Government agencies are increasingly turning to artificial intelligence (AI) to update records management processes.
The U.S. National Archives and Records Administration (NARA), for example, has indicated interest in using AI systems to auto-fill metadata and to respond to Freedom of Information Act (FOIA) requests. “The National Archives is excited about the use of AI/ML/RPA and how we can utilize these technologies to help with natural language processing, search, and process automation,” NARA Chief Information Officer Sheena Burrell told FedScoop.
Auto-Filling Metadata with AI
Metadata, the information describing the attributes of records, is pivotal for effective records management. It facilitates categorization, retrieval, and maintenance of records. However, manual metadata entry can be time-consuming and error prone. AI offers a solution by automating this process. Machine learning algorithms can analyze the content of documents and generate relevant metadata, saving time and enhancing accuracy.
Government agencies are piloting AI tools that employ these technologies to auto-fill metadata fields. These tools scan documents, extract key information, and assign appropriate metadata tags. For instance, a contract document could be automatically tagged with contract type, parties involved, and expiration date.
“This DoD Records Strategy seeks to employ the latest technologies, such as artificial intelligence and cloud-based services, to reduce the administrative burden associated with records management, while creating an environment where DoD records are automatically identified and captured, expertly curated, and systemically governed,” Deputy Defense Secretary Kathleen Hicks wrote in a foreword to their department’s new automation- and AI-driven strategy, highlighting AI’s ability to help manage records.
AI-Enabled FOIA Request Responses
Freedom of Information Act (FOIA) requests are a cornerstone of government transparency, but they can be labor-intensive to process – especially as the sheer number of requests skyrockets. In 2022, the 120 federal agencies received a record-breaking 928,000 FOIA requests, nearly 10% more than in 2021.
“There is no way for FOIA to work in the future unless you can automate searching of the millions, hundreds of millions, billions of records that these government agencies hold,” Jason R. Baron, a University of Maryland information studies professor and leading expert on the use of artificial intelligence in government access, told CNBC. “The problem is simply unsolvable without AI.”
Machine learning models can automatically sort through vast document repositories to identify records relevant to FOIA requests. AI systems can even identify sensitive or confidential information within documents, aiding in redaction processes. They can also predict exemptions that might apply to certain documents, streamlining decision-making. By automating these tasks, government agencies can accelerate FOIA response times and enhance consistency in information disclosure.
At least three federal agencies – the State Department, the Justice Department, and the Centers for Disease Control – are experimenting or have experimented with AI to tame this mounting volume of FOIA inquiries.
Other Potential Applications of AI in Government Records Management
Beyond auto-filling metadata and FOIA request responses, AI holds promise for several other areas within government records management:
- Predictive Analytics for Retention Scheduling: AI can analyze historical data to predict which records are most likely to be requested in the future. This aids in designing effective retention schedules, ensuring essential records are readily available while minimizing storage costs.
- Contextual Search and Discovery: AI-powered search engines can comprehend the context of user queries and retrieve records that match intent, even if the exact terms aren’t used. This enhances the efficiency and accuracy of records retrieval.
- Automated Classification and Categorization: AI can categorize records into predefined classes based on content analysis. This simplifies file organization and assists in applying consistent records management policies.
- Risk Management and Compliance: AI models can identify patterns in records that indicate potential compliance issues or risks, alerting agencies to take proactive measures.
- Speech-to-Text Transcription: AI-powered transcription services can convert audio or video records into text, making these records searchable and accessible.
For more information about how different government bodies are testing or using AI, a 2020 executive order (EO 13960), requires federal agencies to publish publicly available inventories of AI use-cases.
Transforming the Way Agencies Handle Vast Volumes of Information
Auto-filling metadata and AI-enabled FOIA request responses are just the beginning. As technology evolves, AI’s potential to streamline processes, enhance accuracy, and improve transparency in records management continues to grow. Government agencies that embrace these advancements stand to gain significant efficiency benefits while upholding their obligations to transparency and effective information management.
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