Local government teams across the U.S. are modernizing their operations to do more with lean resources and limited staff. With no budget to hire people, leaders need to achieve higher productivity by evaluating their applications. (And the vendors that provide them.)
As city and county organizations review their old solutions, IT investments and choosing document management partners are important. The focus has shifted to initiatives that drive real efficiency while maintaining data privacy, accessibility, and security.
Here are the three reasons local government organizations are updating their document management partners.
More Secure Document Management
Security is non-negotiable. It remains at the forefront of local government concerns. The ability to set up and manage a secure, cloud-based environment is not just a choice; it’s a basic requirement. Cyber threats loom large and safeguarding sensitive information is critical.
Government agencies are choosing document management providers that have strong security measures. These measures help protect data and ensure compliance with industry standards and regulations, like NIST and GovRAMP. By putting security first, local governments can build trust, mitigate risks, and uphold the confidentiality of citizen data.
Accessibility and ADA Compliance
Accessibility is more than a legal requirement. It’s a commitment to inclusivity. Local governments must ensure that their document management systems comply with WCAG 2.2 AA standards, guaranteeing accessible interfaces, navigation features, and content formats. Accessibility across all communication channels is essential for delivering seamless services.
Partnering with document management providers that prioritize accessibility ensures that organizations can deliver inclusive services. Good accessibility also enhances the user experience, broadens access to services, and upholds the rights of individuals with disabilities.
It also mitigates legal risks associated with accessibility violations. ADA is the law. More than one public sector organization has come under legal fire for not taking it seriously.
Staffing and Reliable Support
User-friendly interfaces, intuitive workflows, and comprehensive training resources empower staff to navigate document management systems seamlessly. The ability to access the system without much training helps people work without constant disruptions. This speeds processes, reduces the need for IT support, and encourages a culture of self-sufficiency.
Government requires software with proven, reliable uptime. The cloud-based Softdocs Platform, Etrieve, has a 99.98% uptime record.
Timely and effective client support is the backbone of successful document management partnerships. The support quality of your vendor matters. Legacy vendors that "nickel-and-dime" their customers will quickly find customers migrating to new providers. For example, hundreds of public sector organizations have migrated to Softdocs.
Local governments need support channels that respond quickly. They require reliable solutions with little to no downtime. They also need fast issue resolution from trained and trustworthy experts.
How to Choose a Document Management Partner
Choosing a reliable and established document management vendor is vital. Organizations need to consider the strength of their partner for the next decade. Track records and reputations matter.
- Your DMS vendor should prioritize data security with robust encryption protocols, access controls, and regular security audits to safeguard sensitive information. Security and privacy are important. Give citizens confidence that your systems are best-in-class.
- Ensure they are committed to accessibility. Their software should comply with WCAG 2.2 AA standards and they should provide VPATs to prove it. (See the Softdocs VPATs as an example.)
- Only consider user-friendly solutions that empower staff to use the system without expensive services. This keeps cost low and reduces the need for in-house IT support. For example, Softdocs provides no-code e-forms designer, drag-and-drop workflow design, and easily configurable electronic signatures.
- Prioritize partners that offer timely and reliable support services to ensure a seamless document management experience for your local government agency. Softdocs adheres to strict SLAs for responding to support requests and closing customer issues.
Why Softdocs is the Preferred Vendor for Local Government
Powerful document management and process automation tools are important for governments. Your choice of vendor impacts the success of those investments. The right, dedicated DMS partner like Softdocs ensures the long-term success of your team and tech stack.
Softdocs is the leading process automation and document management platform for the public sector. We created our software to be easy to use and manage. This helps provide a simple and strong user experience. That's why more than 97% of customers renew every year.
