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.
