Managing Public Sector Records with SharePoint

Public sector organizations and departments have to deal with massive paper work and records every day which contain important and crucial information. Handling and keeping the confidential information stored in these records intact and secure is the main priority and a major concern for these departments. Sometimes it is difficult to deal with enormous paper records at one time- managing, tracking, storing and disseminating them on urgent basis.

Earlier Public Sector organizations and agencies used to face many challenges like losing or misplacing of the important data in paper records, which used to hamper the productivity and faster delivery of services. But the deployment of SharePoint has made the life of Public Sector employees easier especially in the departments like justice, human services, tax and revenue where there is the maximum demand of effective records capture and management solutions.

SharePoint Public Sector solutions enable organizations in the public sector to make content management easy for all employees and compliance across all documents. This leads to better, faster, and more secure processes that can be managed through a familiar environment, integrated into business collaboration infrastructure, and improve services more effectively. Also, it reduces the cost of storing the valuable paper records and improves the productivity of the departments by giving them effective content and records management capabilities.

By leveraging SharePoint 2010 solutions, these departments can now scan, capture and index information directly to a SharePoint library, where it can be securely managed, searched and retrieved. Thousands of organizations in Public Sector are turning to SharePoint to manage paper work more effectively, lowering costs, streamlining business processes, improving customer services and reducing compliance risks.

Benefits of using SharePoint 2010 Workflows

SharePoint 2010 solutions provide a powerful workflow feature which helps in improving business processes. It enables organizations to optimize communication and time spent by employees involved in different business processes.

The SharePoint workflow makes business processes more efficient and quick by managing and tracking ‘human tasks’ involved with the process and providing a record of the completed process. Organizations use this workflow feature to manage document creation, expense reporting, employee vacations and more.

The number of human tasks involved in business processes can slow down the speed and quality of decisions. This feature automates and manages this ‘human workflow’ efficiently. This automation results in increased speed, overall effectiveness of the interactions and a reduction in errors.

Benefits of using the SharePoint 2010 Solutions

The primary benefits of using workflows are to facilitate business processes and improve collaboration.

• Approval -   helps in guiding a proposed contract among members of an organization seeking an approval
• Expense reporting -   manages the process of submitting an expense report and associated receipts, also helps in reviewing, approving, and reimbursing
• Technical support -  manages the progress of technical support given to customers, routed to technical experts, resolved and added to knowledge base
• Interviewing -  manages the process of interviewing a job candidate, including scheduling interview appointments, collecting interview feedback, making that feedback available to subsequent interviewers and facilitating decisions
• Content publishing -  manages the approval of the publication of content on the Internet