The Benefits of Digitizing City Management

With increasing demands on local city governments, digitizing city management allows local governments to meet the demands of their constituents and expand for the future.

It is estimated that by 2050, 66% of the world’s population will live in cities. With increasing populations and the need for efficient management, digitizing city management becomes a necessity. With increasing demands on local city governments, digitizing city management allows local governments to meet the demands of their constituents and expand for the future.

Here are 8 benefits of digitizing city management:

  1. Convenience

People today are accustomed to ordering anything online and having it delivered on demand. Online business has become the norm. By digitizing city management, constituents are able to conduct all business online that would normally necessitate a trip to city hall. From license renewals, to applications and information, digitization makes it easier than ever to do everything from home. 

  1. Transparency

Publicly searchable databases provide essential transparency demanded today. This helps government agencies avoid costly expenses to comply with open data requests, while making most information easily available to users.  

Digitizing city management also allows for automatic updates and automated workflows for greater transparency at every stage. Just like people are accustomed to notifications of package delivery, city management can provide updates as each step of a government process is completed. 

  1. Automated Tasks

By automatically updating government employees when a project is completed, digitizing document management suits steps and improves the final results. This prevents interdepartmental miscommunication and delays.

In addition, digital forms filled out by the public or government employees are automatically loaded into databases, nearly eliminating the need for manual data entry. 

  1. Data Accessibility

Data accessibility is one of the greatest benefits of digitizing city management. Instead of having to search the centralized document files or civic archives, files can be located with simple searches and information requests. 

Data accessibility allows government employees across all departments to access and analyse current information for more accurate and up-to-date decision making. Files can be updated by caseworkers in real-time from mobile devices and reports and analysis can be generated in a matter of seconds.

  1. Inter-departmental Coordination

Digitizing city management dramatically reduces incidence of human error or miscommunication. This real-time information allows various governmental departments to work together with the same information. 

The result is reduced bottlenecks, seamless interdepartmental coordination, and more effective use of employees’ time. Digitizing city management dramatically reduces the scourge of any local government —  wasted time and resources — and increases efficiency across departments. 

  1. Improved Security

WIth increasing digitization also comes increased cybersecurity attacks. In 2018, there were over 13,000 cyber attacks on government agencies. On-site servers were the primary targets of these attacks.  

By transitioning to cloud-based storage environments local governments can increase security and reduce the risk of cyber attacks. Other benefits of cloud-based storage are reduced maintenance and security costs, increased efficiency of security, and regular back-ups to ensure no data is lost. Digitizing city management actually increases data security. 

  1. Remote Work and Continuity

The digital work environment ensures continuity. From mundane disruptions like an annual blizzard to more catastrophic events like wildfires or hurricanes, digitizing city management ensures that local government operations continue uninterrupted. It provides security against natural disasters, like fire and floods, that could destroy physical documents.

In the time of a global pandemic that required months of remote work, digitizing city management is no longer a convenience, but a necessity. It ensures that even while government offices are closed, constituents can submit applications, file documents, and gather information.

  1. Improved Budget Utilization

Management of budget resources is always a primary concern of local governments. Digitizing city management can both cut costs and generate new revenue.

Cut Costs

  • Digital document management eliminated the need for printing and mailing documents. 
  • Online payments reduce transaction costs. 
  • Increased productivity of employees improves efficiency and reduces additional employee expenses. 
  • The physical cloud-based servers are more cost effective than physical databases or paper storage. 
  • Cloud-based storage saves a tremendous amount of space over storing all documents in filing cabinets for the legally required number of years.

Generate Revenue

Many local governments leave revenue on the table due to governmental inefficiency and physical paperwork overload. With digitized city management, all taxes and fees can be effectively collected and easily paid by residents online, generating unrealized revenue and reducing budget strain. 

More Efficiency for Better Results

With tight budgets and scant resources, local governments have a tremendous amount of gain by digitizing city management. Digitization eliminates many of the functional problems of city management and puts the power back into the government to use time and resources to do more for their constituents.

Providing the 24/7 access that is now demanded of the online business world, digitization improves convenience and public perception. For city governments, the benefits of digitizing city management far outweigh the cost, and should result in more resources in the budget.


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