Local AuthoritiesAutomate and streamline business processes. Improved service user satisfaction.
Local authorities we provide solutions and services for include…
COVID-19 has placed even more pressure on increasingly cash-strapped local authorities. They need to streamline the organisation to drive efficiencies, whilst meeting the public’s growing demand for digital services.
Digital transformation is the key to securing data, streamlining processes and improving service delivery, all within decreasing budgets.
Pro2col are independent, G-Cloud 12 approved experts in secure managed file transfer, automation and system integration. Since 2004 we have helped local authorities to secure, automate and streamline business processes. Organisations operate more efficiently and services for their users are improved.
Recent statistics revealed that UK local authorities are faced with 37 attempted breaches every minute on average.
Security is critical across the board, but especially for any departments handling personal information including finance or address details, or highly sensitive social services information.
Our solutions provide secure file transfer within and beyond your organisation. This includes encryption at rest and in transit, and PGP encryption which is required for end-to-end file security. Management controls, such as two-factor authentication and folder permissions, restrict who can access data. These can be set to reflect your information security policy and meet increasingly high cyber security demands.
Encryption algorithms are continually updated to maintain security. Solutions will also integrate with other key components in your security environment, including antivirus (AV) and data loss prevention (DLP).
Public sector organisations must lead by example. Automated secure data wiping and consent-capture supports compliance. Dashboards provide visibility of all data transfers.
A ‘single pane of glass’ view allows IT to see where, when and how all transfers take place and control access to data. This granular visibility and reporting is particularly important for compliance.
Data residency is a key component in compliance and an important part of all organisations cyber security policies. Questions and uncertainties surrounding data residency following Brexit have prompted some organisations to opt for UK-only data residency. Pro2col experts have an independent view of the marketplace, including cloud and on-prem solution. They are able to answer your questions about data residency and recommend the right solution.
Many local government organisations are slowed down by manual repetitive processes.
Secure managed file transfer and automation solutions streamline operations by automating part or whole workflows. This reduces human error and speeds up the process, driving efficiencies.
Automation can be used in a number of scenarios: Regular system-to-system batch transfers; replacing manual interaction with automated agents or bots; or workflows combining manual and automated processes.
Replace or extend legacy technology
Home-grown scripts or old solutions with insecure encryption pose a risk to security and compliance. Additionally they are often unmanaged or dependent on the niche knowledge of one member of staff. Opting for a secure, managed file transfer and automation solution will return centralised control by removing the reliance on home grown scripts.
If you have legacy systems that still add value, you can extend their life by integrating with other parts of your infrastructure. This puts you in a strong position to select the best possible technology for each requirement without being limited by its out-of-the-box connectivity.
Secure data capture
There are many scenarios where local councils need to capture data securely. For example, the public reporting incidents or submitting applications for parking permits. And service users expect to be able to do this via mobile and carry out an element of self-service functionality.
Online forms provide a secure, customisable mechanism for users to submit information – in any file type or size – to your department. Fields can also be configured to trigger onward business processes or integrate with internal systems.
Automated actions sitting behind the secure online forms might include: Checking the inputted data meets alphanumeric sequence (eg: council tax reference match), transform data into a certain file format such as Excel, move it to a pre-defined location on the server, assign data to individuals or teams, send an automated reply and so on. The possibilities are endless.
Shared services allow councils to work collaboratively, driving efficiency savings. Managed file transfer supports this model. The ‘multi-tenancy’ functionality allows separate councils to present a different branded interface to their service users.
This is ideal for secure data capture like the example above. The data itself and administration can be kept separate, supporting compliance. This set-up allows councils to provide consistent delivery, whilst scaling back costs.
Secure remote working is increasingly important post-COVID. Secure file transfer and collaboration functionality allows staff to have secure remote access to company files and work collaboratively on the same version. It also allows them to transfer files securely outside the organisations, without resorting to insecure, consumer grade apps to share files. All exchanges remaining in-line with the company security policy.
Human resources (HR)
System-to-person automation can send and audit the secure distribution of HR documents, including contracts.
In fact, HR departments can deliver the complete employee onboarding process with both front and back end system automation. This removes manual steps and improves accuracy. For example, the employee or HR contact can fill in a configurable web form, which includes e-signing and dating. Then this can automatically be exported as a pdf contract and stored in the repository. Next a fully automated user provisioning workflow can be executed, setting up access and logins for in systems like ActiveDirectory and ERP, emailing the user their login credentials.
Marketing teams regularly share large image or video files, which are too big for email. They often resorting to risky consumer grade, insecure file sharing apps.
A controlled file sharing environment can easily integrate with existing email infrastructure, allowing users to share large files. There are additional security controls, administrative access and visibility of all transfers. Permissions can be set in line with data access policies so that staff only access the data they need in order to do their job.
Finance departments can manage invoicing, orders and payroll documents using automated workflows.
System-to-system automation can trigger regular batch transfers and onward data gathering processes to populate spreadsheets or reporting.
As vendor independent specialists in managed file transfer workflows and robotic process automation, we’re expertly placed to guide you to the right technology and vendor for your requirements.
If you let us know which of the following challenges you’re looking to address, we’ll do two things for you.
First you’ll receive Pro2col’s ‘MFT Buyers Guide’ immediately in your inbox. Also, we’ll share with you specific examples how using technology the processes you’ve selected can be automated.