Why is a QR Code Solution Necessary?
Smart cities are operating on a faster timeline than ever before. For city staff to maintain this pace, they need to be able to access important documents quickly. The easiest way to do this is to allow staff to scan quick-access codes for frequently used documents.
The solution can be extended to residents needing access to the same documents at certain government offices. SimplyCast offers the QR Code Documents use case, which helps smart cities develop digital alternatives to new and existing challenges. Through QR Codes, you can enable your tools for quick and easy access to all users.
Some things to consider when choosing a solution:
- Ease of access – public forms and QR codes can be left in public spaces
- Access control – internal documents may need stricter controls
- Malicious Actors – people who intentionally want to threaten or compromise your digital system
If the QR code leads to a form intended to create a document, the creator must consider how multiple resubmissions or bad faith submissions might affect their process. To manage these factors, staff need to spend a lot of time and energy constructing the process. Without an automated solution, they then need to expend more time and energy on the operation and maintenance of any kind of document process.
Some of the reasons it is necessary to consider a better solution can include:
- User Error: Human error is the biggest issue with manual document mistakes made concerning access records, incorrect information on paperwork, misinterpreted form fields, etc. Managing and maintaining your document system in real-time daily has difficulties. Without optimizing document handling processes to ensure that things remain organized and well monitored, records can quickly become muddied, and it can be hard to fulfill government responsibilities.
- Ease Public Mistrust: Even while using a digital solution, accessing documents can become difficult to track without a proper organization system. Municipal staff must ensure that each document is correctly labelled and access records are kept.
- Access controls for protected documents are also important. If the process for resident document access is poor, they will mistrust the city’s staff and feel their interests are not a priority. The better the communication, the more people trust that the city cares for them.
- Reply Consistency: Without automation, replies could be inconsistent across departments, leading to miscommunications internally and externally. This can present a negative image for the city or trigger worries that the city is not taking resident concerns seriously.
- If residents receive inconsistent access to documents, they might be led to believe that city staff are not knowledgeable or capable. By providing automatic communication when documents are accessed, residents are kept up to date and feel secure that they can access documents at any time.
- Automating this process ensures consistency in messaging across all documents and document interaction points.
To help smart cities move forward with this technology in a way that leaves them supported and knowledgeable, SimplyCast provides a comprehensive QR code document application that ensures that any necessary documents are made available and any necessary communication is automated efficiently.
How SimplyCast’s QR Code Document System Works
SimplyCast’s QR code document system refines resident and staff access to documents to ensure the right document is easily accessible.
- A resident can access a document at a government office by scanning a code to access it on their phone.
- When staff are handling a call, they access documents and email them to residents.
- Uses forms, emails, and information organization to ensure communications run smoothly
- Reporting tools enable governments to review access to forms, identify important topics, or limit government office sizes during housing crises or alter the budget based on resident interests
SimplyCast’s QR code document system successfully provides users with an in-depth look at the behavior of residents while streamlining the experience of government workers. By ensuring that everyone can access the documents they need to access without issues, everyone is able to work and live more comfortably.
SimplyCast’s QR Code Technology
SimplyCast uses various advanced automation to ensure that users can access relevant documents in seconds. This improves:
- resident experiences
- working for the city
Our tools will empower users to access documents as needed and ensure that they can do so easily. QR codes can be placed both online and at in-person locations, so the proper people have access. Access restrictions can also be arranged, ensuring transparency when the situation calls for it and security when it does not. This process can be repeated as needed, ensuring that forms can be accessed at any time, as many times as necessary.
One valuable tool that our platform uses is the new form builder. The form is the tool that creates the QR code. There is always a record of who has requested a form. As a result, this creates a database of anyone interacting with the document in question, ensuring that documents can be digitally distributed. This allows users to access the documents while being assured they can be notified quickly if changes occur.
Users can also designate which document they need, which can be automatically distributed. This reduces the need to go to the location all the time to receive paperwork and allows for fewer digital forms to serve the same purpose. By implementing these tools and adopting these policies, the city’s overall efficiency increases, and residents are willing to engage with municipal documents.
The QR code document use case is one of SimplyCast’s many use cases that aim to bring improvement and technological tools to smart cities. This use case provides a fully featured digital toolbox that boosts the smart city’s capability to interact with residents where they are.
