Capturing content is a crucial component of any businesses’ daily operating requirements – both within the private sector and within federal, state and local governments. Often times, collecting, storing and tagging all of this data can be time consuming and error prone. Furthermore, if not cataloged correctly, once stored, this information may never be accessed again – wasting time and money.
Fortunately, through an integrated solution using K2, Box and DocuSign, government entities and businesses can be much more efficient with their time and content. Here is an example of how an organization can use the solution strategically.
Joe, an inspector for the infrastructure of public works for a local government, is in charge of auditing projects to ensure they meet quality standards and specifications set by the city. When the city builds or repairs roads, pipes, sidewalks or handles other projects, it’s his job to drive from site-to-site, inspect them, and report any issues that do not pass city ordinance.
In the past, Joe would visit a job site and if there was an issue, he’d take a picture with his digital camera. Then Joe would come back to the city office, upload images from the camera from all the sites he visited that day, print the pictures, and fill out forms for work that needed to be done at each job site. The forms would then be mailed to the sub-contractors, meaning there was no visibility into whether the project requests had been received or if they were being acted on. Not only is time lost throughout this manual process, but there is limited visibility and tracking on any project requests – resulting in major delays and cost overruns for the city.
Today, with an integrated solution between K2, Box and DocuSign, Joe and the local government are better able to address issues when they arise. When Joe goes to a project and sees an issue that needs to be resolved, he is able to pull up a form on his mobile device. From there, he can quickly add comments about the problem and the date required to fix the issue. Joe can even upload a photo from his mobile device and attach it to the form as well. Once he submits the form, a K2 process starts, which then creates incident folders in Box and adds all content (forms and photos) to that folder with the required metadata. It even creates follow-up tasks to check the fix and make sure it is completed by the due date defined in the process.
By combining the power of Box and K2, Joe can be more efficient and productive with his time in the office as well as his time spent at various job sites. The city can process a larger number of project requests, which ultimately results in greater time and cost savings.
With the power of K2’s process automation platform and the security of Box’s content management system, organizations like the city government can work collaboratively across people, departments and organizations — on any device, from anywhere.
Interested in seeing what K2 and Box can do for your processes? Come to BoxWorks in San Francisco, October 10-12, and talk with an expert in person. Register now.