Every industry, including code enforcement, is susceptible to monotonous tasks. Code enforcement officers don’t have it easy when it comes to balancing fieldwork with office-based administration. The paperwork associated with violations notices alone can be overwhelming.
It is unfortunately common for code-enforcement officers to spend a great deal of time performing extremely tedious tasks in lieu of more important work. Utilizing a software service that can digitally store and streamline paperwork processes can vastly improve the quality and efficiency of a code-enforcement agency.
Code Enforcement at its Core
Code enforcement officers, town clerks, and town/borough managers have the responsibility of ensuring that organizations are following the various codes and laws within their respective governing regions. It’s an important role that ensures that individuals and organizations alike are following the health and safety guidelines that keep communities safe.
The primary function of a code enforcement officer is making inspections and then issuing citations and violations when a mandate is broken. Physical citation forms are filled out on location to be left with the corresponding constituent and then a second copy of that form must be created to file with the city or county records office.
The Problem with Paper Citations
Filling out and submitting violation forms into the record system is tedious. For each violation a code enforcement officer sees, he or she has to write a violation report for each individual incident. This process tacks on additional time to the officer’s standard responsibilities in the field, which depending on their preference, will result in either a back-up in inspection schedule or a delay in paperwork filing.
Code enforcement requires a massive paper trail. If a resident or business fails to comply with a violation letter, then the city or county may have to go to court. Judges will expect a complete record of the code enforcer’s efforts to help them deliver a verdict. Now the officer has to add several hours to their workday to request, retrieve, and deliver the relevant files to the appropriate people, grinding everything to a halt.
Simplifying Violation Reporting
Code enforcement automation software not only cuts down the reporting process to each constituent by multiple days but also simplifies an officer’s responsibilities.
With automated violation forms, code enforcement officers can easily write up a violation citation from a mobile device into an online pdf. Once entered into the pdf, a violation letter is automatically generated. Once a code enforcement officer returns to his or her office, they can print the violation off within minutes to send off to the constituent.
The usage of pdf forms not only eliminates time from the traditional, tedious manual input method but creates a digital record of the citation submission to be archived in a document management repository. These files can then be quickly accessed for immediate review by anyone with proper security permissions.
In the event of a case moving to litigation, a system like this can save the code enforcement agency countless hours of digging through town hall records to put together a paper trail for a judge’s review.
Treeno Can Show You a Better Way
Treeno Softwares are designed to improve efficiency and simplify work processes. Whether you are a code enforcement officer, a town clerk, or a town/borough manager, utilizing Treeno’s system will increase administrative efficiency so you can get back to focusing on the things that actually need a human touch. Schedule a consultation to discuss how Treeno’s offerings can simplify tedious processes in your everyday work.