eGov Office

Digital transformation has become an integral part of the Government and Public Sector. FineDocs eOffice is a eGov Office management solution that fulfills e-Government initiatives with a detailed strategy that combines digital systems, applications, customer experience platforms and the IT infrastructure; with the ultimate goal of bringing efficiency to paper intensive business processes of government offices, standardization and automation that lead to increased productivity, reduced costs and improved interaction with government employees and citizens.

The Challenge
Workforce in many sectors of the government remain skeptical of automation. The government IT initiatives do not succeed because workers predict that the automation is a biggest threat to their job. The biggest challenge is to shift the traditional culture and employees' mindset of replacing legacy tools and processes and transforming to a newer IT modernized environment. However, with the changing needs of the market and economy, organizations now understand that Digital transformation is no longer a goal; it's an imperative.
Some of the Key Challenges are:

  • Physical Document Storage - Government bureaucracy is known for the inordinate amount of paperwork i.e. all Correspondences, Reports, Minutes of Meeting and Departmental Business Documents are stored in physical Record Rooms that are unprotected from disaster, may also lead to unauthorized access
  • The level of visibility is low in the approval processing. Complex approval process with Directors, Secretaries and Ministers; Lack of transparency, difficult to track down files; high turn-around time resulting in the delay in clearance
  • Today's tech-savvy consumers are smarter and demand automated online omnichannel and mobile-friendly self-service systems. An integrated system platform with all e-gov services is the need of the hour
  • Managing large volume of Physical Records & Files- Retrieval of right information at right time is difficult and time consuming process; leads to delay in decision making and overall operational inefficiency
  • Decentralized processes, disparate systems lead a duplication of knowledge & information; leads to non-collaborative work environment. Searching and tracking of latest version of document in a large volume of archive is a tedious and cumbersome job and working collaboratively on a file is difficult
  • High maintenance costs of the outdated legacy systems and operational cost burdens of the traditional way of doing work
  • Security threat and Compliance Risk - Risks of unauthorized access to the information in the digital storage and non-adherence issue of government regulatory compliance

The Solution
FineDocs eOffice is an effective Automated Office Management System, built on the Enterprise Content Management (ECM) and Business Process Management (BPM) platform, best met Government's diverse requirements of digital transformation.
The eOffice Solutions include:

  • Document Life-cycle Management from acquisition to record retention and archival; managing knowledge and information throughout a controlled lifecycle of authoring, review, approval, and publish or distribution
  • Electronic Correspondence Management providing communications management through digital registration and routing of government communications; fully integrated with access control and suitable security measures, which is the most crucial requirement of any Government organization
  • A Comprehensive File Management System with barcode based File Tracking and Monitoring solution to manage all kinds of electronic and physical files
  • An agile Business Process Automation framework with business rules and decisions; Form Processing solution with dynamic e-Form Builder integrated with workflow
  • Knowledge Management with Content Authoring and Publishing
  • Human Resource Management System (HRMS) to maintain employee personnel records electronically
  • A Helpdesk automation system to manage general support services
  • An intranet portal to manage internal broadcasting

The Benefit
Achieving digital transformation requires persistence with a long-term strategic vision for revenue growth as well as immediate benefit can also be realized including increased speed, productivity, efficiency and quality. This type of wide-scale change requires commitment and collaboration across functions.
Some of the Key Benefits are:

  • An Institutionalized platform with empowered information access through a centralized scalable repository, enhanced collaboration with single source of truth. Manage, Share and Reuse information from a single, authoritative information source with enforced security, significantly boosting the e-governance initiative
  • Improved process Transparency and employees' accountability and responsiveness in operations. Real-time visibility can improve operational efficiency and 100% transparency is achievable along with improved turnaround time (TAT), task delegation and escalation through a single window
  • The centralized system enables organizations cutting costs of manual storage of archive by driving down the amount of paper generated. All information can be digitally stored in one place; accessible by different business functions securely
  • Ensured compliance with government mandated regulations for integrity and security of content with audit trails and reporting, access control and digital signatures
  • A future proof solution that can provide scalability and interoperability with Government legacy systems and integrate diverse information systems effectively to improve service offering