This is often due to the document management software that many government employees use to store and manage records. This software is critical to their work, but it’s often not suitable for working on mobile devices and over the Internet.
In this case, the document management software may not be designed to perform smoothly over a remote connection or take advantage of mobile device touch control features. Additional issues can arise when the design does not adjust to fit various screen sizes or offer the same features regardless of the device being used.
As the importance and size of the mobile workforce grows, the need to enable and support working from home can also be a strain on IT resources.
Government organisations can solve these problems by moving to a Software as a Service (SaaS) document management solution. Users access a SaaS solution via a web browser, reducing complexity for users, and the software is owned and managed by the software provider, reducing the overall cost to the organisation.
Here are three ways a SaaS document management solution can help a mobile workforce:
1. Maximises application performance over the Internet
SaaS application code is optimised to run over the Internet, which helps the SaaS solution perform smoothly. SaaS solutions are hosted on highly scalable servers that allow simultaneous access by many users. A SaaS solution won’t require a virtual private network either, eliminating associated connection problems.
2. Simplifies menu navigation on mobile devices
A SaaS interface adjusts to fit the screens of the various devices people use. For example, users can switch from a desktop computer to a smartphone or a tablet computer to access information in the office, in the field or during a meeting. Gesture controls and other features familiar to tablet and smartphone users also make the SaaS solution easier to use.
3. Reduces total cost of ownership
This type of transition needs to be done cost-effectively, in a way that both reduces costs and increases efficiencies for the organisation. Implementing a SaaS document management system reduces capital expenditure and in-house IT staffing costs, freeing up resources to focus on key business activities, rather than maintaining technology.
As people have come to expect a high level of convenience when using the mobile services of banks, retailers and other online service providers, this expectation has now extended into the workplace.
The implementation of a SaaS document management system not only reduces complexity for users, but removes the need for any upfront investments, replacing them with predictable monthly fees. With a reliable system and controlled spend, a SaaS solution can enable organisations to direct their efforts to core business objectives.