The economic climate today forces municipalities and state governments to cut budgets, remove programs, and eliminate jobs. Despite that, government agencies, just like private organizations, are required to maintain the same level of technology and security – only with fewer funds available.
Government agencies, regardless of whether they are on state or local level, rely heavily on documentation. From generating bills for residences and businesses to printing licenses and documentation, government agencies have a substantial demand for copying, printing, and sending documents – all at a high cost to the agency.
Managed IT services help government agencies tackle security concerns surrounding paper documents, reduce demands on the agency itself, and keeps them within budget.
Exploring the Risks for Today’s Government Agency
A government agency’s risks are no different from a private organization, but they are held to a higher level of scrutiny. As enforcers of local laws and regulations, the public expects a government agency to not succumb to the usual pitfalls seen in the private sector.
Some common risks include:
- Data Security and Breaches: Government agencies are especially vulnerable to data breaches. Think of the breach during the Obama administration in 2015, where an estimated 5 million individuals were affected. The Pentagon alone receives 13 billion emails per year that are automatically scanned and determined to be spam.
- Waste: Government agencies are incredibly wasteful when it comes to paper and printing. Employees print numerous documents daily on local, state, and federal levels. Often, these printing practices go unmonitored, which means high costs for government agencies that go untamed.
- Inefficiency Due to Paper Storage: Some government agencies are still using paper storage rather than digital storage. Not only does this take longer to share and collaborate on documents, but it creates higher vulnerabilities for those agencies if a critical document were misplaced or stolen.
How Managed IT Services Benefits Overcome the Risks Government Agencies Face
Managed services, including print, document storage, and IT networks, help government agencies stay within limited budgets while also providing relief to the common pain points.
1. Predictable Costs for Easier Annual Budgets
Technology and printing costs are often seen as a variable expense on the budget line. When government agencies utilize managed print services and networks, they remove the unexpected costs and replace it with measurable, predictable monthly expenses.
Managed print and IT services work on a monthly cost, and that monthly expense scales as a government agency needs it.
2. Eliminating Printing Waste Agency-Wide
Managed services offer a cost-per-page analysis that investigates how much money is wasted on printing, supplies, and unnecessary equipment. The report helps improve efficiency and printing practices and gives agencies a clear picture on where to start with going green initiatives agency-wide.
3. Security with Managed IT and Network Services
Document storage, especially on the agency level, requires maximum security. Managed services can provide data encryption and secure digital infrastructure for any level agency. Users are given access accounts and set permissions based on government clearance levels, reducing the risk of unauthorized personnel gaining access to sensitive documentation.
4. Converting Paper into Digital Documentation
Paper poses significant security risks and adds to an agency’s liability. When a government agency shifts toward digital documentation, they remove the risk of loss, documents being obtained by the wrong individuals, and reduce wasted office space on hard copy storage.
5. Reduced Staffing Costs
The cost of hiring, training, and keeping IT and on-site printing teams is reduced by outsourcing to a managed service. Agencies still have access to a professional for their printing and document storage, but they now they no longer assume the cost of finding a certified, full-time specialist in-house.
6. Less Device Downtime
Managed services monitor devices in a government agency, including their system health and scheduled maintenance. When these services monitor devices in the agency, they can identify potential issues before they become a downtime concern or unexpected repair cost.
7. Increased Government Productivity
Managed service providers help free agency staff up for other projects, which not only help government agencies meet annual objectives but increase efficiency overall. Likewise, document storage offered through managed services can reduce time wasted looking for specific documents. Document management reduces defects in the storage process, streamlines in-house work cycles, and shortens the time projects take.
Rely on DME for Managed IT Services for Your Government Agency
Managed services offer benefits that reduce risks for government agencies. DME works as an extension to local and state agencies that want to maximize their efficiency and utilize their budgets more effectively.
DME understands the unique risk for today’s government agencies, and we provide solutions that increase efficiency, save on costs, and never sacrifice security. Talk with our team today about how we can work as an extension of your agency.