Calytera Blog
Paper-based Management and Redundant Data Entry Are Creating Risks for Governments
December 3, 2020
By Calytera

The pandemic has made it more important than ever for governments to become citizen centric and operate efficiently to attract growth to their communities. In the short term, state, provincial and local government revenues will be extremely challenged by the effects of the pandemic. In the long term, the pandemic has accelerated changes in the ways all organizations, especially governments, must operate. Today the ability to operate and interact with citizens online and harness the power of data to strategically plan are basic requirements for government operations. Governments still using paper-based systems to manage operations, and those that require redundant data entry, are limiting their ability to grow.  

Paper-based management and redundant data entry risks include: 

  • Manual data entry and maintenance take time and cost money. Governments are facing big budget challenges post pandemic and cannot afford to deploy resources inefficiently. They must find ways to cut costs. With technology, data only needs be entered into a system once and reporting and tracking can be automated – which makes processes more efficient and frees up government employees to focus more on citizen-facing tasks. 
  • It is too easy for tasks to fall through the cracks. Without a system that automatically tracks processes, it is too easy for steps to be forgotten and processes to stall. That can increase costs and create a bad experience for citizens. 
  • It is inefficient for citizens. Governments that entered work from home/shelter in place conditions earlier this year who did not have the ability to interact with citizens online learned this quickly. Citizens expect to be able to find information, receive updates, and perform basic tasks with governments the same way they do with banks, retail establishments, and social connections today. The pandemic has made it more possible than ever for citizens to live in a community of their choice (as more employers have adopted work from anywhere strategies) and communities that attract new residents with citizen-centric operations will win the growth challenge in coming years. 
  • It is inefficient for governments. The primary challenge is that paper systems cannot be shared across departments – meaning departments need to collect the same information from citizens and businesses several times. That creates cost and complexity and can introduce errors. It also means governments cannot get a 360-degree view of their citizens and their needs. 
  • The value of data is lost. With paper systems, and multiple data sets, there is far less ability to access data collected from operations and study it to spot trends. As society increasingly automates, that data has tremendous value – those governments who cannot access the data are in danger of missing out. 

Governments that employ a flexible and scalable enterprise system like our Amanda platform can avoid these risks: 

  • A modern, responsive, browser agnostic interface makes data entry easy and intuitive. Requiring only one entry of data that multiple departments need saves time. And using one platform across departments helps save costs and time of maintaining, upgrading, and securing multiple systems. 
  • A platform automates processes so that steps are not missed. Robust reporting helps track all activity and identify areas for future enhancements. 
  • A modern platform can easily provide citizens information online. More powerfully, using online services like a citizen portal can allow citizens to easily access and upload information and complete tasks online. 
  • Digitizing all data and automating processes allows for the creation of master data sets and avoidance of data silos. Governments gain the ability to track how citizens and businesses interact with multiple departments while providing them a better customer experience. 
  • Data – when captured in an accessible master data set and accessed and actioned has tremendous value. It can power strategic planning by governments to attract growth to their communities and keep them safer and more prosperous. 

Governments that want to attract growth to their communities and manage it strategically need technology to help. An enterprise platform can make the management of nearly any regulatory activity for which governments are responsible possible. If your government is ready to deploy affordable, flexible, and scalable technology to focus on future growth, we would love to help. Contact us today.