Integrating robust security measures into government records management systems, whether managed in-house or by third parties, is essential to ensuring documents remain protected.
In this article, government agencies can learn trends, best practices, and why security should be at the forefront of their records management strategy.
Understanding Records Management Security
Records management security refers to the strategies a government uses to protect its records from unauthorized access, loss, or damage. It includes physical measures like lock-and-key as well as digital measures such as encryption and role-based access control.
By implementing effective records security practices, agencies can help prevent the misuse of sensitive data, thereby preventing costly cleanups and preserving public trust. Advanced security measures also help governments achieve compliance with regulatory frameworks that constituents value, such as the SOC 2 standard.
Additionally, secure records management contributes to the general efficiency of government operations by preventing disruptions caused by data loss or security incidents.
Types of Threats to Government Records
A solid records management security plan addresses both internal and external threats to government information.
External Threats
Due to the sensitive information they hold and their substantial resources, governments are mostly met with ransomware attacks. Malicious actors might also use malware or live hacking. However, not all external threats are deliberate—natural disasters like fires and floods can cause just as much damage as planned attacks.
Internal Threats
Internal threats mainly involve government staff and include problems like unauthorized access and misuse of information. Human error also plays a part, as staff can inadvertently expose sensitive information to the wrong parties.
Key Components of Effective Records Management Security
Physical Security Measures
Many governments run a hybrid records management system composed of both physical records and their digital images. The most obvious measure for protecting physical records is using locked storage units. The lock mechanism can be mechanical or biometric for better access control.
Physical security also involves measures to prevent damage from natural disasters and accidents, most commonly fire and floods. Using smoke detectors, fire-resistant cabinets, flooring, fire-retardant paint, and automatic fire extinguishers can help to minimize physical records damage in the event of a fire.
For flood protection, governments can implement waterproof designs in their storage rooms, such as sealed windows and doors. All such protections should be tested and maintained regularly.
Taking steps to digitize physical files provides another level of protection altogether.
Digital Security Measures
Digital record security measures are more precise, enabling role-based access control. This gives the government records authority the ability to assign document management roles to staff and instruct the system to only provide each user with the information they need to fulfill their tasks.
Multi-factor authentication is another digital security measure that helps to ensure that only authorized government staff can log in to the system to manage records.
Comprehensive Strategies
Crafting a comprehensive records security strategy involves setting up a fail-safe multi-layer protection framework. No single security measure is foolproof. Therefore, combining a variety of physical and digital security measures creates a more robust defense mechanism against various threats. This layered approach ensures that even if one security layer fails, others act as safeguards to maintain the protection of government records.
Choosing the Right System
Whether shopping around for a records management system or building one from scratch, governments must prioritize certain criteria to ensure the future security of their records. These include backup and disaster recovery mechanisms, audit trails, access controls, advanced encryption, etc. When partnering with a cloud software provider, it’s best to choose a vendor that has documented proof of their system security, including compliance and regulatory frameworks.
Implementation Strategies
Breaking down the implementation of records management security increases clarity, precision, and the chance for success. The first step is assessing the government records ecosystem, including record types, classifications, and workflows. These will help to assign the right security measures at the right places in the records lifecycle. For instance, virus scanning is mainly set up at the ingestion part of the records system.
To support successful security strategy implementation, governments must train employees well. The hands-on technical staff can be provided with additional training in key areas, such as sensitization on security practices. A skilled and informed employee base helps bolster government records security.
Enhanced Data Protection
Strengthening security measures for records management significantly enhances data protection. Robust security protocols safeguard sensitive information from unauthorized access, breaches, and other risks. By implementing advanced encryption, secure storage solutions, and strict access controls, agencies can ensure their data remains confidential and protected.
Operational Efficiency
The preventive characteristic of effective records management security has indirect effects on the government’s operational efficiency. By maintaining the integrity of data and preventing cybersecurity incidents, internal operations and service delivery ensure continuity without any errors or downtime that would be caused by events like data breaches.
Case Studies and Examples
Government Success Stories
Tuscola County, MI
In a move to maintain land records integrity and protect residents from real property fraud, the Tuscola County Register of Deeds Office implemented a property record alert system. This system automatically notifies property owners whenever a document is recorded using their name, the property’s ID number, parcel number, or legal description.
Calhoun County, MI
Calhoun County, MI, not very far from Tuscola County, also used the GovOS cloud suite to roll out a website to provide residents with easy access to various records, such as property, assumed names, marriage, and election documents. The website integrates the Property Alert tool to send email notifications to Calhoun property owners whenever a document is recorded against their property.
Lessons Learned
Leaders from both counties noted the advantages of using cloud-based software to enhance records management security. Specifically, they highlighted the peace of mind that this technology provides to their constituents.
Calhoun County Clerk and Register of Deeds Kimberly Hinkley stated, “The implementation of this service demonstrates a commitment to residents’ peace of mind and puts individuals with fraudulent intentions on notice.” Similarly, Tuscola County Registrar of Deeds Marianne Brandt remarked, “Our hope is that this will offer peace of mind to residents of Tuscola County, something we weren’t able to offer before.”
Future Trends in Records Management Security
Emerging Technologies
Many records management software providers now incorporate AI and machine learning to enhance their platforms’ security features. These technologies analyze both public data and the specific government’s data to predict potential security breaches and trigger automatic responses. This helps to improve records management security by enabling faster and more accurate threat mitigation.
Adapting to New Threats
As security controls evolve, threats are also evolving. Governments must stay abreast of new developments in the cybersecurity world and adjust accordingly. This involves regularly updating security protocols, investing in advanced technologies, and fostering a culture of continuous learning and adaptation.
Master Records Security with an End-to-End Document Protection Solution
Public records and the information they contain are among the most valuable assets for any government. They offer accurate historical references and current data on property and vital records. This information is critical to service delivery by providing insights that support data-driven decision-making for many industries. Without a secure data management strategy, however, these records can be compromised, damaged, or lost forever.
With extensive security features and automation support, the GovOS Public Records Suite is the go-to solution for many local governments implementing a comprehensive records security strategy. The unified, cloud-based platform simplifies document protection by consolidating all cybersecurity activities, making monitoring and evaluation easier.
