Local councils and government departments have the responsibility of reducing operational costs and their carbon footprint, while still serving customers efficiently. They also need to protect sensitive information like personal details and data. It is logical to move towards digitalization because of the sheer volume of paperwork and forms that are required by government departments and local councils.
Both in business and the public sector, digital applications are replacing paper-based processes. Government agencies can eliminate paper-based processes with automation and avoid the inefficiency and cost associated with storing and handling paper documents.
This process is important because digital signatures are the electronic "fingerprints", which validate the authenticity and integrity a digital document. In 2020, the government of Singapore was able to offer a digital signature service to its citizens and businesses. The global pandemic has also accelerated the digital technology efforts of governments.
An article explaining why many government agencies around the world used the pandemic to propel their digital forms and cloud services. Many of these were long overdue, but took many years to implement.
Here's why the only way forward is to:
1.Digitised processes are more efficient
A government organisation can go paperless and use digital signatures for many reasons. The most obvious is cost efficiency. Digitalization can save a lot of time and money. Digitisation saves organisations hours of data entry and manual searching for records.
Digitisation was accelerated by the pandemic. Many government agencies turned to IT to address new challenges like remote working and increased demand for certain services. Atlanta, Georgia is an example of a US government organisation that was paper-based and has now moved to digital signature certificate.
The COVID-19 lock downs forced the organisation, which was previously paper-based, to shift to a completely virtual environment. This was a change that resulted in increased efficiency. Electronic tracking of documents allowed for faster internal processes.
It provided an intuitive solution that enabled signing workflow capabilities and simplified the organisation's signature procedures. It facilitates the entire organisation's signing workflow. This includes document creation, e-forms, configuration of the signing process, reviewer, reminders, and notifications.
2. Create a seamless experience
Although it may seem complicated, automating document processes is just an extension to the paper-based method of managing your documents. Secure signing and document digitisation allow for more sustainable, responsible and efficient administration.
Digitising improves customer experience, and keeps staff happy. Customers become more comfortable filling out and signing documents on their mobile devices or at home, eliminating the pain points of paper-based processes. There's no need to worry about travelling time, getting documents in envelopes, sending them off, and wondering if they have been delivered. Modernising your document management process will allow you to save time and let everyone else focus on the important things.
Government agencies can use digital document management solutions to make it easier to access information in files. This creates smoother public services and faster turnarounds. It's efficient, secure, convenient, easy to use, and extremely secure.
Customers will notice a reduction in delays and errors when digital certificates workflows are used to replace paper forms and manual processes. Today's citizens want more digitally-enabled public services. They also want more control over where and how they are delivered.
3. Organisations empowered with better processes
Digitalization of documents goes beyond just converting paper to digital documents. However, that is often the beginning. It is possible to maximise data management between regions and departments by making efficient use of forms.
Local councils and government agencies typically focus their efforts on four capabilities: processes, data sharing, services, and decisions. Automated digital processes will automatically send incoming digital applications to the right department, making it easier and more efficient.
The software will identify any missing signatures or approvals from the form and notify the correct party or refuse to submit it. This efficiency greatly reduces the time it takes to request documentation or review applications back and forth between departments.
You can eliminate the paper and all associated administrative tasks by getting rid of it. You can eliminate all the administrative tasks that come with paper, such as filing, signing, signing, filling forms, and following up with people. A well-designed digital system will automate all this for you, and empower your team to do the same.
4. Reach Sustainability Goals
District Council, began their digital transition in 2016. They realised it would be more beneficial to have their council meetings held digitally in 2016. These included meeting minutes, agendas, reports, and contracts that needed to be distributed to and signed by elected representatives business transaction.
The main objective of the organisation was to find a green and efficient way to circulate and approve documentation and other items. This also allowed them to reach their larger strategic sustainability goal of reducing carbon emissions.
After extensive research and reviews of similar products over several years, District Council chose the service as one of its main digital transformation partners. They have been using it since October 2019. They have been able to achieve their strategic sustainability goals by using the digital process of filling out online transaction forms and securely obtaining signed signatures business process.
5. Solutions for all
All levels of government can use document digitalization, automation, and secure digital signatures, whether they are local/county/regional or state/federal. An organisation will not go paperless overnight. The process is complex. It's a good idea to start by finding a process that is heavy with incoming documents, like the District Council did with its meetings. Then digitise it at the front.
However, it is important that local governments and government agencies don't ignore people who may not have internet access or aren’t familiar with the technology required to submit digital applications and electronic document, pay their bills online, or access other online services.
Documentation digitisation is becoming more common technology trends. However, it is important to ensure equal access and support for all. To help people navigate the system, it is essential to have user-friendly FAQs and tutorials in electronic form.
Software that can be used to sign secure documents and accept digital applications in matters such as licensing, building permits, and payments online will quickly pay for itself due to the efficiency it offers. Although digital transformation can be difficult for government bodies, many public institutions around world have seen the mobile app benefits.
How digital signing is secure
Our software has innovative features and has been in the forefront of digital signing for more than a decade. It offers a single-stop digital signing service, which includes application form completion and e-Signing in government sector capabilities.
Digital signing platforms offer many features, including unlimited signers, fallible forms and templates, out-of the-box security with digital signatures and notarisation of business owners.
It uses advanced personalised Digital Signature technology that is more secure than plain electronic signatures. This technology is the only one available today that guarantees non-forgettable electronic signatures.
It allows users to take graphical signatures, fill in, sign, seal, and verify documents from any device, anywhere, at any time. This solution simplifies operational processes, reduces expenses, speeds delivery cycles, increases staff efficiency, enhances customer service, and creates a more sustainable working environment.