Manage vital records and public information while improving departmental effectiveness
State and local governments are the curators of masses of paper files and vital records that they hold and safeguard on behalf of their citizens.
At the same time that government entities are under the microscope to provide faster and better services to their citizens, and also to be transparent in all their deliberations, government bodies at all levels are under extreme pressure to minimize staffing and associated costs, and to work within existing space constraints.
The result is a crisis in the area of information and records management, with a shortage of staff to file and retrieve records, and a shortage of space in which to store the public records.
As recent natural disasters in Florida and the Gulf Coast have shown, a plan to safeguard vital records in the case of flood or fire is critical to the ability of communities to recover quickly from natural events.
The Fortis document management solution solves the staffing, space, and disaster recovery challenges that local governments face. Fortis also provides the ability to search records and make them accessible on the Web, thus addressing citizen information requests. This benefits government entities that aim to be responsive to citizens and businesses conducting work in local jurisdictions. Fortis facilitates document capture, indexing, retrieval, and archiving. It also facilitates efficient sharing and routing of various types of information within departments, and between staff and elected commissions.
Affordable and powerful, Fortis document management software has proven to be a valuable solution for many government institutions.
City of Pensacola, FL
Serving 58,000 residents, Pensacola manages over 750,000 public records with Fortis, saving extensive city employee labor and making information available to the public on the Web. The electronic repository was crucial in effective disaster recovery following the 2004 hurricane season.
Dallas, TX Police Department
Dallas has placed all accident reports online using Fortis, so that citizens have a greatly improved ability to access information quickly and easily. This benefits citizens who often need this information for insurance claim purposes.
Fortis provides one document management backbone that integrates with your administrative and business systems.
State and Local Government Applications
Fortis is in use successfully in a wide range of vital records and government departments and agencies. Typical examples include:
- City and Town Clerk vital records
- Public Health records
- Building permits and plot plans
- Police accident reports
- Police case and criminal records
- Water and Wastewater
- Public Records Act Compliance
- Public Works “as built” information
- Deeds and titles
- Tax records and finance
- School system student records
- IT project management engineering information
Fortis is used by a wide range of government entities and agencies. Representative users include:
- Dallas Police Department, TX
- Bureau of Indian Affairs, Canada
- City of Lake Forest, IL
- Lancaster Solid Waste Management, PA
- City of Pensacola, FL
- Warminster Township Police Department, PA
- Bergen County Prosecuter, NJ
- City of Prescott, AZ
Integrated Document Management
Fortis provides a full range of document management capabilities including:
- Image capture and OCR
- Versioning and archiving
- Records management
- Security and management
- Viewing and annotation
- Disaster recovery and retention
Town and City Clerk
Fortis provides a secure electronic repository for all of a government entity’s vital records. Documents are fully indexed and searchable. The solution provides both Web access as well as disaster recovery.
Police and Public Safety
Have instant access to case files, accident reports and similar documents. Communicate quickly and securely in emergency response situations.
School System Records
Fortis provides a secure repository for capturing, archiving, and retrieving student records. Historical and current records are moved into an electronic archive, providing secure records, searchability, and FERPA compliance.
Boards and agencies such as conservation, public health, building, public prosecutor, waste and water management, and more use Fortis for records keeping as well as enforcement and analysis.
Fortis provides an automated approach to capturing invoices, tax receivables, and other documents pertaining to government finance and linking them to finance and audit systems. As with the private sector, accounts payable and receivables both have very strong returns on investment.
Fortis is in use by many states and municipalities to securely store, archive, and allow permissionbased access to HR records.
Public Works and Facility Management
To manage costs and keep facilities safe and in compliance, Fortis provides a facility management repository that receives contractor “as built” documentation and keeps facility records and inspection reports up to date.