Benefits of Records Management

Access

Government records are most often filed and stored in a vault or building where access to these records is only available through an in-person visit. With government records housed separately in locations across the thousands of miles within the United States, to say that valuable public and private information is very difficult to retrieve would be an understatement.

Converting records into an electronic format through document imaging creates options. Public records are now available for search and retrieval by the general population. Private records can only be accessed with approval. Data is now available regardless of where the original document is filed.

Preservation

Information contained within government records is important, often vital. The records themselves can be of historical importance, yet filing and storage falls well short of what it should. If only hard copy is available, then the process of viewing and searching through documents can, unintentionally, damage records.

These issues are addressed effectively by creating electronic versions of government documents. Hard copies can be archived more effectively since access to information is now available electronically, and the original documents are no longer disturbed.

Control

Officials and staff charged with maintaining record storage and security have a difficult task, especially if these records are only in hard copy form. For example, there is virtually no effective method for ensuring a file is not pulled, read and returned by an unauthorized person. With only hard copy available, when a record is lost or stolen, it is gone for good as is the information within. If the prospect of theft can be effectively combated, loss due to inclement weather, fire or catastrophe could be tougher to address.

Electronic records grants more secure control of government documents. Security options are far more abundant with digital information. Audit logs, as an example, depict who retrieves a specific record and when the action occurred. Where it is costly and manually taxing to relocate hard copy information, electronic records are easily transferred within short periods of time. Preparations for emergency situations are not required to take place in the face of disaster. Instead, digital data can be transferred and stored in a variety of secure locations automatically and frequently. Good news since tragedy does not always come with warning.

Revenue Source

Public records can provide a source of new revenue for officials and agencies. If only hard copy exists of a record, then a person will have to visit the location where the document is located, search for the desired instrument, photocopy the record, and then travel back to the office or home. There is a cost of time, travel (have you seen the price of gasoline these days?) and photocopying with this method.

Converting hard copy records to digital images allows agencies to grant access to these documents through secure web sites. That means no cost for travel time and no vehicle expense. Retrieved records can be downloaded and printed, ending the cost of photocopying. Whether for one time access to a single record or for someone with a career that requires regular visits to the record room, online access provides cost savings and improvements in efficiency.

Reasonable rates and fees can be assessed for online access. These charges will total less than the cost associated with a personal visit to find and copy public records. Also, there is no substitute for the convenience a record search conducted from the office or home any hour of the day or night, any day of the week. These new revenues are generated by end users and not by members of the public that do not use the system. It is proven, effective and working for a number of officials and agencies.

Green Technology

It’s not too difficult to make an argument that a paperless office is a wonderful example of an environmentally responsible approach to government management. What about converting paper and other analog data into a digital format? Is this also a green concept?

Storing electronic data, including digital documents, takes far less energy than housing hard copy records.

Instead of photocopies, electronic copies are created and stored on computer hard drives instead of in filing cabinets.

A drive to search and retrieve hard copy has a much greater environmental impact compared to using online record access and never leaving the home or office.

Digital records are often the only missing step preventing workers from telecommuting.