Most government records today are created on computer systems or “born-digitally.” Despite this, many agencies continue to print out records to support various paper-based processes.
To achieve digital maturity and a comprehensive records management system, governments must now complete the move from paper to electronic records.
Most offices recognize the benefits of this shift, some of which include enhanced efficiency and improved records accessibility. However, the importance of a solid strategy to achieve these benefits is often overlooked.
This article compares paper records vs. electronic records, providing guidance on the steps and best practices for a smooth transition.
Electronic record systems are equipped with robust security features that traditional paper-based document security cannot match. Advanced encryption technology protects government records by encoding the data, ensuring that only authorized parties can access it.
Access controls allow government staff to be assigned roles and access permissions in the system, ensuring only authorized personnel can view sensitive information. Additionally, digital audit trails enhance security by tracking changes to data and recording who made them.
Electronic records, just like physical ones, can deteriorate if not maintained properly. Government organizations can implement these best practices to better maintain their digital records:
The Need for Digital Transformation in Government
Legacy paper-based processes pose significant challenges to effective records management in government. They are labor-intensive, disjointed, and prone to human errors, leading to higher operational costs and delays in decision-making, which frustrates both constituents and staff. Digital transformation of records management using cloud-based software can have a revolutionary impact on government records operations. Staff can perform their tasks easily using simple, transaction-based digital workflows. Every phase of the records management lifecycle is enhanced, from creating records using templates to storing them with metadata, modifying them with rich editing features, and retrieving them quickly with powerful search functions. Additionally, cloud records systems are always on, meaning governments can meet the growing demand for anytime, anywhere access to public records.Key Benefits of Transitioning from Paper to Electronic Records
Enhanced Accessibility & Streamlined Operations
Electronic records can typically be accessed on a central web-based platform that is available online 24/7. The public can download records in various formats from the comfort of their home, saving time that would have otherwise been spent commuting to and from government offices. For government staff, increased access reduces delays in information requests, improving efficiency and facilitating quicker decision making.Reduction in Physical Storage Needs
Paper-based processes require a significant amount of physical space. Any time storage areas are expanded, they seem to fill up instantly with more files. Switching from paper records to electronic documents allows governments to repurpose the storage space for more productive activities. This shift also enables government staff to work in a clutter-free environment and save the time previously spent organizing physical files.
Improved Security Measures
Electronic record systems are equipped with robust security features that traditional paper-based document security cannot match. Advanced encryption technology protects government records by encoding the data, ensuring that only authorized parties can access it.
Access controls allow government staff to be assigned roles and access permissions in the system, ensuring only authorized personnel can view sensitive information. Additionally, digital audit trails enhance security by tracking changes to data and recording who made them.
Enhanced Disaster Recovery
In case of a cybersecurity incident or natural disaster like a fire or flood, electronic records offer higher system resilience and better recovery measures. Multi-site backup, for instance, ensures that a duplicate of the records management system is always ready and available to take over if the main site fails. In contrast, paper-based systems often rely on physical backups stored in nearby locations, which is riskier and less reliable. Backups are not guaranteed, which means if you lose the files at any given point, you will likely lose them permanently.Cost Efficiency
By retiring paper-based record systems and adopting electronic records, governments can eliminate the high costs of maintaining physical storage and purchasing paper. Many cloud-based electronic records systems also offer flexible pay-as-you-go pricing, meaning the government system using them only pays for the storage and services it actually uses. While the initial cost of migrating to cloud-based records might be higher, the long-term efficiency and cost savings make it a worthwhile investment.Steps to Implement a Successful Transition
Successfully moving from paper to electronic records requires a systematic application of effective change management strategies.1. Assess Current Paper Processes
Before embarking on the journey towards a fully digital records management system, the government agency must understand its current paper-based processes. Start with a thorough evaluation to identify which are the good practices to retain, where the inefficiencies lie that need to be addressed, and how to eliminate any redundancies. Stakeholder engagement is critical at this stage. Staff can offer insights into how well current processes work, while constituents can share their experiences with paper records and suggest ideas to improve service delivery.2. Plan the Transition
With a clear picture of the current state of records management in your government, the next step is to outline a transition plan. This plan should detail each phase of the transition, including strategies, objectives, timelines, and milestones. Each stage should gradually phase out paper records from the processes. A well-defined plan of transition helps manage stakeholder expectations and prevent unnecessary detours from the original plan.3. Select Document Management Systems & Digital Conversion Technologies
Choosing the right document management system is more than half the battle in achieving a successful transition to electronic records. Look for a solution that is scalable, user-friendly, supports various document formats, and integrates well with your existing systems. Key features to consider include security controls, search functionality, metadata management, and customizable workflows. Additionally, select a system that supports the transition process with digital conversion technologies. This includes features like Optical Character Recognition (OCR) and high-speed scanners to efficiently digitize large volumes of documents.4. Engage Scanning Services
For offices with extensive paper records archives, using professional scanning services can simplify the digitization process. Industrial-scale scanning produces high-resolution images and supports bulk processing, enabling governments to digitize their records as quickly and accurately as possible. These scanning services may also provide additional features like indexing and data extraction, which help to create a highly structured electronic records ecosystem.5. Train Staff on New Systems
To support transition efforts, having a few digitally savvy team members who can mentor others and promote learning can make a big difference. Government agencies can begin capacity building by providing general digital skills training, covering basics like cloud usage and data management principles. This can be followed up with more technical training on key areas like data security and document management procedures. Finally, collaborate with your document management system vendor to provide system-specific training, ensuring staff are fully equipped to use the new system effectively.6. Monitor & Optimize
Once the transition is complete, it’s important to monitor the performance of the new records system. Check in with staff and constituents to see if the digital system is meeting their expectations. Use their feedback, along with analytical performance metrics, to make any necessary adjustments to the system. By following these steps, your government can ensure a smooth and effective transition from paper to electronic records management, setting the stage for greater digital transformation initiatives.Ensuring Data Integrity & Compliance
When transforming paper records into digital format, it is essential to avoid making mistakes that could compromise data integrity and disrupt government processes. Implementing rigorous data validation, ensuring cross-platform compatibility, and utilizing reliable scanning technology are some of the measures you can use to preserve data integrity. Equally important is maintaining compliance with data security, privacy, and usage regulations throughout and after the digitization process. Governments must select document management solutions that consistently adhere to valuable regulatory frameworks like SOC 2. This not only simplifies compliance efforts but also provides peace of mind for the future.Overcoming Common Challenges
Moving from paper to electronic records offers a world of benefits for government operations, but it’s not without its challenges. Here are some of the common obstacles that governments run into:Resistance to Change
Some staff may resist moving document management to the cloud, especially if they are content with the current system. The solution is to explain the benefits of electronic records, such as simpler workflows and increased efficiency, to those who might be resistant. It’s equally important to make sure all parties’ feelings are taken into consideration in the face of this change. Sometimes employees simply need their concerns to be heard before participating in the transition.Data Migration Issues
Most local governments have an extensive volume of records, making accurate digitization a challenge. The workaround here, and what will maximize accurate conversions, is to use a phased approach while simultaneously hiring professional data service providers.System Integration Difficulties
Governments using legacy systems may face challenges when integrating with newer electronic document management solutions. This can be easily remedied by upgrading your current systems and choosing software vendors who offer technical assistance, and whose platforms have wide-ranging compatibility support.Budget Constraints
Given the sheer volume of records, the cost of digitization can strain limited government budgets. This is to be expected. As such, government agencies should prioritize high-impact documents and consider seeking grants or federal funding to support the transition.Cybersecurity Concerns
Electronic records and their host platforms must comply with stringent regulations and ensure data security. The way to make this simpler and easier is to utilize records management software that comes with built-in compliance and security features.Best Practices for Maintaining Digital Records
Electronic records, just like physical ones, can deteriorate if not maintained properly. Government organizations can implement these best practices to better maintain their digital records:
- Conducting regular audits to verify the integrity of digital records and the security of the records management system.
- Keeping up with records management technology and continuously updating the government technology stack. Up-to-date systems are more efficient and less vulnerable to failures or cyberattacks.
- Developing and maintaining robust backup and disaster recovery plans. These safeguards ensure government digital records remain accessible in any situation.
