Transform Local Government Document Management with Encodian Filer

Local governments face immense challenges in managing a diverse array of documents, from public records to policy papers. The push towards digital governance and the demand for transparency add layers of complexity to document management. Inefficient systems can lead to compliance failures, data breaches, and operational inefficiencies, impacting public service delivery.

Encodian Filer was designed to address these challenges, offering a solution that enhances document management efficiency, ensures compliance with regulations like GDPR and FOIA, and supports improved public service delivery and civic engagement. 

Why Encodian Filer is Ideal for Local Governments 

Optimize Technology Investments  

Local governments frequently encounter redundant costs and underutilized resources. Encodian Filer maximizes the use of your existing Microsoft 365 tools, minimizing unnecessary expenses and optimizing current resource use. Seamlessly integrating with SharePoint and other Microsoft applications, Filer provides a unified document management strategy tailored for local government operations. 

Streamline Document Management  

Handling vast quantities of government documents can be complex and time-consuming. Encodian Filer simplifies this task with user-friendly features and intuitive administration controls, ensuring easy implementation and ongoing maintenance. This streamlined approach helps local governments manage extensive documentation efficiently. 

Enhanced Security and Compliance  

Compliance with regulations such as GDPR (General Data Protection Regulation) in the UK and FOIA (Freedom of Information Act) in the US is critical for government documents. Encodian Filer ensures that all government documents are securely stored within your Microsoft tenant, maintaining compliance and reinforcing trust in your document management practices. 

Improved Public Service Delivery and Civic Engagement  

Encodian Filer enhances document management efficiency within local governments, enabling quicker access to public records and policy documents. This improved accessibility supports better public service delivery and more responsive governance. Additionally, by enabling faster responses to public records requests and policy inquiries, Encodian Filer fosters greater civic engagement and transparency in government operations. 

Key Features Enhancing Local Government Operations 

Efficient Document Organization    

Finding specific government documents such as public records, policy papers, and departmental reports can be challenging. Filer’s context-driven search system replaces complex folder structures, streamlining document retrieval and enhancing workflow efficiency. 

Automated Document Processing  

Manual handling of diverse government documents often leads to errors and inefficiencies. Filer’s IDP module automates the ingestion, quality checking, and classification of both structured and unstructured documents, ensuring accurate data extraction and validation while reducing manual errors. 

Efficient Document Routing  

Misrouted documents can disrupt government workflows and cause delays. Encodian Filer ensures that documents and metadata are seamlessly ingested and routed using Power Automate, the Filer IDP module, or API integrations, guaranteeing proper placement and policy application. 

Comprehensive Metadata Management  

Managing document lifecycles and ensuring compliance with retention policies is challenging. Filer automatically applies metadata at the document level, ensuring adherence to retention and disposition rules, enhancing lifecycle management and searchability. 

Versatile Viewing and Editing  

Government professionals need access to various file formats, from spreadsheets to PDF reports. Filer’s built-in viewer supports over 70 file formats, facilitating seamless viewing of all related documents in one interface. The integrated PDF editor enables redaction, annotation, splitting, merging, and signing of documents directly from SharePoint. 

Advanced Search Capabilities    

Finding specific information in vast government records can be time-consuming. Combining SharePoint Online’s enterprise search with Encodian’s OCR (Optical Character Recognition) software allows thorough searches based on metadata and document content, ensuring no vital information is overlooked. 

Secure Sharing with Digital Briefcase  

Securely sharing government documents is crucial for public records requests, audits, and inter-departmental collaboration. Filer’s Digital Briefcase feature allows for the creation of controlled document packs for internal or external sharing, streamlining these processes and ensuring secure and efficient information exchange. 

Integrated Email Management  

Managing email attachments and documents can be cumbersome. Encodian Filer’s Outlook add-in enables saving or attaching documents and emails directly from Outlook, ensuring consistent classification and routing, and maintaining document management accuracy. 

Document Management for Local Government

Encodian Filer redefines document management for local governments by providing a secure, compliant, and efficient solution tailored to the unique requirements of both US and UK local authorities. With features like intelligent document processing and powerful search capabilities, local government officials can manage documents more effectively, ensuring compliance and improving public service delivery. By fully integrating with your Microsoft 365 infrastructure, Encodian Filer enhances operational efficiency and data security, fostering greater civic engagement and transparency.

Empower your local government to serve the community better. Contact us today for a personalized demo and take the first step towards a more efficient and transparent document management system.