How to Craft a Robust Records and Information Management Strategy for Local Government

From cloud storage to print management, local governments can design an information management strategy for immediate needs

Developing an expert-level information management strategy can be challenging for local governments. While states provide regulatory direction, budgets and infrastructure can restrict available options. Thankfully, records professionals have solutions that address digitalization, technology integration, and more. With these strategies, local governments can develop high-impact strategies for managing critical records.

Creating an information management strategy

Specific records policies may vary from state to state. The principles behind them rarely change. That means local governments have universal starting points when building their strategies.

Define a public record

The first step of an information management strategy is defining a record. Even if the definition seems obvious, clarity is essential for training purposes. A clear definition tells employees which documents to manage and which to avoid. For example, the state of Indiana defines a public record as:

“Any piece of recorded information that is created or received by your office and documents the activities of your office, no matter what medium it’s recorded on or format it’s recorded in.”

The definition goes on to define medium, format, and non-records for government purposes. This clarity makes it possible to craft and implement a practical records strategy.

Establish naming and organizational conventions

Employees must be able to locate, retrieve, and organize records as part of their duties. Standardized naming conventions help streamline this process. Aim to describe record contents and their relation to other files.

Government professionals should not forget that digital files need naming conventions as well. And, digital records can also include metadata. This allows for more flexible search options.

Develop a record retention schedule

Records will not sit in storage forever. Records professionals need clear policies for how records are retained, archived, and destroyed. This process helps governments preserve valuable data while removing information that’s no longer needed. Each state has specific retention regulations, but your strategy should include the following while also complying with applicable laws and regulations:

• Define each class of record.
• Designate the historical or archival value of each class.
• Specify the storage medium or format.
• Assign a length of time for storing records in a given medium or format.
• Establish the process of archiving or destroying records.

Choose methods of record storage

All local governments need a place to store records, be it a server or a dedicated room. These storage solutions can be simple or complex but must be chosen intentionally. For example, paper stored above ground level needs a sturdy floor supporting its weight. Records should also be far away from water pipes or environmental hazards. There are also accessibility concerns. For instance, can all authorized employees retrieve frequently requested document classes?

Electronic storage bypasses some of these concerns but not all. Will your office store servers on-site or remotely? Which staff positions will be responsible for maintaining or replacing equipment? It doesn’t matter whether you’re updating a strategy or creating a new policy. Being intentional on day one mitigates challenges for years to come.

Accounting for new technologies

Technology has a significant role in modern records management. Digital storage frees up office space. Online tools make records more accessible to the public. At the same time, frequent tech updates make policy crafting a challenge. Information professionals should codify technology use wherever possible, particularly in the following areas:

Digitalization

Digitalization has become a top priority as records grow in size and complexity. Managers must decide which classes of records to maintain physically or digitally. The retention schedule should also account for these distinctions.

There are also strategic considerations for digitizing new records and existing records. Some governments can afford the equipment and training that allows for in-house digitalization. For those who do not, third-party services can fill the gap if they comply with local regulations. When seeking out digitalization services, find one that offers day-forward and backend scanning. This step can maximize the impact of your strategy moving forward.

Print management

Despite the benefits of digitalization, paper is still a reality for many government offices. After all, public records must be accessible to everyone, and not everyone seeks them out online. Members of the public often require print and copying services, especially for print collections.

Print management technology is an ideal way to reduce costs and protect sensitive information. With it, local governments can:

• Manage printing, scanning, and copying centrally to maximize efficiency.
• Track document usage to analyze printout output.
• Automate print authentications to simplify administrative oversight and accounting.

Cloud storage

Digitalization opens the door to alternative storage options, including cloud storage. Third-party cloud services specializing in compliance can maximize the benefits of electronic records. For example:

• Off-site backups make it possible to recover data after a natural disaster.
• Governments with limited budgets can offload data security tasks.
• Cloud computing supports website-based document requests, which providers can automatically deliver by email.

Cloud storage and retrieval can be invaluable if the solution complies with state regulations. Take the time to research platforms before integrating a cloud service into your systems.

Don’t overlook staff training

In records management, insufficient training can be worse than no training. When an office trains staff in digital filing, they might overlook record-keeping principles. Accessing the system without grasping its purpose can drive information mismanagement. If unchecked, this mismanagement leads to lost records, disrupted retention schedules, and further liabilities.

It’s not uncommon for governments with limited budgets to put new employees in record roles. That’s why developing the right training tools for employee expertise is essential. For example, consider tiering your training materials for basic, intermediate, and advanced tasks. Then assign training levels based on operational tasks. This limits the potential scope of mismanagement.

Choose a secure government printing solution

It’s vital for local governments to choose secure printing solutions that reflect their specialized needs. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional-grade line of printers.

“Local governments have high printing demands but also need to protect sensitive information,” says Vaughn Minger, Ricoh National Sales Manager Eastern Region. “We offer secure printing solutions tailored to meet these challenges cost-effectively, with proven strategies built on years of providing government customer success.”

Offering powerful printing in a compact size, Ricoh printers are built with the highest quality materials and can fit seamlessly into any office space. And with flexible connectivity options, you can connect your new printer to your business network wired or wirelessly.

Our printers are easy to set up, easy to operate. They offer printing speeds as high as 34 ppm, maximizing your efficiency and enhancing your productivity. Whether you are looking for black and white or color or want a single-function or multifunction printer, Ricoh has a model that will suit your needs. Click here to shop our selection of printers.

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