White Paper: Managing Public Sector Records With Microsoft SharePoint And EMC Captiva

Public sector organizations at the state, local, and federal level are aiming to reduce costs, streamline operations, and achieve greater operational efficiencies. Many public sector agencies and departments are dealing with a massive amount of paper records every day, and these records contain important and often confidential information. Paper records are costly to deal with as well as difficult to manage, track, disseminate, and store. By digitizing their records and employing an effective data capture solution, government and public sector organizations across all agencies—justice, public safety, health and human services, taxes and finance, etc.—can realize cost savings as well as productivity improvements.

Much of the information resides in paper documents and can easily be misplaced or lost. Paper forms, faxes, e-mail, and other document types are also costly and difficult to efficiently manage, track, disseminate, and store. Despite the importance of their work, government employees may be hampered by the lack of sophisticated tools for capturing and converting paper records into digital records. Tax forms, court cases, interview documents, applications, and other documents can be converted from a physical record to an online or digital record, making them easier to share across and within agencies, thereby improving productivity and providing faster, better service delivery to citizens.

For these reasons, many government organizations are moving towards integrated systems in areas such as justice, human services, tax, and revenue that enable departments and agencies across the system to more effectively collaborate, share information, enhance processes, and improve services. To function at peak efficiency, these systems rely on the capture and digitalization of information.