Government Agencies

Municipal, county, state, and federal agencies face an immense amount of scrutiny. Often the target of ire from citizens to politicians, government agencies face increasing pressure to be more efficient, accountable, and auditable.

DocumenTools can solve many problems that government agencies and public works departments face such as:

• Centralizing Documents
• Revision Control
• Role Based Permissions
• Easy response to FIA requests
• Review and approval workflows
• Seamless handover to contractors, administrators, and other government agencies
• Ability to collaborate with other contractors and agencies
• Information Security
• System reliability
• Time stamps and release dates
• Archival of drafts and markups
• Automated audit trails and document history

Operational Excellence

Expenses undertaken on behalf of taxpayers should be a solid investment aligned with the values of constituents/taxpayers. The common belief is that since deadlines aren’t as strict for government agencies that the jobs are easier, when the contrary is true.

Private companies are generally beholden to the interest of a limited number of shareholders. Government agencies, however are accountable to the public, politicians, agency leadership, and other interest groups.

This accountability means that the due diligence for government agencies is usually a lot more in-depth, which means more paperwork, documents, research, memoranda, reviews/approvals to manage, track and log.

DocumenTools system completely solves the problem of document bloat and the extra effort it typically entails. By enforcing standardized nomenclature, role-based permissions, and automating a log of document interactions, government agencies can focus more on serving the community rather than burdensome administration.

Revision Control

Few things are more counterproductive than using the wrong revision. When users retrieve the wrong revision one of three things happen

They spend time editing a superseded document. This is a serious waste of time and labor.

The wrong document goes out to a contractor. This can lead to nasty change orders and cost growth.

Somebody is misinformed

DocumenTools is built to only deliver the latest released revision to users, while making superseded revisions and markups available to DocumenTools administrators should it be necessary.

Security and Reliability

Government agencies have to retain vast document records in case the document could be useful in the future. Sometimes careers in public service hinge on maintaining secure and reliable records.

DocumenTools provides a secure, encrypted, password protected place to store and manage documents. Furthermore, those with access to the secure environment are bound by dynamic and robust role-based permissions to ensure each user has the right amount of access and editorial power.

Reliable access to data and documents is a vital component of managing documents for government agencies. Through the employment of state-of-the-art datacenters with the latest hardware and high-speed access, data under the stewardship of government agencies is reliably accessible.

The physical control of the datacenters housing documents and data in DocumenTools is world-class. With advanced fire suppression, surge protection, power backups (generators), and geographically diverse data backups, there is no threat that documents and data will be lost due to natural disasters, terrorism, or acts of God.

Flexibility

No two government agencies are the same. We understand this and have made the DocumenTools system flexible to accommodate any type of agency at any level of government.

From municipal road and bridge departments to federal agencies, DocumenTools can accommodate the file types, conventions, numbering, and permissions that are appropriate.

DocumenTools stores, manages review/approval, and document distribution workflows for the following media:

• engineering documents
• drawings
• contracts
• internal policies
• memoranda
• communications
• audio files
• video files
• photos
• presentations
• etc.

With the appropriate level of control, care, security and accessability that constituents, leadership, and other interests demand.

Paper Reduction

DocumenTools does an excellent job at increasing organization within government agencies. An important component of that is reducing paper, which reduces paper costs and frees up space traditionally dedicated to filing cabinets.

DocumenTools allows government agencies to scan and electronically store accumulated paper documents. This creates a digitized repository that is easily searchable and significantly more protected than paper records. Furthermore, DocumenTools has safeguards that prevent users from accidentally or purposefully deleting files from the system.

Work Flows

Bureaucracy is a fact of life in government agencies. Rather than bemoan the fact, we embrace it and mitigate it.

The DocumenTools team understands that documents nd files change hands often in government agencies before approvals are earned, so we made that process super easy.

The document workflows allow an originator to designate a review team and send a document or group of documents for review. Reviews can happen simultaneously or linearly – it doesn’t matter with DocumenTools because the approver can consolidate comments and markups during the final approval.

After the approver has considered comments and markups, he or she must assign one of three dispositions:

Reject and Resubmit

Approved as Noted

Approved

These dispositions are incredibly important, because they remove any ambiguity and confusion about the status and next steps of a document. In a bureaucracy, reducing confusion in this way is a game changer.

Key Benefits Of DocumenTools for Government Agencies

• Reduces clutter caused by paper
• Helps organize years of documents in a central location
• Makes document search and retrieval easier with the help of document profiling and advanced search tool
• Restricts user access to documents
• Prevents unauthorized export of documents