Page 62 - FCW, July/August 2018

CLOUD
A more secure way to manage and agree on documents
MOST DOCUMENT WORKFLOWS at government agencies follow what are still largely manual processes. Although they might be initiated online, what happens after that involves routing documents around the agency — including printing, scanning, faxing, shredding and manual rekeying of data. Furthermore, users have no control over where an email attachment or a piece of paper might end up or who might see it along the way.
The latest cloud technologies create a digital process in which agencies can prepare, route, sign and then finally store documents from any device. Such tools automatically establish an audit trail for everything that happens to a document, including the IP address and geolocation of anyone who interacted with it.
Agencies can specify a variety of authentication mechanisms for authorized employees and automatically route documents
Barton Phillips
Vice President of Enterprise Sales, DocuSign
to the appropriate people. Those documents never leave the secure cloud system and are finally encrypted and stored
in a FedRAMP-approved environment. In other words, the best cloud-based solutions are actually more secure than the disjointed (paper-only or paper and digital) workflows agencies currently follow.
Secure cloud-based contract management and document management boost employee productivity and save money. But even more important than the money is the fact that this is the way people want to interact with the government. That’s how they’re working with commercial organizations, and they have already begun to demand it of government agencies.
davooda/Shutterstock/FCW Staff
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Cloud-based document management is helping agencies streamline complex workflows and reduce the time it takes to review and track documents,
all while adhering to government security and retention requirements. The approach also results in enormous cost savings, faster delivery of citizen services and increased productivity for employees.