State and local governments find themselves at a crossroads: Agencies can embrace digital technology and move forward, or they can continue utilizing paper processes and risk falling behind. Despite budget constraints and limited resources, adopting digital government initiatives far outweigh the costs of maintaining current businesses processes. By embracing digital transformation, IT modernization, and platform consolidation, governments position themselves to improve efficiency and reduce costs.
Digital Transformation
Outdated paper, email, and spreadsheet-based processes are a significant challenge for many government agencies. These antiquated methods consume valuable time and resources and hinder efficiency, productivity, and security. Digital transformation is more than just implementing new technologies; it requires a comprehensive overhaul of organizational structures, governance, work processes, culture, and mindset. Digital transformation also involves redesigning how public services function to meet the expectations of modern citizens who demand faster solutions, better service, and higher efficiency.
Through digital transformation, governments can automate manual processes, reduce paper usage, and create new service models that build trust and confidence among citizens. Additionally, digital transformation improves job satisfaction for agency employees since workflow automation and intelligent data capture allow staff to focus on more value-added work.
Key Tools for Digital Transformation
- Automated Data Capture eliminates the need for paper and manual data entry by electronically capturing information and storing it in a secure, centralized repository. Automated capture reduces time-consuming manual processes, allowing staff to focus on program delivery.
- Content Management organizes and centralizes critical content across agencies, reduces costs associated with misplaced documents, and provides a complete view of constituent records from any location. Built-in security features ensure confidential data is protected.
- Business Process Automation (BPM) accelerates processes and reduces backlogs through workflow automation. It replaces paper with electronic forms, streamlines decision-making, and provides real-time visibility into processes.
- Robotic Process Automation (RPA) automates routine, repetitive tasks and eliminates the need for manual data entry. With RPA, employees can perform more interesting and value-added work.
OnBase, a comprehensive enterprise content management (ECM) platform that supports digital transformation. With OnBase, agencies can automate manual processes and manage and maintain documentation. 3SG Plus provides specialized consultation, deployment, and support services to ensure the OnBase platform aligns with the agency’s specific needs and goals.
IT Modernization
Many legacy IT systems in government agencies are inflexible or incompatible with emerging technologies. These legacy systems are also decentralized, less secure, and costly to maintain. Modernizing IT systems an effective way for government agencies to embrace new technology that can scale and grow with the enterprise.
Tools for Modernization
- Cloud and Shared Services centralize IT solutions, support remote work, and lower operational and infrastructure costs.
- Federation Services provide a single view of information across content silos and ensure enterprise-wide compliance and improved efficiency.
- Low-Code Development and Case Management tools allow agencies to quickly develop solutions for specific use cases without custom coding, improving accuracy and saving time.
OnBase is unified, scalable platform that can replace legacy IT systems. The platform can be hosted in the cloud or on-premises, and OnBase also has a mobile application to support remote work. The solution’s robust security features and flexibility adapt to changing technological needs, so agencies can reduce maintenance costs, improve data accessibility, and ensure compliance.
Platform Consolidation
Platform consolidation is a critical component of modernizing government IT infrastructure. Many government agencies operate in silos with decentralized systems, which leads to inefficiencies, increased costs, and fragmented data. Consolidating platforms allows agencies to streamline operations, enhance collaboration, and provide a more unified and efficient service to citizens.
Tools for Platform Consolidation
- Federated Search and Content Management allow agencies to manage and access content across multiple systems from a single interface, ensuring that employees can find and use the information they need quickly and efficiently.
- Integration Hubs connect disparate systems, so data synchronizes across platforms and provides a seamless user experience. Integration hubs also reduce the complexity of IT environments and enhances operational efficiency.
- Low-Code Development Platforms enable agencies to develop and deploy applications quickly without extensive coding, which supports rapid response to changing needs and reduces the time and cost associated with custom software development.
OnBase consolidates platforms by integrating diverse systems into a single, cohesive framework. This centralization eliminates data silos, provides access to information across the enterprise, and ensures consistent data security and compliance. By providing a single source of truth, OnBase enhances operational efficiency, reduces IT complexity, and lowers maintenance costs.
Conclusion
The future of government lies in digital transformation and IT modernization. State and local governments can overcome their current challenges through digital transformation, IT modernization, and platform consolidation. By leveraging an enterprise content management solution like OnBase by Hyland, government agencies can plan for a digital future that will improve operations and adopt service delivery models to meet the expectations of their citizens.