Document maps, rigorous indexing, and scanners can speed up local government records management while staying compliant
Anyone who’s tried to fill a records request in a small town knows how challenging it can be. The smaller the locality, the more likely it is to still use paper documents. And as useful as paper is, it has plenty of drawbacks. All it takes is one filing error to lose information critical to local government, business, and even history.
Moving your local government records to a digital system is the first step in streamlining operations. From there, your recordkeeping can use these best practices to speed up information retrieval, cut down on waste, and boost both transparency and constituent satisfaction.
Essential local government records management practices
Build out document maps
Understanding a problem is the first step to solving it. So it follows that creating document maps would be the first step in making a records management system more efficient. We have to understand the entire lifecycle of the record before we can improve it. When a document is created, where is it stored? Who should have access to it? What security measures protect it from unwanted access? How will it be used, and how often? How long must it be retained, and according to what regulation?
By answering these questions for every type of record that passes through your office, you can create a complete understanding of your workflows. That makes it easier to execute each one. It makes onboarding new hires more straightforward. And it lets you examine each process for opportunities to boost efficiency. Could a different technology accelerate some link in the chain? Could the same work be performed by fewer employees through consolidating workflows? What other process improvements are waiting to be realized? The clear picture provided by document maps helps you see both the present and the future of your recordkeeping.
Maintain compliance with advanced scanners
Local government archives are full of old paper documents. And though digitization grows more popular every day, there are still lots of people using physical pages for their work. You can accelerate the processing of these documents by using the right scanning tools.
The federal government sets standards around how records should be digitized. The Federal Agencies Digital Guidelines Initiative (FADGI) makes those standards available online. The easiest way to meet them is to use a document scanner that is FADGI-compliant out of the box.
Compliance isn’t the only thing to consider when selecting a scanner. Speed and durability are also important whenever you’re scanning large volumes of documents. And more advanced functions can unlock more efficiency.
Scanners with optical character recognition (OCR) can turn scanned images into interactable text documents. They can also read the text on the page and use it to power automatic tagging. (More on that later). Finally, automated scan delivery can send the scans directly to the right location in your records. That saves time and takes human filing errors out of the equation.
Did You Know?:Enterprise production, meet enterprise security. The RICOH 132 MF uses TLS1.3 and SNMP v3 technology to help keep your network secure. Click here to learn more.
Integrate powerful printers
Scanners aren’t the only tool necessary for dealing with local government records. Because paper forms are still so common, printers remain an important part of recordkeeping. Those forms have to come from somewhere.
To maximize printer efficiency, consider getting a laser printer.
“Laser printers are the fastest and most cost-effective option on the market,” says Ricoh’s Vaughn Minger, National Sales Manager Eastern Region. “By printing dozens of pages per minute, stretching each toner cartridge further, and requiring less maintenance, they can achieve significant cost savings over the course of use.
Choosing a printer with multiple modes of connection can make it easier to use, especially over WiFi or another wireless connection. That makes executing print jobs faster and more convenient. However, it’s critical to look for printers that use security technology to keep their connections safe from bad actors.
Maximize indexing
In an electronic records system, indexing may be the single most important tool of the trade. With sufficient indexing and a suitable search function, local government records become easy to navigate. Index and search cuts through potentially confusing organizational hierarchies and make retrieval near-instant. They can even reveal records that have been stored in the wrong locations. No more recreating lost documents.
How do you level up your indexing? By using metatags. Key information such as date of creation, signatories, and related projects can be added to a record as tags. Then, when you search your records for those signatories, that record will appear in the results.
The best part is that much of this tagging can be automated. Using OCR, your records management software can spot information that would make for a useful metatag and apply it. A human need only check the system’s work and fill in any gaps. That means filing records more quickly, retrieving them to conduct business or fill requests more efficiently, and maintaining high standards for constituent satisfaction.
Implement security measures
Cybercriminals target local governments more than almost any other organization. Why? Because they know these governments often stick to outdated software for long periods of time. They forgo updates for any number of reasons, from insufficient resources to familiarity with the current system. But when a ransomware attack costs the average business $1.82 million, it’s a risk governments can’t afford to take.
Most records management software provides ample tools to prevent these breaches and minimize their impact. User passwords are the most basic form of security. Digging a little deeper, administrators can use role-based permissions to limit each user’s access. That way they can only see or edit records within their purview.
To push accountability even further, audit trails can automatically record who accesses a file, when they do so, and what they change. Should that access include tampering — or even a simple mistake — version control allows you to revert a document to an older version, undoing the change. Finally, data encryption that meets Advanced Encryption Standards (AES) can keep records safe even when they fall into the wrong hands.
Did You Know?:Short on space? The RICOH 132 MF packs all four critical document functions — printing, scanning, copying, and faxing — into a single modest footprint. Click here to learn more.
Our recommendation: RICOH 132 MF
The RICOH 132 MF does it all. Its laser printer function can produce up to 34 black-and-white pages per minute, and its monthly duty cycle is rated at 35,000. It can duplex copy, scan, and fax all in one compact footprint. And its 4.3-inch color touch screen makes it easy to learn and operate. That makes it a versatile workhorse that meets all your office needs. Click here to learn more or shop the rest of our printer line.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.