In 2022, the Government Accountability Office (GAO) conducted an audit of 17 federal agencies to verify that the agencies had implemented mandatory electronic record-keeping procedures that would enable them to better serve the public. During that audit, GAO discovered that only 1 agency – the Securities and Exchange Commission – had implemented electronic processes that met standards outlined by the Office of Management and Budget. This incident and others like it – such as the NIH email scandal – highlight the complexity of record keeping and compliance in the public sector and further underscore the need to update outdated systems and processes. In this blog, we’ll look at major challenges in compliance and digital record management in the public sector today and explore some practical solutions.
Old Systems, Big Data: Challenges with Public Record Management Today
Aging, ineffective systems are notoriously common in government IT and public records management. In fact, according to the Government Accountability Office, the US federal government spends over $100 billion on IT each year, with most of that money going toward maintaining legacy systems that are particularly vulnerable to bad actors and mismanagement. No matter how you look at it, that’s a huge monetary commitment.
But as many government IT leaders know, this issue is (paradoxically) linked to a lack of resources: many in government would prefer to update their systems, but a lack of resources can limit this progress. In fact, a report from the National Archives found that budget constraints were by far the biggest barrier to fully electronic record keeping in the US federal government; 63% of leaders in federal agencies listed that as a barrier in the National Archives survey, which was substantially more than any other limiting factor. Modernizing aging systems would save the public billions of dollars and make government data more secure, but it will also require a substantial influx of resources to make up for decades of under-investment. Making this change will require careful management and lots of political willpower.
The risk and resource drain posed by old IT systems is heightened by the sheer quantity of data that the government manages. Data.gov – the government’s public-facing portal for non-confidential data – contains over 300,000 individual datasets from over 100 organizations. That gives you a general idea of the total volume of data that the government manages, which is immense, but still unknown to the public due to the sensitive nature of the information. The New York Times has reported, for example, that the government produces over 50 million classified documents each year — to say nothing of the untold millions and billions of other sensitive records it produces and maintains.
The scope of government data is immense, and the systems that are used to safeguard and maintain it are badly outdated. This presents clear, significant challenges for IT leaders today and in years to come.
The Struggle to Maintain Compliance
Anyone who’s worked in, with, or around the government understands how stringent the rules that regulate government record-keeping can be. And for good reason — with cyberattacks on the rise, governments need to be constantly vigilant against all threats.
But malicious attacks aren’t the only threat to government agencies; mismanagement of data, whether accidental or not, is still prevalent in public sector organizations all around the world. For example, the recent NIH email scandal – in which an NIH employee used a personal email to evade record-keeping requirements – has severely hurt the agency’s reputation and hindered its ability to execute its critical mission for the public. This case shows why it’s crucial to have proper systems and processes in place to avoid such mishaps.
Beyond the threats of targeted attacks and incidental violations, keeping up with new regulations can itself be a challenge, since they’re arriving at nearly an unprecedented rate. One recent example in the US is the government’s new data breach reporting requirements, which place new legal obligations on government agencies. Another is a brand-new executive order that limits or disallows data transfers to “countries of concern.” With new rules coming every year and quarter, keeping up with regulations can itself be a challenge, but it’s important to remember that regulations are in place for a reason. In addition, it’s also crucial to understand that the quality of your agency’s technology and services can be difference-makers when it comes to safeguarding data and maintaining compliance. Public organizations need top-tier partners to safely and efficiently execute their critical work for the public.
The Road Ahead: Exploring Solutions
The state of government compliance and digital record management is evolving constantly, but most organizations have a long way to go before they’re operating at an optimal level.
Addressing challenges in public sector compliance and digital record management requires modernizing systems, investing in staff training, and implementing effective data management strategies. These steps are essential for maintaining public trust, ensuring legal compliance, and enhancing accountability within government agencies. With trust in public institutions now nearing all-time lows, it’s critical that agencies act swiftly to implement modern practices and systems that can help them earn back public trust, save money, and execute their missions more effectively.