Government Document Management Services
Enabling efficiency, cost reduction and ultimate security control
Document Management Benefits All Levels of Government
Municipal governmentsIt’s time to take control of your paperwork rather than having it control you. Municipalities of all sizes benefit. Clerks, your fHR department, finance department and more find document management services save time – no more searching through file cabinets. Scanned documents take minutes to find, and you’ll save money by eliminating off-site storage through automatic retention scheduling.
County governmentsLaw enforcement, boards of supervisors, county clerks, and courts benefit from the easy, secure sharing of scanned documents. Sensitive information can be redacted, and all records carefully indexed for accuracy. Any paper record can be scanned, including tickets, arrest records, tax rolls, finance records, as well as anything on microfilm.
State governmentsIn addition to streamlining processes and improving collaboration, document management services help you stay compliant. Compliance requirements can be complex, and non-conformance can lead to fines, revoked licenses, and, in some cases, criminal liability. Federal and state regulatory regulations such as Sarbanes Oxley and HIPAA have strict security and privacy guidelines. Document management systems reduce the risk of non-compliance.
Federal governmentIn 2019, the Office of Management and Budget (OMB) instructed all USA government agencies to keep paperless records, converting documents to a digital format by the end of 2022. After that date the National Archives and Records Administration – which stores data from all federal agencies – will no longer accept paper files. To be compliant, and to stay organized, a document management service is essential.
We Know Governments Face Unique Challenges…
And we are more than prepared to overcome them. For example, government agencies and departments always have budget crunches, and as the OMB remarked, using paper documents means great expense, because valuable data on paper records can only be extracted manually.
Paper documents also are being eliminated in the federal government partly because they place a burden on citizens because they have to conduct business with the government either in person or by mail, instead of online.
Also, per the Freedom of Information Act, agencies are required to provide the public with electronic access to any of their “Reading Room” records that have been created by them since November 1, 1996.
Document management services convert paper documents into electronic documents to meet government regulations while reducing operating costs, eliminating data entry errors, and providing enhanced security by limiting file access to important documents.
In addition, government organizations that implement a document management system can leverage workflow automation. Repetitive work can be automated so staff can focus on high-value tasks. There’s no stronger business case for digital transformation of information processes than it is in government.
Since 1964 DRS has been providing document imaging and microfilm solutions to government agencies across the United States. We have extensive experience with information management and processing in public safety, courts, law enforcement, Department of Health and Human Services, Registry of Deeds, Social Services, Housing Authority, Transportation Authority, Parking Violation Bureau, Health Facilities, Department of Natural Resources, Motor Vehicle Departments, and more.
DRS sells and integrates a complete line of hardware and software to allow a department to manage all of these services in-house. DRS is an authorized reseller of products by Docuware, Kodak Alaris capture software, and PSIGEN. We also have developed Cloud Keeper to serve the tightest budgeting requirements and fast deployment timelines.
We digitize, transform, and store virtually any critical document with services and systems that convert checks, engineering drawings, microfilm, microfiche, aperture cards, and paper to produce digital assets and mobile forms systems that eliminate paper. Our services include data capture, document scanning and conversion, image migration, microfilm and microfiche scanning, and on-site scanning services.
Services and Solutions To Meet The Needs of Government Entities of All Sizes
Government agencies and departments are inundated with documents. Paper is just inefficient for many reasons, creating obstacles to collaboration, sharing and security, as well as creating “busy work” for people who have better, more valuable things to contribute. Then there’s the security issues.
It’s time for digital transformation, and DRS is here to make sure you have what you need and it all works like a well-oiled machine. Capture information, extract data, route through workflows, automate processes, and securely preserve information to meet all compliance and retention guidelines, and we do all this via:
Business Process Outsourcing
Outsourcing often saves money, reducing costs by about 15%. In addition, our HIPAA and SOC 2 compliant business process outsourcing services reduce costs by streamlining and automating government business processes. Direct the focus on core activities, and outsource capital-intensive processes such as scanning and mailroom management.
Even if you have an in-house facility for document, microfilm, microfiche or aperture card scanning and conversion, it may not be run effectively and efficiently, and that wastes money. Quality also often suffers because of out-of-date equipment and software. DRS utilizes state-of-the-art technology so you’re always up to date.
Data Storage and Archiving
Digital Mailroom Services
Ah, yes. The mail. It comes in, has to be sorted, bundled, and then human beings have to hand-deliver it to desks. DRS has a solution for that time-consuming process. We build systems that streamline the influx of transactions, correspondence, and general information. Manage your own digital mailroom solutions or you can have DRS manage it for you. We have the latest scanners, workflow software, and optical character recognition technology.
Our mailroom configurations support, among other functions:
- Lock Box Scanning for accounts receivable operations
- Application and onboarding for human resources
- Invoice scanning for accounts payable
- Application and forms processing for any application
Document Imaging Services
Our document imaging solutions digitally transform business processes that lead to cost savings, efficiencies, improved citizen satisfaction, improvements in employee morale, and error reduction. Additional benefits include:
- Disaster recovery
- Elimination of lost files and mis-files
- Compliance support –track and audit access and document retention guidelines
- Office space reduction
- Information security (password protection and audit trails)
- Process automation and related cost reduction
We scan all information into a large document collection. Scanning services on-site or off-site based on your security and space requirements. We also:
- Bulk scan large collections, as a scanning service bureau off-site in our document conversion centers – these provide the fastest, highest quality, and lowest cost transformation. Our document scanning service bureaus and centers across the US in strategic locations.
- We purge large files rooms to eliminate information outside retention guidelines (ARMA Guidance) and scan documents that are active.
DRS also can provide scanning systems and training for staff. Many of our clients benefit from our “remote document scanning” solutions that allow information to be scanned by staff and then routed to our document scanning centers for indexing and perfecting using our labor pools and optical character recognition (OCR) or intelligent character recognition (ICR) systems.
Information Governance Automation
Information governance is an accountability and decision-making framework put in place to ensure that the creation, storage, use, disclosure, archiving and destruction of information meets legal requirements and optimizes operational efficiency. Information governance automation maximizes the value of information, increases IT efficiency, and minimizes inherent risk.
Our easy-to-implement Mercury software means you can manage information, regardless of where it resides to automate the critical tasks of information governance.
Our all-in-one application, Filebound Document Management includes:
- Electronic forms capability that can be used to collect data from internal users or citizens
- Flexible licensing options.
- The capability to capture virtually any kind of document or content through multiple means, including drag-and drop from the desktop and TIFF printing, and extract data from structured forms.
- An integration kit that can be used to connect documents and data to other systems users need to complete work.
- The ability to perform granular metadata searches for specific documents, search across the entire document repository or view related documents with a single click.
- Easy to configure user rules and security settings to balance access with privacy and compliance.
- Seamless, device agnostic mobile access to allow workers to access documents wherever, whenever and however they want
Once documents are in FileBound, they can be shared, protected against viewing by unauthorized users, accessed via a simple search and organized to reflect the way your staff works.
DRS offers cloud-based and on-site workflow automation solutions that automate the flow of work. Manage processes from beginning to end, and reliably connect people and information wherever they are. Drive out paper-based processes to decrease costs and increase productivity, as well as support compliance.
We deliver broad flexibility with the essential security government organizations need. Our business automation solutions and services offer benefits to every department:
- Streamline and automate your AP department to run smoother with fewer staff and better results.
- Keep your sensitive HR records safe, secure and available.
- Improve your AR process without adding staff.
- Send documents securely and electronically.
- Eliminate time wasted searching for paper records.
- Put an end to lost or missing documents
Our solutions are flexible and scalable, and we have both on-and-off-site solutions.
No more error-prone, time consuming data entry! We have both the technology and expertise to capture information from media without having to re-enter it.
Electronic data capture systems are an efficient way to transfer data from forms, applications, images and hand-written records. DRS offers affordable intelligent OCR technology, ICR and OMR electronic data capture services, either at one of our convenient facilities or onsite.
Using advanced technologies such as ICR, OCR and optical mark recognition (OMR), along with the latest hardware, we can extract electronic information from paper documents, microfilm, microfiche and aperture cards for proper document management and storage.
Our outsource electronic data capture services can extract and make sense of handwritten, typed or mark-sense data on a variety of media. The captured data is quality-tested, then formatted to your specifications. Once in digital form, it can be transmitted electronically through high-speed communication lines, or uploaded to a cloud repository for secure worldwide access.
Microfilm and Microfiche Scanning
Since its invention in 1839, microfilm has been used to store and archive valuable information. In 1961, many began using microfiche, which can store about 100 pages of text on a single piece of film. They were the most compact storage solution we had. Now, we not only have local storage, but we have the cloud.
Scanning microfiche and microfilm requires specialized scanners, as well as experienced technicians. Here’s the process:
We use advanced scanners like the ScanPro 3000 with features such as automatic film scanning, automatic focusing, automatic image adjustments, spot editing, OCR functionality, and a high-resolution camera for clear, high-quality images.
Once scanned, the digital images are indexed to make search and retrieval easy and efficient. Keywords from the microfilm title, identifiers such as roll and frame numbers, and even key phrases extracted from the images are translated into metadata to enhance searchability.
We recommend managing the scanned images via a robust content management system. Mercury, our enterprise content management system, is the ideal way to reduce IT storage costs, reduce compliance risks and make archived records accessible as well as secure.
Products to Revolutionize the Way Government Works
ECM SoftwareAn ECM system is a group of technology solutions to capture, manage, store, preserve, and deliver content and documents involved in business processes and provide intelligence to streamline your operations. ECM tools and strategies allow the management of unstructured information.
- ECM is collaboration software – allowing your key knowledge workers to access the information they need the moment they need it.
- ECM provides the core functionality of a document management system, combined with the long-term tools of records management.
- Manage virtually any type of information, from scanned paper documents to digital content.
- Deployable as either an on-site solution or as a secure web-based application
Our Mercury ECM SolutionMost government agencies are buried in mountains of paper, and Mercury helps government organizations transform their processes and go paperless. We deeply understand the inherent security issues and offer strict access control. Mercury is an easy-to-implement ECM software that allows you to:
- Handle both structured and unstructured data stored in different applications and silos such as file shares, SharePoint, email, enterprise applications such as ERP and CRM systems, or in-house applications).
- Intelligently capture data and extract critical information from paper documents.
- Digitize workflows, streamline processes and remove manual roadblocks to approvals and verifications.
- Mercury can be deployed on-premises or in the cloud.
- Reduce compliance risk by aligning data with compliance requirements using tools such as auto-encryption, strict access control, and version control.
- Set rules and notifications for retention or release of data for archival or deletion according to set retention schedules.
- Constantly monitor your data to apply rules and policies related to Information Governance
- Generate audit-proof reporting and eliminate manual report generation processes, ensuring data accuracy. Real-time or near-real-time data enables data-driven decision-making.
Document ScannersDRS offers the right technology to modernize paper-driven workflows.We’ve helped customers reach their digital transformation goals thanks to trusted partners like Kodak Alaris. The overall quality of our Kodak and Alaris brand desktop, departmental, and production office scanners consistently stands out from the competition. Accurate and high-quality information capture combined with intelligent software and trusted Alaris services provide custom document management solutions designed just for you, and is also on the GSA schedule.
Government Specific Services
Document, microfilm, and microfiche scanning services have a wide application across local, state, and federal government agencies. With a federal mandate to eliminate paper documents, it’s likely that other government entities will follow suit. Government document management services can be used for:
Court Records Documents
Criminal or civil courts have to manage an incredible number of documents. Document scanning and indexing not only means easy access to needed information, but the ability to share vital documents with attorneys, plaintiffs, defendants, judges, bailiffs, and other court personnel without worries about security or paying couriers or FedEx.
File space is reduced, and staff can spend their time on critical court activities instead of shuffling the paper involved with:
- Court minutes
- Case files
- Witness lists
- Jury records
- Attorney records
- Law enforcement records
Law enforcement documents
Police and other law enforcement agencies investigating crimes compile a number of records in criminal cases, including
- Arrest reports
- Incident reports
- Arrest logs
- Response to incident logs
- Search warrants
- Coroner’s office reports
- Inmate records
- Crime reports
- Administrative reports
- Traffic reports
And the list goes on. Digitization of these documents makes them easy to share with related departments, such as courts, and other law enforcement agencies, as well as offering an extra layer of security.
Board of Supervisor Documents
Local citizens as well as local politicians and activists all want access to board of supervisors documents. Digitization makes it easy to create a digital, searchable archive, forms and other documents can be emailed, and precious storage space can be used for other purposes. These documents often include:
- Agendas and associated documents
- Committee reports
- Statements of proceedings
- Board motions
- Board decisions
Building Department Documents
Municipal, state, and county building department documents are a source of frustration for citizens and government employees alike. Keeping everything together can be a chore, and documents are often needed off-site. Digitizing these documents offers easy access, even in the field. Among these documents are:
- Plan submissions
- Plan approvals
- Permit applications
- Permits granted
- Certificates of occupancy
- Zoning requests
Land Records Documents
To build, you must have land, and there’s a lot of paperwork involved. Both the citizenry and government employees benefit from document management services because of the easy access and accuracy it offers. Information can be accessed on a website using simple search terms to find documents such as:
- Property tax records
- Ownership records
- Warrant certificates
Digitize, Store, and Easily Access Any Document
In our 60 years in business, we’ve helped government departments and agencies streamline processes, save time and money and securely manage their essential documents. This includes:
District attorney case files: Easily manage and share large case files quickly and easily.
Housing department records: Make tenant and landlord files, as well as regulatory documents secure and accessible to anyone who needs them.
Building permits records: Easily access permit requests and granted permits in the field.
Property records: Allow citizens and others to search and access property records.
Occupancy permits: Know what’s what, even away from the office.
Court transcripts: Federal courts are required to provide access to transcripts, per the FIO, and many state courts provide them as well.
Land records: Give citizens access to ownership and deed records.
County records: Ease the administrative burden by scanning and providing electronic access to documents.
Inspection report records: Complete inspection forms electronically, and then have them available for distribution.
Business license documents: Provide searchable data and fillable forms.
Disability claims documents: Easy access to needed documents and fillable forms is essential for those with disabilities.
Property tax records: Provide searchable records for real estate companies, attorneys, and property purchasers and owners.
Public hearing records: Municipal and county governments can allow citizens to easily access minutes and transcripts.
Subdivision records: Allow interested parties to search for ownership of undeveloped land.
Workplace inspection reports: Provide OSHA and local, county and state agencies with clean, concise reports.
Zoning documents: Verify zoning status, provide fillable complaint forms, and provide zoning verification.
Arbitration records: Fillable forms mean filing exceptions to arbitration awards and oppositions to arbitration exceptions is made easy.
Building regulations: Digitized documents mean easy access to building certificate approvals and denials.
Incident reports: Law enforcement can share digitized reports with other agencies worldwide.
Recorded statements: Share a digitized transcript with appropriate agencies, courts, and attorneys.
DRS is The Choice for Government
Since 1964 DRS has been providing document imaging solutions to government agencies across the United States. We digitize, transform, and store virtually any critical document. Our services and systems convert checks, engineering drawings, microfilm, microfiche, aperture cards, and paper to produce digital assets and mobile forms systems that eliminate paper at its very source.
We have extensive experience with information management and processing in:
- Public Safety
- Law Enforcement
- Department of Health and Human Services
- Registry of Deeds
- Social Services
- Housing Authority
- Transportation Authority
- Parking Violation Bureaus
- Health Facilities
- Department of Natural Resources
- Motor Vehicle Departments
- And more.
In addition to providing services at our many locations, DRS sells and integrates a complete line of hardware and software so you can manage these services in-house.
When it comes to digitally transforming government agencies and departments, we’re the experts.
DRS is Everywhere You Are
We’re easy to find, with 13 locations strategically spread across the United States. We also have a mobile team we can deploy anywhere for ultimate service speed and convenience.
Our experts are here to help.
Contact us today to start your digital transformation project.