Municipal Governments, G Suite and the Google Cloud

Posted on 02.22.2019 - By Dillyn Barber

Cave Consulting specializes in helping organizations improve their operations by allowing their employees to work anytime, anywhere from any device and giving them the tools to streamline processes, make better use of IT and labor dollars, improve data security and be better prepared for a disaster.

One of our core services is showing municipal governments how to leverage G Suite and the Google Cloud to change the way things have always been done into better ways of getting things done.

Process Automation

Example: COUNCIL/BOARD AGENDAS

• Document Collaboration
• Packet Collaboration
• Dynamic Hyperlinks to Action Items
• Workflow Approval
• Auto Post to Website
• Auto Distribute to the Public

Benefits:

• Less Wasted Time in Inbox
• Little to no Printing or Scanning
• Easy Access to Action Items
• Defined Approval Process
• No Manual Website File Uploads
• Public Gets Documents Instantly

Optimized Forms and Applications

Example: REPLACE WORD/PDF DOCS

• Collect Data from Mobile or Browser
• Detailed Receipts to Submitter
• Internal Notifications
• Data Feeds Google Sheet
• Data Merges into a Google Doc
• Analyse Info in Data Studio

Benefits: More Efficient Data Collection

• Complete from Browser or Mobile
• Piece of Mind for Submitter
• Workflow Improvements
• Useable Data
• Eliminates Double Entry
• Robust Data Analysis

Document Management

Example: SECURE CLOUD STORAGE

• No Local Servers
• No Local Networks
• Powerful Document Search
• Shareable Links
• Folder Usage Controls
• Can Integrate with Website
• Not Touched by Local Disasters
• Better Protected from Malware
• Cost-Effective Retention Compliance

Benefits:

• Better Use of IT Dollars
• Access from Anywhere
• Find Documents in a Flash
• Share Files and Folders with Public
• Track who is Working in Folders
• Eliminate Document Uploads
• Files are not on Local Machines
• Can be Shielded from Ransomware
• 3rd Party Solutions Available

E-Discovery and Data Retention

Example: LITIGATION AND PUBLIC INFORMATION REQUESTS

• Set Retention Periods
• Search User Data (Email, Documents and Chats)
• Place Litigation Holds
• Satisfy Information Requests

Benefits:

• Prevent Deletion for Specified Periods
• Allow Designated Officials to Quickly Search Through User Data from a Centralized Portal from their own G Suite Account
• Prevent Deletion of Found Data
• Share Data with Requestors

Website Management and Transparency

Example: MUNICIPAL WEBSITES

• Secure Editor Login via G Suite Account
• Collaborative Document Management
• No Manual Uploads to Website
• Public Document Search
• Collaborative Calendar Management
• One-Time Repeating Event Setup

Benefits:

• Login without Entering a Password
• Automatic Website Document Management
• Original Files Displayed on the Website
• Visitors can Search from Website
• Manage Calendar from Office Calendar App
• Share Management Responsibilities

Custom Applications

Example: PUBLIC INFORMATION REQUESTS

• Submit Online or from Kiosk
• Receipt to User
• Internal Notifications
• Departmental Assignment
• Activation of Due Date Clock
• Requestor Status Portal
• Request Satisfaction Tool
• Dynamic Reporting
• Data Sent Linked to App

Benefits:

• Works Online or from Chrome Kiosk
• Submitter has Record of Submittal
• Information Officer and Responsible Department Notified
• Due Date Auto Calculated
• Requestor can Check Status
• Can Satisfy Request from App
• Charts and Graphs Show Activity
• Easy Access to Data Submitted

By encouraging change with tools like G Suite and the Google Ecosystem, municipal governments can take their operations to levels limited only by their imagination.

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