Digital Records Management for Governments — The Road to Digitization, Compliance, and Beyond-2
Looking at the horizon.
Although compliance targeting is a short-term requirement, it is important to understand the long-term vision for digitizing records and correspondence:
Present information as an asset and strictly control the life cycle from the end of the record to the end to ensure integrity and accountability, from creation to disposal (and archive).
Ensure that the final product (records, documents, correspondence) is digital, along with the procedure, for effective governance and visibility.
Make all records accessible, given the required permissions, to immediate stakeholders, the wider community, and other departments and agencies.
Develop a system that is not only sustainable and scalable but also safe and compliant with applicable standards.
The digital way
Record managers and policy administrators can define the life cycle of physical and electronic records within their system. The system then facilitates, (1) the definition of rules for the tracking and movement of records across all users and (2) the setting of rules for record archives and final destruction. To digitize the process of managing their records, organizations must go through certain steps:
1. to be ready
Explain their strategic and operational plans.
Review organization records, inventory, and ratings.
Evaluate records management policies and procedures
Establish maintenance schedules and disposal requirements.
2. Do it
Establish a technology platform with digital capabilities.
Implement end-to-end digital record management, taking advantage of a robust platform.
3. Going beyond compliance
Embrace the future with manageable expandable records.
Take advantage of modern technology
Scale and build adoption capabilities.
Faster in the future
Digitization of national and state records is a major achievement. However, it is more appropriate to consider it a series of ongoing steps rather than a concrete milestone. These initiatives will continue indefinitely to achieve an effective, secure, integrated, and modern governmental ecosystem.
