With COVID-19 continuing to affect state and local economies, government agencies are facing increased budget pressure as spending on public health and safety measures continue to rise.
Federal, state, and city governments are dealing with shortfalls caused by declining tax revenues and increased demand for services — resulting in them trying to balance budget requirements through cutbacks and spending moratoria.
Still, in order to provide a higher level of service to constituents, government agencies must rely on IT modernization to repair programs and provide service continuity into the future, which implies the need for investment in a cash-strapped industry.
The hardest hit of these agencies are often at the state and local level as state tax revenues fall and federal funding is rescinded. While many agencies do have reserves, spending is a contentious subject as they work diligently to avoid layoffs by scaling back contracts and services.
Fortunately, there are several IT technologies such as print and document management services that can not only free up staff to focus on more mission-critical tasks, but help agencies respond to budget shortfalls by reducing print spending and improving productivity.
Document Management and Smart Print Management for a Balanced Budget
Today’s government agencies are finding it difficult to navigate the budget restrictions posed by a post-COVID economy.
Smart technologies like print and document management are essential tools for agencies looking to cut costs while still providing the high level of service the public demands.
While both strategies provide significant cost benefits, each offers a particular strength that agencies can leverage to improve or maintain services within a shrinking budget.
Here is a quick evaluation on the efficacy of each practice.
Document Management for Increased Efficiency
Using cutting-edge technologies, a strong document management service can assist agencies in managing paper-heavy processes through proper scanning, indexing, tracking, and archival of data through digitization.
Not only do these systems provide a secure chain of custody for data, but they offer solutions that empower employees to access critical information more quickly — while remaining in strict compliance with data privacy regulations.
This fast access can speed up contract award and administration processes as well as ensure any other business processes that involve data access and transfer. Importantly, document management systems allow agencies to track and audit data usage to reduce lost or misplaced information and ensure data security.
Print Management for Cost Control
While print management solutions provide a host of productivity-enhancing features such as optimization of your printer fleet, routine maintenance, 24/7 troubleshooting, and automated supply replenishment, they also take aim at cost control to help agencies with lean budgets get more done with less.
Assessing printer fleet usage and streamlining fleet devices can reduce expenditures while giving employees the print power they need to achieve high level efficiency. Ensuring that devices are set for duplexing, grayscale printing, and more can further reduce print expenditures without compromising output quality.
Again, print management provides the ultimate audit and tracking of print expenditures so your agency can see exactly where print dollars are going — and adjust as necessary to minimize costs.
Perry proTECH Provides Government Agencies with Budget-Friendly Solutions
The Perry proTECH team of print and document management professionals is committed to helping our government agency clients achieve maximum efficiency, even when budgets are tight.
In fact, deploying our solutions can help your agency continue to provide your clients with the high-quality services they expect — and focus on exceeding expectations where possible.
We begin by assessing your current infrastructure with an eye toward optimizing your IT environment. This will minimize downtime, reduce disruptions, and improve security to help your employees perform at their highest level.
Next, we’ll take a deep dive into your print and document management needs to create a bespoke solution that targets business objectives while remaining sensitive toward budgetary restrictions and concerns.
By developing a close working relationship with our clients, we are able to create a scalable system of auditable and trackable IT solutions that can expand and grow as your needs and objectives change.
Prepare your government agency to thrive in the aftermath of COVID-19. Contact a Perry proTECH consultant and discover how our state-of-the-art print and document management solutions can relieve pressure on employees and empower them to do more while keeping an eye on your bottom line.