The Next Era of Public Records Management
Most innovative public sector leaders have been working on digital transformation for over a decade–that’s not news. What’s changed are the technologies available to governments and the evolving demands of their constituents and businesses.
The first era of transformation focused on digitization, moving away from paper processes to lower costs and enable all work to be done on computers on a network. The current era is focused on improving the constituent and business experience and improving operational efficiencies.
The challenge that many governments face is that the first era has not necessarily set them up well to meet new priorities.
The good news is that new technologies can help them dramatically advance their offices and meet the demand for digital services by providing self-service optionality and acting as a workforce multiplier, meaning they do not have to increase staff to meet demand.
Leaders are at a crossroads and face a decision: continue with legacy systems that drain resources and frustrate constituents, or embrace technology solutions that transform public records into strategic assets and enable self-service optionality.
Leading cities, counties, and state agencies are taking the next step to fundamentally reconfigure how they serve constituents and businesses. Here’s what they’re doing:
Moving From Digitization to Self-Service Optionality
“We have gone from doing everything in person…to where approximately eighty-five percent of our business is done virtually. That is huge,” explains Jean Marfizo King, Register of Wills and Clerk of Orphans’ Court, Dauphin County, PA.
Most public records offices have historically run on paper and people, so there were a lot of efficiencies gained by digitization and savings earned from going paper-free. Offices began investing in PDF/A archival storage and solutions (mostly on-premise software) to help their staff file and search for documents.
But while they eliminated the paperwork, public records offices still required constituents and businesses to provide necessary documentation in person for services. This isn’t just an inconvenience; it’s not how people conduct their lives and businesses any longer. Demand for digital services has outpaced many governments’ ability to provide services virtually.
Leading clerks and recorders have looked beyond digitization to cloud software and emerging AI capabilities to rethink the way their offices work and serve.
These innovative public sector leaders have sought out partners who are building public records management solutions in the cloud and enable end-to-end capabilities for their customers and staff. Things like:
Public record access with self-service optionality like integrated ID verification, eSignature, and payment options
World-class security and superior ransomware protection from the leading cloud providers
Advanced optical character recognition (OCR)/ICR capabilities that learn from your corrections
Unique direct integration with auditor/GIS websites through real-time API access
1. True Cloud Architecture
While many vendors claim to be “cloud-based,” GovOS built its platform from the ground up on large-scale public cloud providers, including Microsoft, Google, and Amazon Web Services (AWS). This fundamental difference means:
- Unlimited scalability without performance degradation
- Geographic redundancy that ensures 99.99% uptime
- Enterprise-grade security that meets FBI CJIS compliance standards
- Automatic updates and enhancements without system downtime
2. Intelligent Automation
As the only provider offering both OCR and ICR (Intelligent Character Recognition) capabilities, GovOS delivers unmatched accuracy in document processing. The technology offers:
- The industry’s only comprehensive OCR search across all typewritten documents
- Unique ICR capabilities that enhance indexing accuracy
- Custom configurable workflows that no other vendor provides
- Proprietary document routing for deed and conveyance e-recording
Franklin County, OH reduced their record availability time from three weeks to less than one day after switching to GovOS. Their success came from the unique approach to automation with:
- Advanced OCR/ICR that actually learns from your corrections
- Configurable workflows that eliminate manual routing
- Real-time validation that prevents errors before they occur
Photo of Franklin County, OH Performance Dashboard
3. Self-Service Optionality
As the only provider offering complete remote marriage licensing with integrated calendaring, video interaction, ID verification, signature, and payments, GovOS is revolutionizing constituent services. York County, PA experienced this firsthand, achieving a 21% increase in marriage license applications.
The exclusive self-service features include:
- The only e-commerce platform for certified documents with QR code verification of authenticity
- Unique local e-recording portal offering reduced prices for local attorneys
- Exclusive bad check notification system to protect against payment fraud
- Industry’s first complete remote marriage application system with video integration
- Integrated signature, payment, and ID verification capabilities
4. Enterprise-Grade Support
“Working with GovOS has been fantastic,” reports Franklin County. “Anytime an issue comes up, it’s addressed quickly.” Unlike vendors who offer basic help desk support, GovOS provides:
- 24/7 multilingual live chat support based in the U.S. (for constituents)
- Live chat during extended business hours (for agency staff)
- Dedicated customer success managers who understand government operations
- Comprehensive training and change management programs
- Regular check-ins and quarterly business reviews
Market Leadership Earned Through Serving Innovative Counties
As the chosen solution provider for hundreds of county clerks and recorders , GovOS has established clear market leadership through its partnership with leading counties across the U.S.:
Delaware County, PA
Reduced deed recording time from 3 months to 3 days
Franklin County, OH
Decreased public record availability time from 3 weeks to less than 1 day
York County, PA
Processes 99%+ of marriage licenses online, saving thousands of staff hours
Dauphin County, PA
Increased revenue while reducing operational costs
Butler County, OH
Converted more than 12 million images to PDF/A, decreasing offsite storage costs
Bexar County, TX
Introduced full-service kiosks and “Records on the Run” services to expand access to records
The Cost of Waiting
Staying with outdated systems isn’t just frustrating—it’s expensive. Every month with legacy software means:
- agsdix-c11055-workflow-gears-settings-processThousands of wasted staff hours on manual processes
- agsdix-c11055-money-down-finance-depreciateLost revenue from inefficient operations
- agsdix-c11055-network-security-lockIncreased security risks from outdated technology
- agsdix-c11055-caring-heart-helpingGrowing constituent dissatisfaction with poor service
Take the Next Step
Ready to see why leading government agencies trust GovOS? Schedule a demo to:
- Compare your current processes with automated workflows from GovOS
- Calculate your potential staff time and cost savings
- See how other agencies have transformed their operations in weeks, not months
Don’t let outdated technology hold back your office. Join the growing number of forward-thinking governments that are transforming their operations with GovOS.
