Public records are the lifeblood of local government, supporting internal operations and powering service delivery by providing agency staff and constituents with access to critical information. To streamline these operations, local governments nationwide are leaving behind paper-based document management and embracing cloud-based records management.
This article highlights the benefits of cloud-based records management, the challenges of implementation, their solutions, and future trends in government records management.
Understanding Cloud-Based Records Management
In cloud-based records management, government records are stored and accessed from servers in off-site locations rather than on premises. Unlike paper-based or on-site records management systems, which are resource-intensive and dependent on physical infrastructure, cloud-based records systems are highly scalable and cost-effective.
Moving to the cloud is crucial, especially for local governments that are increasingly in need of secure, efficient, and compliant record keeping. Cloud-based records software has features that simplify records management, including metadata, automatic indexing, search and sort functions, customizable dashboards, and much more. These features, along with AI-powered analysis, enable governments to derive much more meaning from their records, driving more accurate and effective data-based decisions.
How Do Cloud Computing & Records Management Go Hand in Hand?
Cloud computing is a technology-as-a-service model that involves a third-party company providing computing resources—such as servers, storage, databases, and software—to another organization over the internet. Some of the defining core principles of this model are scalability, 24/7 availability, and flexibility. Cloud computing provides IT resources on an on-demand and pay-as-you-go basis, making it ideal for local governments as they get to maximize limited resources.
The centralized nature of a records management system built on cloud architecture makes government records more accessible, facilitating remote work and staff collaboration. Cloud computing also simplifies the scaling of records management systems. As the number of constituents and records rises, governments that use cloud services can easily accommodate the increase.
Benefits of Cloud-Based Records Management for Government
Instant Access to Records
Through the staff portal of cloud-based records software, government employees can access documents instantly from any location, reducing delays and improving operational efficiency. The customer-facing side of the cloud records system provides constituents with an intuitive user experience, enabling them to easily search for and retrieve desired records at any time, from any device, and from anywhere.
Cost Savings
On-site records management systems can come with high costs, including expenses for physical storage space, computing infrastructure, maintenance, physical security, and so on. By storing records digitally in the cloud, governments no longer have to manage the growing list of drawbacks of on-site and traditional paper-based processes.
Scalability
Cloud-based records management systems can scale effortlessly to accommodate the growing volume of records in a jurisdiction. With a modern system, storage and processing capabilities are no longer a necessary concern.
Enhanced Security
Cloud document management software is equipped with advanced security measures like encryption, multi-factor authentication, and continuous monitoring to protect sensitive government information from loss or malicious attacks.
Disaster Recovery & Business Continuity
The comprehensive disaster recovery features of cloud-based records systems ensure that government operations continue to run smoothly even in the event of a cyber incident. Regular backups, along with hot and cold sites, are some of the common measures used to facilitate government record retention and system availability in the cloud.
Collaboration & Workflow Efficiency
Cloud-based records software improves intra-government collaboration by allowing multiple users to access, edit, and share documents simultaneously in real time. This collaborative environment empowers quicker, more accurate decision-making, enhances workflow efficiency, and reduces the likelihood of errors in records.
Enhanced Security & Compliance
Cloud computing significantly improves the security posture of a government’s records management system with advanced built-in security features like:
- Identity and access control: Access to government records is controlled using multi-factor authentication and role-based permissions.
- Data loss prevention (DLP): This tool helps governments have total visibility of their most sensitive records in order to prevent data breaches.
- Monitoring and logging: Cloud records software monitors access and changes to records to maintain data integrity and user accountability.
- Encryption: Records are automatically encrypted to protect information in transit and in storage from unauthorized access.
Additionally, cloud software providers have dedicated teams that continuously test for vulnerabilities, debug issues, install patches, and schedule automatic security updates.
Regarding compliance, cloud-based records management provides features like security controls and detailed reporting, which help local governments adhere to regulations. Many cloud provider systems also comply with industry standards like SOC 2, enabling government information systems to meet these stringent regulations effortlessly by extension.
Case Study of Government Adoption
Denton County, TX
As one of the top ten fastest-growing counties in the U.S., Denton County, Texas, has experienced a significant rise in public records due to its booming population. For instance, land record recordings alone increased by approximately 23% in just a couple of years. Yet, despite this unprecedented growth, the County managed to maintain service continuity using the GovOS records management solution.
County Clerk Juli Luke noted the universal benefits of the cloud solution, saying, “We are able to accomplish much more with much less, which is something that gets passed back to the citizens in a multitude of ways.”
Challenges & Solutions
While the benefits of migrating to cloud-based records management are significant, governments should be aware that the process comes with various challenges, including:
Data Security Concerns
Migrating government records to the cloud increases the risk of cyberattacks like data breaches, data loss, and unauthorized access.
Solution: Partner only with the most reputable and cybersecurity mature cloud providers.
Compliance With Regulations
With an ever-changing cybersecurity landscape and evolving data privacy requirements, staying compliant with regulations and industry standards can be challenging.
Solution: Choose cloud providers that are certified compliant and whose platforms offer information management features that fulfill regulatory requirements.
Data Migration Issues
It is quite the task to migrate a large volume of government records to the cloud while maintaining data accuracy and integrity, and preventing loss.
Solution: Set up backups, thoroughly prepare data for migration, and rely on your cloud provider’s data experts to handle the entire process.
Integration With Existing Systems
To provide a seamless experience to staff and constituents, governments must ensure their elected cloud-based software integrates well with existing IT systems and workflows.
Solution: Conduct a detailed assessment of government-owned systems and choose cloud solutions with flexible integration capabilities.
Cost Management
The flexible pricing of cloud solutions can make it challenging for governments to predict and plan for costs accurately.
Solution: Set aside a cloud budget, use cost management tools, and monitor usage to keep expenses within the established limits.
Resistance
Government staff may resist the move to the cloud due to a lack of digital skills, fear of job loss, or comfort with existing systems. Government leadership may have other concerns about cloud migration, like the costs, security, and effect on government operations.
Solution: Develop upskilling and reskilling programs, sensitize stakeholders on the benefits of cloud, and prepare detailed feasibility and impact analysis reports to drive management buy-in.
Future of Government Records Management
As cloud records software providers continue to innovate with emerging technologies, government records management is set to improve significantly.
AI and machine learning are the foremost technologies in this revolution. When integrated into cloud-based records management systems, they streamline every stage of record handling—from creation and storage to retrieval and analysis.
Going forward, these technologies will not only make record-keeping more dynamic and resilient but also transform public records from static entities into crucial elements of government decision-making.
A Revolutionary Cloud-Based Government Document Handling Platform
Local governments can transform their document management by adopting cloud-based software, provided they prepare for cybersecurity challenges, organizational resistance, and other obstacles.
The GovOS Public Records software suite empowers your government to achieve this by providing an all-in-one, transaction-based, intuitive platform that allows staff and constituents to access public records with the click of a mouse. Featuring advanced security, SOC 2 compliance, support for various document types, and customizable workflows, the GovOS system is not just an accessory—it’s a comprehensive solution for managing your agency’s records.
