Making the shift to electronic records management (ERM) means investing in technology, which will necessarily involve the agency’s IT department.
However, not all technology investments require the same level of IT involvement. In fact, technology solutions that impose an undue burden on the IT department can create a lot of problems. IT inevitably faces a lot of competing obligations within the organization. As a result, the more IT needs to be involved, the more delays and added costs the organization will likely face. That’s not IT’s fault! But it is an inevitable consequence of the IT department being pulled in so many directions.
Fortunately, some technology investments can minimize the burden on IT, particularly cloud-based technology solutions.
These are platforms that can be accessed from any web-enabled device. Further, they’re typically supported, updated, and maintained by the platform vendor rather than by IT. That means IT doesn’t have to dedicate personnel to go around individually installing the software, applying patches or updates, or undertaking similar maintenance. Thus, cloud based ERM solutions aren’t just highly accessible and convenient for users, they’re also easier on the IT department. Here’s how.
1: There’s Nothing To Install
Cloud-based platforms are accessed through a web browser or app. They do not require special software to be installed, which means IT doesn’t have to send personnel throughout the organization to install the software on each and every computer. That by itself relieves IT of an enormous burden.
2: It Shifts the Problem of Security Investments
Cloud based software means the bulk of the security burden falls on the vendor rather than the IT department. Since many vendors of cloud based ERM software use something like Amazon’s AWS GovCloud (US), federal agencies can have instant confidence in the security of their data. The result is that government IT teams can focus on their core work with less worry about security-related headaches and their related costs.
3: It Scales Without Added Investment Or Effort
Do you need to add 100 new users to the system? Cloud-based system scale easily because they require no new installations and little in the way of setup. IT might need to take care of a few tasks on the backend (although the vendor might also handle that for you), but after that, new users just sign in.
It Doesn’t Drain the IT Department’s Budget
Consultancy group McKinsey & Co. estimates that cloud-based service models reduce IT overhead costs by anywhere from 30% to 40%. With cloud-based solutions, IT departments can get more done with fewer resources. One word of warning: the cloud doesn’t mean records managers can ignore or sidestep the IT department entirely. It’s easier on IT, but it can still be valuable to have IT involved to ensure the technology and its implementation follow the organization’s standardized procedures and specifications. Further, IT can play a valuable role in providing guidance and oversight over information management throughout the organization.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit or email info@penielsolutions.com.