Driving government efficiency with AI and Intelligent Content Management

Driving government efficiency with AI and Intelligent Content Management

BoxWorks 2024 delivered announcements covering groundbreaking innovations tailored to the needs of government agencies. During the event, we showcased how Intelligent Content Management (ICM) from Box, including AI, can help public sector organizations modernize operations, enhance citizen services, and streamline costs. By addressing key challenges like outdated ECM systems, case management inefficiencies, and declining citizen engagement, Box provides the tools government agencies need to thrive in a digital-first world.

Here are the top takeaways from this year’s event, plus innovative ways that state and local agencies can institute major improvements in how employees work (and citizens experience services).

Modernized ECM systems

Legacy enterprise content management (ECM) systems often limit government agencies with high costs, inflexible architectures, and outdated workflows. Box provides a contemporary, cloud-based alternative that reduces complexity and boosts efficiency. Box solutions include:

  • Box Apps: Streamline ECM and content experiences with advanced tools for tailored workflows, metadata management, and search. From FOIA request processing to managing court documents, Box Apps modernizes document-heavy processes and allows employees to handle incoming requests efficiently and effectively.
  • Box AI Studio: Build customized AI agents to facilitate more effective work in your organization. For example, agencies can create custom AI agents that include specific regional guidelines and regulations that allow for AI agents to provide compliant and relevant answers
  • AI-powered metadata extraction: Unlock the potential of your data and reduce manual workloads by automating identification and logging of metadata related to your content. For example, urban planning departments can digitize and index zoning archives, making decades of information instantly accessible.
  • Box Archive: Designed for long-term data preservation, Box Archive provides a cost-effective solution for maintaining compliance with retention policies while retiring costly on-premises systems. For example, health services can archive large volumes of clinical, imaging, and patient files for record compliance without the operational or IT overhead.
  • Seamless integrations: Box integrates with over 1,500 mission-critical platforms like Microsoft 365, Salesforce, ServiceNow, CGI Advantage, and SAP. As just one example, finance offices can use Box for invoice storage while processing payments in their ERP system, unifying content management across applications.

These tools not only streamline ECM modernization but also set the foundation for more agile and responsive government operations.

Enhanced citizen services

At the heart of public service is citizen experience. Box innovations empower agencies to deliver faster, more accessible services, ensuring a citizen-centric approach to government.

  • Box Forms: Simplify application submissions for services like permits, licenses, and benefits claims with no-code, easy-to-build forms that submit citizen data and files directly into Box. A building permitting team, for instance, can easily create a form for permit applications that kickstarts a workflow for citizens to submit key details and files. These form submissions are then automatically routed to reviewers — speeding along a traditionally painful process.
  • External collaboration: Box enables secure and compliant document sharing with citizens and external partners. In this way, organizations like health departments can instantly provide vaccination records or test results to citizens through Box, while ensuring industry specific compliance and data security.

By digitizing and automating processes, agencies can skip the bottlenecks, reduce wait times, and improve overall satisfaction.

Revolutionized case management

Managing cases — whether in social services, public safety, or legal departments — requires handling vast amounts of data securely and efficiently. Box reimagines case management for the modern era.

  • Integrated workflows: Automate repetitive processes like document classification, submission tracking, and approval notifications. For example, a child welfare agency can create a no-code Box Relay process to ensure critical steps of the case are not missed.
  • Enhanced security and compliance: Secure, role-based access in Box ensures sensitive case data is shared only with authorized personnel while remaining compliant with regulations like HIPAA and CJIS.

By centralizing and automating case management, agencies can save time, reduce errors, and focus on delivering impactful outcomes for citizens.

Reduced IT costs

A key concern for governments is managing IT budgets while keeping pace with innovation. Box addresses this challenge with cost-effective, scalable solutions.

  • Cloud-native scalability: Replace expensive on-premises infrastructure with a flexible, secure SaaS platform from Box. Agencies can scale storage as needed without significant upfront investments.
  • Centralized management: With Box, IT teams can manage all workflows and content through a single platform, eliminating redundant systems and reducing maintenance and administration overhead. For example, consolidating multiple document repositories into Box can drastically cut operational costs while improving accessibility.

Improved employee and citizen experiences

Digital transformation is not just about technology — it’s about empowering people. Box delivers tools that help government employees work smarter while enabling better citizen engagement.

  • Boosting employee productivity: Automation through Box AI reduces manual workloads like data entry or document classification, allowing staff to focus on strategic priorities. For instance, procurement teams can extract metadata from vendor applications, and leverage that metadata to automate the process and shorten approval times.
  • Enhancing accessibility for citizens: Advancements in workflow and AI ensure that citizens can access services faster. Imagine a resident receiving a digital copy of their property tax statement instantly, rather than waiting for mail processing.

These improvements make public services more efficient and user friendly, fostering trust and satisfaction among employees and citizens.

Empoweredgovernments leading in a digital-first era

The innovations presented at BoxWorks 2024 are designed to help government agencies tackle their most pressing challenges, from modernizing outdated systems to delivering seamless, secure citizen services. By choosing Intelligent Content Management from Box, agencies can reduce costs, enhance operations, and create a better experience for both employees and the public.

As governments increasingly move toward digital-first strategies, Box is here to help them lead the way, enabling smarter, faster, more connected public service.

For details on all these innovations and more, watch the BoxWorks keynote.

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