Why Now is the Time for Government Agencies to Automate Recordkeeping

Government agencies today are facing unprecedented pressure to do more with less. Recordkeeping teams, responsible for critical functions like responding to open records requests and FOIA compliance, are increasingly challenged by staff reductions and the ever-growing volume and complexity of digital records.

Navigating the landscape of FOIA and open records laws in the U.S. can be complex, especially when it comes to digital records.

If you work in public sector communications or with government social media accounts, you know firsthand that social media is becoming a more divisive, controversial, and toxic space.

How do Federal agencies like NASA, the Department of Education, and the Department of Homeland Security capture and manage social media records?

With the rise of social media, individuals have become increasingly comfortable sharing personal information online. However, this has also made them susceptible to social media impersonation, a growing phenomenon that can lead to identity theft and other online fraud. Impersonators can easily create fake profiles and use stolen personal information to deceive others. They may use this information to gain access to private accounts or even steal money.

In the always-on, hyper-connected digital age, you'd think it would be relatively straightforward to produce records for Freedom of Information Act (FOIA) or open records requests, but it can be incredibly labor intensive, time-consuming work — especially when the relevant records could span across various platforms like email, social media, websites, or Microsoft Teams.

Emergency management, incident response, election details, program announcements, updates to transportation routes, event promotions, funding decisions, and town hall management. These are just some of the many areas of responsibility that public information officers (PIOs) can be expected to manage. No matter the government agency they work for, PIOs are essential in fostering trust between communities and the government on a federal, state, and local level.

Amidst an ever-increasing amount of misinformation, internet trolls, and open records requests, social media archiving has become an imperative for public entities and businesses.

The internet has become a breeding ground for misinformation and disinformation. According to the Pew Research Center, Americans' exposure to––and belief in––misinformation differs by the specific news outlets and the general pathways they rely on. More specifically, people who rely on social media are more prone to consuming misinformation and disinformation.

Social media archiving is necessary for police and fire departments to comply with open record laws. It can also help facilitate crisis communication and foster organizational trust within the community.