If you work in the public sector, you may be frustrated by the lack of public participation in different programs. Whether you work for your city's Parks and Recreation Department or Social Security Office, you know the importance of community engagement.
This goes for city, state, and federal government agencies alike, but the core of every community is its local programs. For this reason, you should know about the technology available to elevate your local programs to do the most amount of good for your community.
The cloud is a constantly evolving technology that offers innovative and cost-effective ways to collaborate. To simplify how this ties into the public sector, here is an overview of different aspects of the cloud and benefits it offers to different operations.
The cloud has endless possibilities, and the communications capabilities it offers can elevate your programs to enhance public service and internal processes. Some different benefits include increased accessibility, better cybersecurity, enhanced communication during emergencies, and better public transparency.
Cloud tools like video conferencing and SMS can allow staff members to reach members of the community who might have trouble meeting in person for various reasons. Some barriers to community member outreach that cloud tools can mitigate include:
To properly serve your community, you'll need communications solutions that address these challenges. Cloud platforms offer remote capabilities to facilitate meetings so long as your organization has reliable internet connectivity.
Cloud platforms may seem intimidating to store sensitive data. However, their frequent software updates and designated developer teams make them some of the most secure places for your data.
Many businesses are now subject to compliance standards for cybersecurity. Keep in mind that many cloud platforms can be configured to be compliant, but compliance is an active process that requires a lot of oversight. To read more about how to do this, read our blog: Is Microsoft Teams HIPAA Compliant?
Whether it be a natural disaster, confusion over a public crisis, major crime, inclement weather, or any other emergency, you must be able to reach out to the necessary personnel.
You may need to be in contact with local authorities or escalate issues as needed. For this reason, you should have a phone system you can rely on. Having mobile communications allows your staff to stay connected to each other and community officials no matter where they are, as many platforms offer mobile apps for collaboration on the go.
To learn about unique ways mobile communications can help you navigate weather events, read our blog: Snowstorm Remote Work Guide: How to Pivot When Storms Hit
One of the best measures of success in public programs is through analyzing public feedback. To get adequate feedback, you'll want open lines of communication with your staff and leadership.
Cloud tools can help you organize contact information for better case management while allowing you to track and even record and take notes on meetings through different video conferencing platforms.
Through these innovative features, your organization will have the opportunity to receive, organize, and retrieve documentation on community feedback. This can help you improve programs, troubleshoot issues, and enhance your community engagement efforts.
There are several types of cloud applications for various business activities. A few major types include cloud communications such as Microsoft Teams and Zoom, cloud printing like uniFLOW or Papercut, cloud faxing such as eGoldFax, and document management programs such as Therefore.
The term "Unified Communications as a Service" (UCaaS) refers to cloud platforms that house and integrate different channels of communication under one roof. These may include elements such as:
This is not an exhaustive list of services included in unified communications services. To learn more about different cloud communications solutions on the market, check out our blog: Top Video Conference Platforms for Small Businesses
Cloud printing is an innovative way to protect sensitive data while reducing environmental impact in your office. Cloud solutions like uniFLOW and Papercut require active user intervention to retrieve print jobs.
This means no one can print without walking up to a printer and authorizing a print in real time. This could involve the use of personalized PINs, security badges, passwords, and more.
Requiring users to actively engage with the program prevents excess prints from being abandoned in print trays. Not only does this reduce wasted paper and toner - it prevents sensitive documents from falling into unauthorized hands.
Read more about cloud printing solutions in our blog: What is Cloud Printing?
Similarly to cloud printing, cloud faxing is a popular option for organizations that deal with sensitive data. This is especially useful in the public sector which must take data security very seriously.
Cloud faxing tools like eGoldFax help users track and organize contacts while securely sending sensitive documents. This is another tool that requires active intervention to print faxed documents.
Unlike older fax technology that automatically prints to a receiver's machine, cloud faxing protects documents until users are ready to retrieve prints.
Read more about eGoldFax and other cloud faxing solutions here: 8 Best Online Fax Services for Small Businesses
As workplaces go green, so do their printing habits. Many organizations are choosing to switch to cloud document management instead of dealing with jumbled hard copies. This is ideal for agencies and organizations that undergo audits and/or need to retrieve many different documents for various operations.
Cloud document management is often highly customizable, allowing users to name folders and set up a filing system that makes sense for how their business runs. This allows for quick and easy retrieval by allowing users to search a keyword or folder name to find documents they need.
Learn more about cloud document management here: Top 7 Cloud Storage Systems For Small Businesses
If you're looking into enhancing your government agency's technology stack, it's wise to seek out a government IT solutions provider. Government IT services will have the experience with the public sector to anticipate and accommodate your unique needs.
To find the best IT solutions for government organizations, look for a provider that:
To learn more about what to look for in a managed service provider (MSP), check out our blog: 10 Questions to Ask Before Committing to a Managed Services Provider
If you're interested in finding IT services for your government entity, click the button below to get in touch with an information technology expert.