Government Document Management Solutions

THE RFI & RFP SOLUTION FOR GOVERNMENT

The need for goods or services that prompts an RFI (Request for Information) or RFP (Request for Proposal) also begins a process with specific rules and regulations. Procurement of a contractor with a State Government, Local Government, or Federal Government entity means a strict timeline, security of information, and layers of approval to demonstrate the due diligence taxpayers demand. 5i offers full-service Document Management Solutions to streamline the process for multiple needs.

Eliminate paper and avoid data loss
Find the data you need instantly
Reduce errors and delays
Automatic tracking and notices
Streamline and direct workflow
Eliminate multiple versions of a document
Detailed audit trail by document and by individual
Customize rules and procedures for recording, preserving, and deleting records

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RISK MANAGEMENT & DUE DILIGENCE WITH SECURITY

Impeccable record keeping, management of critical documents at multiple locations, full access of public records with restricted access to classified documents are only some of the concerns government entities must execute with demonstrable precision. 5i Solutions not only provides a full suite of Document Management solutions, but legal E-Discovery software as well to help ensure government legal departments function at their highest capability. Your crucial data stored and accessed in seconds from our secure Cloud Vault.

Document Management Solutions
Enterprise Content Management
Document Review Software
Scanning/Coding of hard documents
Legal E-Discovery
Cloud Vault storage

The Business of Government

Running the business of municipal or city government is like running, including cutting-edge Records Management/Retention and EMail Management designed for::

City Clerks
City Managers
Utilities
Parks & Recreation
Code Compliance
City Commission
City Administration
Social Services
Law Enforcement

Public Documents are Public, Private Documents Stay Private

Voters expect transparency with public information. Fulfilling this expectation while keeping confidential information private is now not only possible, but easy. Security access levels, permission based login and encryption ensure that no one has access to anything they should not have.

Voting Records
FOIA requests
Public Records Requests
Protecting confidential information
Email Archive

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Eliminate paper processes and manual tracking, get the right information to the right people at the right time. This can be done, while maintaining records retention, classification and workflow for approvals.

Everything You Need on the Record

5i Solutions has document/records management to help you find all the important data you need, immediately searchable by full-text entry, and available from everywhere you can access the internet—including from your mobile device. All relevant information brought together when you need it to manage:

Code enforcement
Ordinances
Correspondence
Records Management
Email Archive

Running Municipal Government is a Big Job

Tax assessments, zoning, education, public transit, accounts payable and receivable, human resources, and more. Massive amounts of documents and data. 5i Solutions custom-tailors top software like M-Files to your existing data infrastructure to help public organizations provide secure, instant access to important data, documents, and information while complying with federal, state, and local regulations.

Find what you need when you need it

Where was that file saved? When was it saved? Who saved it? What was the name of it? Is this the latest version? Sometimes finding the right document when you need it seems impossible. No matter what your existing system, 5i Solutions will tailor a solution to eliminate the time wasted from searching traditional folders. Every document and every piece of every document is searchable by content—so you never have to find it, and you’ll always have the latest version.

Secure, Safe, and Sound

Accessing data does not mean sacrificing security.  5i will ensure that access to files and information is limited as you need, meaning only those who need to know will know.  Secure storage that meets the highest levels of government regulations.

Custom tailoring means high adoption

A new system always comes with challenges.  That is why 5i Solutions tailors our software solutions like M-Files to work with the way your business already works, with the tools you already have.  Your government employees may find they can  find and manage documents, information, and processes without ever having to use a manual.  And 5i Solutions is a phone call or email away to ensure a smooth transition.

Stronger, faster, more efficient

Processes that are repetitive are set up by 5i to be automated.  Notifications are sent every step of the way to the persons responsible for executing tasks.  This enables better workflows, better work with private enterprise and frees up more hours in the day.

5i doesn’t just provide the software, we provide the complete solution

At 5i Solutions, our name says it all.  We provide the most intelligent, proven software and customize it to work perfectly with your existing systems.

Easier, Better, and Faster for You

Security and ease of use– an impeccable audit trail and records management system set to your specific needs. Agendas prepared automatically. History at your fingertips. Organize, store, search, print, and publish capabilities all in one system. Links to video publish directly on the web. Public records requests filled with ease. And login screening to protect confidential information.

5i Solutions offer one single, secure point of intake, access, and storage. With the vital data you need easily available from our Cloud Vault, or through our hosting service, or on premise at your local location.

Your Government Job Never Ends

Meetings—you’ve got them.

Organizing, searching, printing and publishing agenda packets.
Minutes
Streaming Video recording and posting

Transparency—Voters expect it

Voting Records
FOIA requests
Email Archives
Public Records Requests

Business— you’ve got to manage it

Code enforcement
Ordinances
Correspondence
Records Management
Confidential information

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Taking Control and Saving Time is on the Agenda

5i Solutions Inc. offers solutions to help  prepare agendas for council, boards, and committee meetings. Archive details from prior meetings like minutes with full-text search for virtually any information, including ordinances, code enforcement records, voting records, and email archives. Best of all—it happens instantly, from anywhere you can reach the internet, leaving you more time to do what you really need to do.

 

5i’s Meeting Management solution is perfect for:

State, Provincial, Municipal Government
City, County Clerks & Managers
Code Compliance

 

Easier, Better, and Faster for You

Security and ease of use– an impeccable audit trail and records management system set to your specific requirements. Agendas prepared automatically with history at your fingertips. Organize, store, search, print, and publish capabilities all in one system. Links to streaming video published directly on the web. Public records requests filled with ease. Permission based login, protects confidential information.

5i Solutions offer one single, secure point of intake, access, and storage. With the vital data you need, easily available from our Cloud Vault or through our hosted service, or on premise at your local location. Eliminate paper processes and manual tracking. Get the right information to the right people at the right time with
audit trail of their approvals.

Are you knee-deep in filing systems?

Do you remember card catalogues? Those behemoths of public libraries everywhere that referenced every book three times: classified by title, by author, and by subject. Many file folder systems today operate in much the same way. Are you familiar with your coworker’s file naming system? Was that information in the minutes from last June, or July? And how do you spell that judge’s name? Digging for documents and records can be complicated. Filing cabinets, physical or electronic, can be tricky to navigate. Maybe more importantly, information moving from desk to desk or floating in unencrypted servers is more likely to be misplaced or exposed to eyes that might not have permission or a need to view them. Constituents are waiting for their records, and they and officials alike want to be sure that confidential information stays confidential.

What’s your process?

Do various filing systems make records hard to locate?
Are you contacting, and interrupting, various coworkers looking for where documents might be located? (And are they contacting you?)
Has your office gone “paperless” or do documents still move through interoffice mail?  
Do you know where your records are, through every step in your process?
Are documents on desktops, being passed from hand to hand?
What security measures are being taken to protect records, and are they enough?

Our Solution – Tools and technology to:

Enterprise-level document management, indexing, and sorting
Integration technology – no need to wipe the slate clean and start over, make existing solutions more powerful and efficient]

Request logs, allowing you to determine which records you make available to constituents online. The results? Fewer requests.  
Key word search engines – if you can navigate your web browser you can find what you’re looking for
Secure Cloud hosting, with the option to administer the system by your own IT team or through 5i’s experienced and responsive staff
Easy to use templates for consistent replication of documents and audit trail security
Encryption, testing, and reporting to make sure all records are secure and safe

Public Records Request/FOIA

There are finite laws regarding public records requests and the Freedom of Information Act. Most agency laws require that public records requests be made in writing. Traditionally, these requests were made in person, by phone or written communication. The challenges with this process were significant delays in responding. The information wasn’t always readily accessible and in some cases, the information couldn’t be located at all. In more recent times, email and web requests have been a more frequent form of communication, this comes with the same set of challenges, however in a different form. Electronic information poorly stored or managed can still be time consuming to locate.

What’s your process?

Do you have an e-form (an online, electronic option)?
Is your initializing process automated, or manual?
Do you anticipate constituents’ top 10 information requests? 
Does the public know exactly what information is needed to submit a request?
Does your process include an acknowledgement email giving an estimated response time?
How accessible is the requested information?
Do you have to refer to multiple systems, platforms, file rooms, and/or archives?

Our Solution – Tools and technology to:

Automate workflows: requests move smoothly through the process with a minimum of “touching” and time spent in an inbox. Inquiries go to the right person and are pushed to the next step when a task is completed
Consolidate and connect repositories – all documents are searchable in a single step

Create electronic reporting to focus on efficiency and process improvement: make your job easier  
Queue requests and keep things moving
Track requests and allow you to respond to constituents in a timely manner – prevent double-work!

Better Solutions for your systems:

As you can see, many of our solutions can address more than one challenge in your process. While we can’t describe every cutting-edge, scalable tool we offer on this page, we’d be more than happy to discuss your process and how our services can be tailored to your system. Please contact us for a chat – and free trial! – at the address or phone number below.

METRICS

“According to a McKinsey report, employees spend 1.8 hours every day—9.3 hours per week, on average—searching and gathering information. Put another way, businesses hire 5 employees but only 4 show up to work; the fifth is off searching for answers, but not contributing any value.” Source: Time Searching for Information.

IDC data shows that “the knowledge worker spends about 2.5 hours per day, or roughly 30% of the workday, searching for information….60% [of company executives] felt that time constraints and lack of understanding of how to find information were preventing their employees from finding the information they needed.” Source: Information: The Lifeblood of the Enterprise.

A new survey by SearchYourCloud revealed “workers took up to 8 searches to find the right document and information.”

How long does your code enforcement process take to a successful resolution?
Days?  Hours?  Months?

5i Solutions Can Help!

5i Can set up an automated case management process for municipal code enforcement.

Improve your code enforcement process with:

Automatic documentation of calls
Automatic documentation of emails
Website capture forms with automatic documentation
Capture of pictures
Automatic routing to proper officials
Tablet-based capture forms
Ability to take pictures and document from in-the-field
Automatic approval of citation
Grouping of all data in regards to any citation all together
Data repository for code violation and enforcement process with minimal manual oversite

When Code Enforcement is Inefficient, Problems and Costs Will Follow

Compliance with building, fire, health, and zoning laws is a constant balance for municipal government. Dealing with complaint driven reports from the public, generating notices to property owners, tracking compliance and providing evidence against accusations of selective code enforcement are all in a day’s work for local government officials.

How efficiently can you respond to code enforcement complaints?
How well does your code enforcement process produce the desired outcome without unduly taxing resources?
What is your system for responding to calls, emails, and website generated complaints?
Are the case management files generated paper, or electronic?
How well is the code violation response process documented along the way?
Do city officials responding to code violations in the field have the tools they need to automatically document the problem, generate the official notification to the property owner, and begin the workflow for all steps necessary to ensure compliance?

With a custom-tailored 5i Solutions government code enforcement document management system, your municipality will be able to handle complaints, document violations, and track compliance easily and with evidence trail. Save time, save money, save aggravation and accusations of selective code enforcement with the 5i process designed to work with your current systems and workflows.

Live and On-Demand Video

Public Meetings – Online Video Broadcasting Solutions

Transparency & Engagement

There’s nothing like a high-quality video record of public meetings to engage citizens while contributing transparency to government affairs. But it can be intimidating to think about creating this kind of recording on your own. You and your office may have questions.

  • How can we implement a live video solution?
  • Do we have the IT resources we need?
  • How can we archive meeting videos so that they’re are easily accessible on-demand?
  • Can it be done on our budget?

Simple, Fully-Automated Video

5i Solutions has the answers. We offer customized, one-stop, fully-automated solutions to create, host, and deliver live or on-demand meeting recordings online. We can even help you integrate them into your existing website. Options include:

  • Live streaming for daily, weekly, or monthly public meetings
  • Automatic video library archiving for on-demand viewing at any time
  • IT support, 24/7, 365
  • Website integration assistance

Custom-tailored for Government

  • CREATE your own recording from any location, on your schedule. Content is automatically uploaded through the provided encoder to hardware your website through a secure portal.
  • DELIVER your video to your audience in all major streaming video formats: Flash, Windows Media, QuickTime, Real, Silverlight and HTML5. And of course your media will play on mobile devices and tablets, so your constituents can watch however they best like.
  • MANAGE & ARCHIVE your content as it automatically enters your dedicated library. Citizens can sort to find meetings or events in chronological order, or by jumping to agenda item markers embedded within individual videos.

5i offers simple, efficient solutions for government video production and delivery, options to fit your budget, and the advanced technology your constituents demand.

To view actual samples of our video solution in use, visit www.cityofallen.org/982/actv

Or simply click the picture below:

5i-solutions-inc-swagit-video-for-government-docx-google-docs

Eliminate paper processes and manual tracking. Get the right information to the right people at the right time and record their approvals. Create an audit trail, balance public sector data while protecting classified documents.


5i Solutions offers secure one single point of intake, access and storage. With vital data secured in our Cloud Vault, through our hosting service or on-premise at your local location.

RESULTS

See the results 5i Solutions Provided by The County of Granville

CASE STUDY

DEMO TEST DRIVE

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