E-Forms in Ontario: Providing Major Advantages for Government Agencies (Part 1 of 2)

Posted by Kevin D'Arcy on Apr 23, 2012 9:55:57 PM

Using E-Forms in Ontario helps optimize business processes and can have a dramatic effect on efficiency. Basically, an E-Form application is an electronic version of a paper form. It improves operations in four steps.

First, E-Forms in Ontario capture data from users within the company. Next, the application validates the data to make sure it’s complete and accurate. Third, E-Forms routes the data after it’s verified to appropriate users for approvals. Electronic signatures are used to confirm approval.

The last step in the process involves transferring the data to the company’s business systems. These systems could be the organization’s accounting, human resources, sales, customer service, or any other system in which the data would be useful for running the business.

E-Forms in Ontario are best suited to companies completing numerous transactions, needing to streamline operations and requiring access to data for better decision-making. Healthcare organizations, educational institutions, manufacturers, service firms and government agencies are examples of perfect matches for E-Form applications.

Going Paperless at Government Agencies

Whether at the federal, state or local level, government agencies are prime candidates for using E-Forms in Ontario. This technology can help improve service to constituents, streamline processes, create greater transparency and cut operating costs. The big move to reduce paper is at the heart of using E-Form applications.

Some paperless initiatives have even been mandated by law. Examples include HIPAA, USA Patriot Act, SEC, Basel II, Gramm-Leach-Bliley Act, Sarbanes-Oxley, e-Recovery, e-Reporting, e-Permitting, GPEA and others. In every case, these regulatory mandates require government agencies use a solution that facilitates, monitors and enforces compliance. Any non-conformance to these regulations can be costly in a number of ways.

The costs involved in managing paper can be substantial. Government agencies owe it to their citizens to work efficiently and cut costs wherever possible. With E-Forms in Ontario, an agency can eliminate the high costs of printing forms, then re-entering the data into a database application. Costs increase when the inevitable data entry errors occur or data is missing.

These costs can be slashed by as much as 90 percent when an E-Forms in Ontario solution is deployed. When you think about the government processes affected by digital processing, you can easily see how the savings are real.

For example, E-Forms in Ontario help process government funded programs such as grants, healthcare, unemployment and more. The application can be used for enrolling in various services. It can also help with regulatory compliance and reporting. Court E-filing systems, law enforcement reporting, permitting and licensing are other functions in which E-Forms would be of great benefit.

In the second part in this series we will specifically discuss the benefits of e-forms to government agencies. Contact MES Hybrid today with any questions on how e-forms can benefit your business.

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