Everything, and that means everything these days is going digital and moving online! If you listen, you may hear municipal staff everywhere cheering for this new digital transformation if you listen closely.
Moving government and municipal operations from paper to pixels is slowly becoming a demand for local governments nationwide. It is vital that local governments transform their old record keeping systems and move them online to the safer and more convenient option.
This article will help you trace the evolution of record-keeping systems in local governments, from traditional paper-based methods to modern digital solutions so you are aware and prepared to make the correct decisions for your municipality!
Read on to learn the benefits of transitioning to electronic systems, the challenges faced during this transition, and how digital record-keeping enhances efficiency and accessibility in local government operations!
Table of Contents: What To Expect
- Historical overview of record-keeping in local government
- Comparison of paper-based vs. digital record-keeping systems
- Benefits and challenges of transitioning to digital records
- Best practices for implementing digital record-keeping systems
What Does “The Evolution of Local Government Record-Keeping” Refer To?
Record-keeping in itself refers to the systematic process of collecting, storing, organizing, and managing information or documents that are essential for conducting operations.
In the government, record-keeping is a major responsibility as it is sensitive, and private constituent records are entrusted with record-keeping employees. Constituents rely on government institutions to have their information and documents ready for them upon request, and safe from outside threats.
Over the recent decades, technology has advanced enough to enhance even government systems. The evolution from paper to digital systems refers to the transformation from traditional paper-based systems, to early digital systems, to today’s modern digital record-keeping systems.
As technology continues to evolve, so does the way we live life, work, and innovate. There is no reason that antiquated, record-keeping systems that rely on paper should be in modern offices, today because they are hard to track and keep safe!
Learn How Government Management Software Can Improve The Efficiency of Municipal Offices with our resource.
The Basics of The Record-Keeping Systems Evolution
As technology expands and society has to streamline so many aspects of everyday life, government services are improved as well.
Follow along in this section to learn a bit more about what technology predated our modern systems:
1. Traditional Paper-Based Systems:
With traditional, paper-based systems, all filing, organization and retrieval processes for documents must be completed by an employee, physically present in their office, by hand.
If this sounds outdated to you, it is. Filing papers in cabinets creates a myriad of difficulties for municipal clerks and employees who must access them quickly. Locating the correct file requires physical effort in this case, and leaves the files vulnerable to natural disasters like fires or flooding. Once a paper file is lost, it is lost forever without a digital backup.
Despite the time it takes to manually file documents in the correct spot, many municipalities don’t operate with organized paper-filing systems. Limitations in accessibility and space are the main drawback of these traditional filing and storage systems.
2. Early Digital Systems
Early digital systems are defined by the introduction of very basic digital record-keeping tools such as collaboration platforms and spreadsheets. Without the modern sophistication of our technology today, the benefits of electronic storage and retrieval still became widely available with these new systems.
For the first time, clerks no longer had to walk to the back of their office and sift through countless papers to find a worn-down copy of a permit. Instead, clerks could retrieve the file online where a copy was held.
Learn about these Permits You Can Provide To Your Constituents Virtually!
3. Modern Digital Solutions
Advanced record management systems and cloud storage are what separate the basic digital systems from the truly advanced, capable, and solution-oriented, modern systems.
There are hardly any institutions in operation today that don’t digitize their records in the cloud anymore, because this allows for the documents to be accessed anytime, 24/7 by any employee with access.
When operating on the government cloud, employees can access the documents they need via any computer or mobile device with access to the cloud, opening up countless possibilities for remote work and enhanced efficiency.
Today, governments are also able to integrate their own cities' systems with other digital government services and third-party platforms. This opens up possibilities for online sharing of information to constituents, enhanced website capabilities and much more.
Check out these different government software solutions that you can integrate into your local government operations, or even your website:
- Municipal and County Clerks' Software
- Government Construction Software
- Planning & Zoning Department Software
- Department of Public Works Software
A Deeper Understanding: Benefits of Digital Record-Keeping
Electronic record systems have numerous benefits, and in this section we will outline the three most notable ones for you to consider. Read on!
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Increased Efficiency
Data retrieval and processing is exponentially faster with the use of digital, online, cloud-based record-keeping software for governments. Digital solutions to replace these antiquated processes is the answer to addressing work silos in government.
The difference between manual and digital filing systems is clear if you picture a clerk manually searching for paperwork or sifting through countless folders, compared to a clerk clicking two buttons on her laptop for full access to the same exact document.
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Improved Accessibility
Before digital solutions for storing government data, various departments within a government needed to work with and request access to single-copy, manual files. This system could take weeks or months to coordinate the sharing of paper documents.
The ability to access records from multiple locations and devices with cloud data storage will open up a brand new suite of possibilities for your government office. Increased accessibility means increased participation and collaboration for your employees; it's easier now anyway.
Learn about Local Government Public Records Technology here!
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Enhanced Security
In today’s digital age, cybersecurity threats need to be taken seriously, especially by local governments who are often the prime target for phishing scams and ransomware attacks. Digital encryption and backup options are a vital part of a healthy local government security system; they are provided automatically to you when you store data records in the cloud.
Learn about 7 Government Cybersecurity Best Practices here!
Challenges and Solutions in Transitioning to Digital Records
When you make the (worth it) transition to digital record-keeping in your government, you’ll likely experience some hiccups. Read on now to ensure you know what might pop up for your municipality and how to identify the issue!
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Data Migration
Some people run into trouble migrating their existing data over to their new system once the municipality goes digital. Often, strategies for converting paper records to digital formats are needed. Some municipalities choose to hire third-party businesses to migrate their data professionally- this is a one time cost!
Read GovPilot’s fully in depth guide to The Benefits & Capabilities of Digital Transformation For Local Governments here!
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System Integration
Ensuring the compatibility of your new data storage system with any existing digital infrastructure you have in place is vital. Your systems cannot work if they are not compatible, or programmed to work in-tandem at least.
Consult with professionals at GovPilot before choosing a system that's right for your municipality as it undergoes a digital transformation!
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Training and Adaptation
Providing adequate training for staff on how to work with these new systems is perhaps the biggest key to ensuring your municipality adapts to the new and improved software. Make sure your staff feels encouraged and supported as they learn to avoid any common roadblocks!
Learn How to Train Government Workers on Cyber Security Threats with our blog post!
Make The Transition To Digital Record Keeping Now
Local government officials need to take this time to embrace digital record-keeping for improved efficiency and accessibility. Your constituents and government employees deserve easier access to the files they need in order to complete their work or personal missions.
Book a consultation with GovPilot to learn about the best ways to digitize operations and record keeping in your municipality! Our experts at GovPilot are here to help you find the digital tools and modules from over 150 pre-made solutions that will work best for your community!
Digital Record Keeping FAQs
- What are the main advantages of switching to digital record-keeping for your local government?
Digital systems offer increased efficiency, better accessibility, and enhanced security compared to paper-based methods. Paper based methods of data management are chaotic and difficult to manage compared to more modern, online solutions that offer time-savings and increased efficiency!
- What are some common challenges when transitioning to digital records?
Challenges pop up for municipalities when transitioning to digital records because it is a change, making it inevitable. Some of these challenges can include data migration, system integration, and training for staff, but these can be managed with proper planning and support.
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