Office Technology Expert

Data Security and Efficiency: The Role of Document Management in Local Government

Local governments deal with a lot of paperwork that contains sensitive information. Keeping it all organized and easily accessible should be a priority for government agencies.

unsecure and unorganized documents create a problem

This includes ensuring data privacy and security, making sure the company is choosing the right outsourcing partner, implementing proper data protection policies, and encrypting and monitoring performance.

The role of Document Management in terms of DATA ACCURACY

As local governments juggle everything from building permits and birth certificates to waste-management contracts and property tax records, it’s critical that they can access accurate data quickly. To do that, they must ensure that all documentation is organized and stored in a way that is easy for anyone to locate at any time.

In addition, local governments store large amounts of personal data that is extremely important to the community. As a result, cybersecurity is also a top priority for local government officials. This is especially true in light of recent high-profile attacks that have gotten officials thinking about improving their security posture.

As such, many local governments are turning to data science and open data portals to achieve greater operational efficiency while still staying in compliance and earning the public’s trust. While each local government is at a different stage in its data-driven journey, they all have in common that effective document management is essential to its success.

The role of Document Management in terms of ACCESSIBILITY

Local governments have a treasure trove of data that can be instrumental in improving service delivery, gaining valuable insights into community needs, and operating more seamlessly across departments. However, accessing and using this data can be difficult for staff without the right tools.

As the Internet becomes increasingly interconnected, accessibility is becoming more important. As a result, local government agencies must ensure that all digital content is accessible to citizens regardless of the platform or device used to view it.

The right document management system can help systems in place that can automatically test and monitor digital documents for accessibility. A solution that enables a quick response to issues is necessary to minimize the risk of expensive lawsuits. 

The role of Document Management in terms of SECURITY

With the growth of data, local governments need to ensure that information is securely stored and protected. Unfortunately, cyber threats are rising, and many municipalities need more internal human resources to meet security requirements.

It’s important to regularly assess the security of all hardware, software, and Wi-Fi access points. This should include identifying the types of sensitive information collected and stored by each department and evaluating its protection.

Encryption protects data from hacking incidents. by converting readable text into unreadable scrambled code that can only be accessed with a special password or security key. Encryption should be implemented on all municipal computer systems, USB drives, laptops, mobile devices, and files stored in the cloud. Local governments can also implement session timeouts.

The role of Document Management in terms of EFFICIENCY

From hamlets and counties to cities and states, local governments produce vast volumes of data, including permits, licenses, public records, contracts, and more. Managing that information effectively is critical to operating efficiently, staying in compliance, reducing risk, and earning deep trust from the communities they serve.

Keeping data safe involves applying best practices on confidentiality, integrity, and availability. Confidentiality refers to keeping data private and preventing unauthorized access, integrity ensures that information is complete and trustworthy, and availability means it’s easily accessible to authorized users.

Efficiency also includes offloading manual tasks, automating workflows, and leveraging tools to help you do more with less. That might consist of using data masking that suppresses high-value sensitive information by replacing it with low-value representative tokens or implementing ata erasure that removes any record from your repository. This reduces your liability should a data breach occur. It also saves time by eliminating the need to search for information manually.

You can speak with one of Ameritechnology’s specialists if you’re in the local government. You may call us at 201-258-7300 or email info@atechnj.com. We also offer printer fleet maintenance, copier lease or rental provider, copier & office computer management, and ink & toner subscriptions.

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