If you find yourself asking the question, “Does my agency really need to move to an electronic plan review process?”, then you are not alone. Thousands of agencies across the U.S. have outgrown paper and are contemplating an online approach. Here at MyGov we have helped hundreds of agencies move from a paper to an electronic building plan review process. In this article we review five of the top reasons we have seen agencies move from a paper building plan review process to an online approach.
1. Save space and money
One problem agencies face with a paper-based plan review process is making space within the office to store documents waiting to be reviewed. With an electronic plan review process, you no longer need to store physical copies of plans within the agency building because all plan files can be stored online. Additionally, your agency can cut costs on printing, re-printing and shipping of plans during the review process.
2. Easier submission of building plans
Submitting building plans to a city that does not have an electronic plan review process results in wasted time and needless travel expense. Agencies with a paper-based process require residents, designers and developers to physically bring in building plans for review. During the review process, oftentimes multiple revisions will have to be made, causing the submitter to make multiple trips to and from the agency office, which wastes valuable time and resources. With an electronic plan review process, all submissions, reviews and revisions happen online, which can lead to improved customer service throughout the building plan review process.
3. Keep track of all building plans in one central location
Agency employees have to handle a multitude of simultaneous projects, and it can be difficult to keep track of all the moving parts. With a paper-based plan review process, there is an ongoing struggle to keep track of all the building plans in the review process. When you have an electronic system to manage the submission, review and revisions of plan reviews, you can rest assured that all the building plans are stored online in an easy to retrieve location.
4. Streamline workflows and gain visibility
When an agency has a paper-based plan review process, it can be difficult to track the status of reviews in process. With an electronic plan review system, an agency has clarity during each step of the review process, which gives them the ability to report on the status, edits and comments made on each plan in review. Additionally, with an electronic plan review process, reviews can be performed in parallel and not sequentially by departments, decreasing the overall length of the review process and leading to a streamlined workflow for the agency.
5. Ensured security
Storing data in the cloud just makes sense, in particular for areas prone to natural disasters. Entire agency databases and files have been lost when agency buildings are wiped out, including the paper documentation of plans. By implementing an electronic plan review system, agencies have peace of mind knowing that all documents are securely stored online and are safe.
Working with hundreds of cities to move them from a paper-based to electronic review process has proven to the MyGov team that the five reasons to implement an online approach are true for both small and large agencies. If you want to learn more about best practices and benefits of an electronic plan review process, schedule a free 30-minute consultation today. Our MyGov Sales team would enjoy the opportunity to speak with you and learn more about how we can help your agency gain success.