Digitizing Government Records

Digitizing government records is the best thing since…digital finance records.

Not sliced bread – although a very high contender!

Imagine a local government still using paper records to store important information, such as building plans, permits, and inspection reports. One day, an unexpected natural disaster hits the area and the municipal building that stores these records is damaged. Many of the paper records are destroyed or lost in the disaster, making it difficult or impossible for leaders to access important information needed to rebuild and recover. This could result in delays and complications in the recovery process, as well as increased costs and frustration for the municipality and the community.

In contrast, digitizing government records and storing them remotely would have resulted in being able to access the information easier and continue to operate despite the disaster.

Industries that have benefited from digitizing records

The public sector isn’t the first industry to take on technology and benefit from it. In healthcare, digitizing medical records has made it easier for providers to access and share patient information, which improves the quality of care. It’s also made it easier for patients to access their own medical records, helping them better manage their own health.

In finance, digitizing financial records has made it easier for financial institutions to process transactions and manage customer accounts. It’s also made it easier for customers to access and manage their own financial information, providing more control and ease to the people who bank.

And as of now within local government, digitizing records has made it easier for residents to access services provided and for the agencies to provide those services more efficiently. It’s also made it easier for municipalities to share information with each other and comply with transparency and accountability requirements.

Benefits of digitizing government records

We’ve talked about how digital records have affected other industries, but here’s a deep dive into the benefits of digitizing government records:

Improved efficiency

First, and most importantly, digitizing records makes it easier for government employees to access and share information. For example, if a local government employee needs to access a particular document, they can do so quickly and easily by searching electronically rather than having to physically locate the paper copy. This saves time and improves productivity.

Cost savings

Creating digital copies reduces the need for paper, ink, and storage space. Rather than printing out and filing paper copies of documents, employees can simply store and access them electronically. This can result in significant cost savings for your municipality.

Increased transparency and accountability

Not only does digitizing government records make it easier for employees to share information, but it also allows citizens to access government information. Instead of needing to visit an office in person for a particular document, citizens can simply access it online. This increases transparency and accountability, as it makes it easier for citizens to hold their local leaders accountable.

Enhanced security

Digital records are often easier to secure than paper records, as they can be password protected and backed up regularly. This helps prevent the loss or theft of important information.

Improved disaster recovery

Like the scenario mentioned above, in the event of a natural disaster or other emergency, digital records are much easier to recover than paper records. Because they can be stored remotely and accessed from any location with an internet connection, it’s much better than paper records which may be lost or destroyed in a disaster, making them much harder to recover.

Technology to help when digitizing government records

Basic

Adobe Acrobat

Adobe Acrobat is a widely used software tool that allows users to create, edit, and sign PDF documents. It can be used to digitize paper documents by scanning them and saving them as PDF files.

Evernote

Evernote is a cloud-based note-taking and organization tool that allows users to create and store notes, documents, and other types of content. It can be used to digitize paper documents by scanning them and saving them as digital notes within the Evernote platform.

Microsoft OneNote

OneNote is a note-taking and organization tool that’s part of the Microsoft Office suite. It’s another tool that allows users to create and store notes, documents, and other types of content. Like Evernote, it can be used to digitize paper documents by scanning them and saving them as digital notes within the OneNote platform.

Google Drive

Google Drive is another cloud-based storage and collaboration platform that allows users to create, store, and share documents, spreadsheets, and other types of files. Some municipalities are using it to digitize paper documents by scanning them and saving them as digital files within the Google Drive platform.

Advanced

Tyler Technologies

Tyler Technologies is a leading provider of digital records software for local government agencies. Its products are designed to help agencies digitize, store, and manage their records electronically. Tyler Technologies’ products include tools for document scanning, indexing, workflow management, and auditing and reporting. A variety of government agencies, including local, state, and federal agencies use them. Tyler Technologies’ digital records software is designed to help local municipalities improve efficiency, reduce costs, increase transparency and accountability, and enhance security.

Laserfiche:

Laserfiche is a software company that offers a range of products for digitizing and managing documents, including its Laserfiche Rio product, which is specifically designed for government agencies.

Granicus

Granicus is a software company that offers a range of products for digitizing government records and managing documents, including its Digital Records Management (DRM) software. This software is specifically designed for government agencies and is intended to help them digitize, store, and manage their records electronically. Granicus’ DRM software includes features such as document scanning, indexing, workflow management, and auditing and reporting tools. It’s designed to help agencies manage their records more efficiently and securely.

Accela

Accela is also a software company that offers a range of products for digitizing and managing government records and processes. Its products are designed to help streamline operations, improve efficiency, and increase transparency and accountability. Accela’s products include tools for managing land records, permits, licenses, inspections, and other government processes. They’re used by various local, state, and federal agencies.

Hyland

Hyland offers a range of software products for digitizing government records and managing documents, including its OnBase product, which is specifically designed for government agencies. OnBase is a comprehensive software platform that includes tools for digitizing, storing, and managing documents and records. It can be used to manage land records, permits, licenses, inspections, and more. Similar to other solutions, Hyland’s products are used by a variety of government agencies, including local, state, and federal agencies.

Digitizing Government Records