Integrating artificial intelligence (AI) into records management can vastly improve efficiencies, streamline workflows, and ensure better compliance. However, the complexity and unevenness of AI implementations can be daunting, especially in a field where data security, regulatory compliance, and precision are paramount; and investments in AI can be challenging to implement in a way that generates clear and measurable value. Financial services giant Goldman Sachs has even cautioned companies and investors that return on investment for AI may end up disappointing them.
In short, implementing AI in a way that will reliably and confidently produce real value is very challenging.
But while Goldman Sachs’ caution is certainly warranted, it’s important to realize AI can and already has produced enormous value for end-users. According to Forbes, the majority (74%) of early AI adopters are already seeing returns on their AI investments.
The key is in how AI is deployed. If you’re looking to harness the power of AI in records management, here are some effective steps to get started.
1: Start Small and Grow Over Time
Adopting AI for records management doesn’t have to be all or nothing. In fact, a multi-stage, multi-year approach is often the most effective way to incorporate AI manageably and successfully. Start with simpler, proven AI functions, such as automatic metadata extraction and document classification. In fact, government agencies are also already using AI to facilitate fulfilling FOIA requests, powering customer-facing chatbots, and more.
These use-cases often generate quick wins that demonstrate AI’s capabilities without overwhelming the team. “I would recommend that government start off looking at internal processes, internal IT structure, and see how and where GenAI can be deployed and implemented from a small-scale perspective. You don’t have to go large,” Mohammed Jalaluddin, labor and workforce technology director for IT services firm Tata Consultancy Services, told Federal News Network. “Agencies need to set expectations by clearly understanding the reality of GenAI by experiencing it in a real life, low-risk project.”
Over time, as users become more comfortable with AI-enhanced processes, consider gradually integrating more sophisticated tools and use-cases, such as Generative AI for advanced data summaries or predictive analytics for identifying trends in records data. Taking it step by step ensures that your records management team adapts to and grows alongside the evolving technology.
2: Start with a Purpose-Built Records Management Platform with AI Features
Favor a purpose-built records management platform (ERM) that incorporates AI features, rather than diving into a multipurpose, AI-only platform. The reason is that ERMs are specifically designed to meet records managers’ unique requirements, especially around data retention, access control, and compliance with regulatory standards like GDPR, HIPAA, and others. AI functionalities in these platforms are thus fine-tuned for records management, reducing the risk of inconsistent practices and potential regulatory breaches that may occur when using a general AI tool. By working with a platform specifically designed for records management, you ensure that AI enhances, rather than disrupts, your compliance framework and operational stability.
3: Focus on Data Quality and Preparation
AI’s success in records management hinges on data quality, and there’s a lot of room for improvement here. For example, according to the National Association of State Chief Information Officers, nine out of ten (89%) of state CIOs rate data quality as highly important but only 22% say they have an active data management program.
For AI algorithms to accurately classify, retrieve, or summarize records, data must be clean, structured, and free of duplicates or inconsistencies. Conduct a data audit to assess your current records for quality and completeness. By improving data hygiene before AI implementation, you set a strong foundation for more effective AI analysis and functionality. Additionally, maintaining data quality will help the AI system perform accurately, reducing errors and maintaining trust in the system’s recommendations.
4: Have a Thought-Out Strategic Plan
Rushing into AI adoption without a clear plan can lead to serious blunders, such as deploying algorithms that unintentionally introduce bias into data classification or inadvertently compromise data security due to insufficient compliance measures. As The Harvard Business Review notes, “Leaders, prioritizing speed to market, are driving the current AI arms race in which major corporate players are rushing products and potentially short-changing critical considerations like ethical guidelines, bias detection, and safety measures.”
This “race” to implement AI can lead to oversights that compromise the integrity of records management practices. Instead, organizations should adopt a conscientious and strategic approach, carefully assessing AI tools to align with their core objectives, compliance needs, and ethical standards. This way, AI can serve as a stable asset rather than a hastily deployed tool that brings unforeseen risks.
Relatedly, think carefully about how you define success with AI. Although AI is often celebrated for its potential to save time and boost productivity, these are not always the most meaningful measures of success. Gartner recommends that adopters be cautious about focusing on “‘improved productivity’ as a key metric, because there’s a lack of actual metrics to measure GenAI benefits and business impact.”
Instead, metrics should align closely with records management priorities, such as accuracy in data classification, improved compliance with retention policies, or enhanced data security. These metrics provide a clearer view of AI’s actual impact, ensuring that AI initiatives are truly advancing strategic goals rather than just aiming for broad, ill-defined productivity boosts.
By following these steps, you can introduce AI into your records management practices in a way that enhances productivity, improves compliance, and helps future-proof your organization’s records management strategy.
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.