| Governments represent a large percentage of | | | | If you add every local, state and federal |
| the business population. Therefore it's essential | | | | department in each country together, that equals |
| that every department functions at peak capacity | | | | a massive number of departments and |
| or the domino effect can easily happen and | | | | employees. Standardization of filing systems is |
| massive problems will occur. Governments need | | | | crucial. Otherwise chaos is sure to reign. |
| an efficient document management system to | | | | Imagine if a prime minister or president couldn't |
| help ensure that chaos doesn't happen. | | | | get their hands on documents urgently. Important |
| When you consider there are so many | | | | decisions would have to be postponed, and that |
| departments and different levels such as: local | | | | could prove to be difficult, if not dangerous at |
| government, state government, federal | | | | times. These key figureheads need to have the |
| government and international levels, that's an | | | | best possible support from their administrative |
| enormous number of files that have to be | | | | staff, senior advisers and a reliable, modern |
| maintained on a daily basis. The only way it can | | | | document management system that can fulfill |
| be organized efficiently is if someone takes the | | | | every requirement. |
| initiative and instigates a major change. | | | | Creating a filing system where every file is named |
| Ever changing rules and regulations apply to | | | | according to a certain set of guidelines, no matter |
| various local, state and federal government | | | | where you are or what level of government |
| agencies. Then you have the multitude of | | | | you're working in, is a vital part of keeping the |
| applicable laws that apply internationally. | | | | governments running. Whether you're an |
| There has to be an intelligent, standardized | | | | administrative assistant in a small local |
| document management system that can | | | | government department or the Secretary of |
| streamline the way that files are being maintained | | | | State to the president, you should be using the |
| and enable every department to work together | | | | same type of filing system. |
| more efficiently. The positive news is that there is | | | | Think of the amount of space taken up by |
| such a system and it's already being used in many | | | | physical files. If lots of documents are saved on |
| different companies. | | | | CDs or DVDs, they take up a lot less room. If |
| Years ago, all records were kept using basic | | | | your document management software is |
| manual systems. Filing and retrieval of documents | | | | accurate, files that are no longer active can be |
| was costly in terms of both time and money. | | | | archived and stored off site. |
| However, that can now change because | | | | Records also have to be easy to retrieve which |
| employees in all departments can use the same | | | | will save time. It is estimated that people waste |
| method for naming every file they create. | | | | 150 hours per year just looking for lost |
| Documents appear in a range of formats including | | | | information. |
| paper, CDs, DVDs, and faxes. Files are capable of | | | | Everyone complains that the government wastes |
| containing them all. This saves space, money and | | | | billions of dollars every year. Everyone moans |
| time and avoids duplication. Documents are easy | | | | about paying taxes. An absolute fortune would be |
| to locate through the use of the filing system | | | | saved in both money and man-hours through the |
| software. A few keystrokes and an employee | | | | use of a standardized document management |
| can instantly see where a file is stored. The file | | | | system. Staff could spend more time on vital |
| can be retrieved or a document can be added | | | | tasks, rather than looking for files or documents, |
| and returned to its rightful place. | | | | which is both frustrating and extremely time |
| If someone in a different department or level | | | | consuming if an archaic filing system is being used. |
| needs access to a file, they use the same | | | | Governments need an efficient document |
| software to locate it. People become instantly | | | | management system so that all departments can |
| more efficient because less time is needed for | | | | work well together without wasting billions of |
| filing and retrieving documents which means more | | | | dollars on financially unproductive aspects of the |
| time can be spent on essential tasks. | | | | job. |