Streamlining Public Services with Intelligent Content Management

Public sector agencies across all levels, from city and state to tribal government to federal agencies, face the ongoing challenge of streamlining workflows. This includes collaborating and sharing data about budgets, programs, spending, decision-making, meetings, and so much more.

When government efficiency is improved, focus can shift to higher-priority projects, and public trust deepens. But achieving truly streamlined workflows is challenging for public sector agencies for a few reasons.

• Disparate datasets must be reformatted for accessibility and usability in reporting and decision-making
• Resources are constrained, with many high-priority projects in motion simultaneously (difficult to track and manage)
• Legacy systems fail to support the demandsof modern technologies, particularly when implementing AI-enabled tools
• Aging data management solutions are often siloed, which hampers information-sharing and collaboration, negatively impacting productivity

Streamlining workflows starts with replacing legacy content management solutions with modern, integrated platforms designed to remove information silos and promote greater information sharing, collaboration, and productivity. With modernized architecture, government agencies can prioritize digital citizen experiences, streamline operations, and create sharper focus on their missions — in other words, they can become digital first.

Streamlining workflows starts with replacing legacy content management solutions with modern, integrated platforms designed to remove information silos and promote greater information sharing, collaboration, and productivity.Meeting the expectations of a digital-first world requires solutions that support streamlined workflows and efficiency. When so much of the workday is spent exchanging content (files, spreadsheets, documents, images, and more) locked in legacy systems, workers spend a lot of time trying to manually gather information and insights from that content. Government organizations need a content management system that can help them:

• Eliminate delays and inefficiencies created by legacy systems and paper-based processes, so they can accelerate cases, investigations, assessments, grant processes, and more
• Drive effective collaboration between teams, agencies, and the public while meeting the requirements for effective, secure, compliant records retention
• Accelerate critical tasks, from training staff to managing HR, helping to empower government employees to be more productive, efficient, and compliant in their roles and responsibilities
• Support streamlined workflows that enable citizen engagement, help complete tasks, and raise customer satisfaction during critical interactions
• Power their mission with documents and files in one central place, with quickly accessible insights 

Addressing streamlined workflow challenges

Box gives government agencies a secure, scalable platform to address the workflow challenges they face each day (and better prepare for what’s next). The Box Intelligent Content Management platform empowers agencies to modernize operations, improve collaboration, and protect sensitive content agency-wide.
In particular, when it comes to document storage and governance, Box helps transform your content lifecycle strategy by:

• Improving retention policies: Seamlessly customize retention policies to fit your agency’s specific needs and maintain compliance
• Applying legal holds: Reduce legal risk, simplify content preservation, and lower the costs of finding and holding content during litigation, plus set point-in-time or indefinite legal holds on content without disrupting your people
• Enhancing content disposition policies: Advanced trash controls help reduce risk and protect content from unauthorized deletion, and granular trash controls give you complete control over enterprise-wide content
• Greater data visibility and controls: Maintain an unlimited number of versions for all files, so you can preserve and restore previous versions, and quickly gather critical information for audits or other internal compliance initiatives

Unlocking the value of public sector data with AI

With Box AI, public sector organizations can boost productivity by doing more with their data. Box AI enables the workforce to process casework data faster by extracting key insights, summarizing documents for more efficient responses, and identifying critical clauses in case processing documents. These automated capabilities reduce manual workloads, allowing staff members to focus on higher-value initiatives that directly support mission-critical outcomes.
By using AI to process records-access requests, summarize documents, and identify critical insights, staff can reduce manual workloads and improve response times, helping drive better outcomes for citizens and residents.

Transform workflows with Intelligent Content Management

Modernizing public sector operations is essential for delivering efficient, transparent services and maintaining public trust. Intelligent Content Management can help public sector agencies meet the growing demands of a digital-first world, while also meeting governance and compliance requirements by:

• Simplifying complex processes such as public records requests, citizen applications, and back-office workflows, enabling them to operate more efficiently and transparently
• Powering content workflows with AI
• Supporting e-forms, e-sign, and document generation
• Enabling secure/compliant collaboration between citizens, departments, and agencies
• Providing intelligent security, giving public sector teams the resources they need to protect sensitive information and accelerate service delivery
• Leveraging all these functionalities in a FedRAMP High/IL4 Authorized environment

To learn more, download our ebook or schedule a demo today.