Information is the true fuel of government and an important asset that requires meticulous organization and secure data protection for government agencies, large and small, to operate to the best of their ability. Government information management has always been important, but now it’s more critical than ever, considering citizens expect the same type of services and convenience from their local governments as they do their banks and everyday businesses.
While some government agencies have been using advanced computer-based government information management for some time now, others are still exploring ways to improve their current systems. With the digital government transformation in full bloom across the nation, there’s no better time to reevaluate your government information management systems to see how they can be improved. Here’s how to get started:
Identify What’s Working and Not Working
Before you make any sweeping changes like investing in new government information management software or changing the way your agency keeps track of important files, it’s a good idea to evaluate your current management system to see where improvements can and should be made.
One way to do this is by sorting your current procedures, processes, and systems into three categories–cut, keep, or reinvest. The things you cut from your government information management system will require a complete overhaul, what you keep can be left as-is, and what remains needs some additional resources and investment to meet performance requirements.
When doing this, consider how each element contributes to:
- Document management
- Workflow and automation
- Records security
- Management audits
Select an Information Management System that Fits Your Needs
Governments need information management systems just like any other business or organization, but the goals of the two are different. Success in the business world can be largely measured by profits and customer satisfaction, while governments rely on other metrics for success that are harder to gauge.
Because government plays such a large role in citizens’ lives and agencies are tasked with documenting, storing, and protecting a variety of important and sensitive information, they’ll likely be looking for different things in an information management system when compared to a business.
When looking for ways to improve government information management, consider systems that have been tailor-made for your unique needs as a government agency.
Make the Investment Count
It’s been said that the best information management system is the one you actually use, and this couldn’t be truer for governments. Regardless of how much you end up cutting, keeping, and reinvesting in, you should be making the most out of the system you have in place to ensure you maximize the effectiveness of investments you make to improve it.
Take the time to identify which departments will be most affected by the implementation of new government information management software and help them get familiar with it so there are little to no drops in efficiency as staff gets accustomed to the new system.
Define data and document taxonomies so everything has a place and you can stay organized. Lastly, prepare for how the new system will function alongside any existing mobile or cloud-based applications.