised document management platform and eliminate duplication of work. DCS can help you implement a document management strategy, centralise mailroom operations so you can receive, capture and distribute incoming information to all departments, offices and sites.

 DCS also provides consultancy and helps set up a shared service document management centres so local authorities can centrally manage document driven business processes such as HR records management and accounts payable and benefit from economies of scale. 

Monitor and manage workload

The DCS electronic document management solution provides centralised online access to the documents used in various government processes. This means documents can be uploaded via a centralised mailroom service or from any department and then accessed online for processing anywhere in the UK. With the availability of management dashboards as part of the document management solution, senior managers gain an accurate picture of workload by document volume, allowing them to balance workloads across the organisation.

Enable collaborative, remote working

DCS document management solutions help government offices meet targets for increasing staff home working opportunities. Our web-based technology provides central online storage of electronically captured documents used in government processes. Remote workers can then access the documents they need from any web-enabled location using a standard browser. Managers retain tight control over access and can monitor remote workforce productivity via web dashboards.

Improve compliance

The records management tools from DCS allow government departments to manage their compliance obligations proactively and mitigate risk. The compliance rules built into the document management software check each record entering the system for any compliance breaches and also apply retention rules automatically.

Improve security and confidentiality of public information

Government departments handle high volumes of confidential public information and face the constant threat of unauthorised access. DCS document management technology responds to this threat with robust access controls. The technology has been tested and approved by the UK government’s Centre for the Protection of National Infrastructure (CPNI) who use it for their own document management.

Integrated document capture platform

Government organisations have encouraged greater use of electronic means of communication such as email, online forms, SMS text messaging or voicemail. At the same time, they continue to maintain fax systems and process high volumes of postal mail. DCS document management solutions include sophisticated technology to integrate the different lines of communication on a single platform and automate delivery of captured information to the correct department resulting in improved coordination and faster processing.