Across the nation, federal, state and local government agencies are reevaluating the ways they process and manage their data. Thought leaders and department heads are actively looking for efficient ways to digitize existing documents and make valuable data more accessible to staff. 

Workers in government have likely already experienced this adjustment firsthand as these various technologies have changed how these jobs are done. Some of the top data tech trends that small and large businesses are using to incorporate data are available to government agencies. These various technologies are revolutionizing how government officials interact with internal and external data.

Why the Sudden Culture Shift?

Two key factors have fueled the push to go digital. Chief among them for the federal space is Memorandum M-19-21, created by the Office of Management and Budget (OMB) and National Archives and Records Administration (NARA). The memorandum requires agencies to digitize and electronically manage all records by the end of 2022. The original deadline was set for the end of 2021 but was extended due to the coronavirus pandemic. While the M-19-21 Memorandum was created well before the pandemic, the disruptions to core governmental processes caused by office closures reinforced the need for digital solutions.  

In addition, the nationwide closures of all government offices prevented millions of employees from accessing vital records and systems.  Old processes were in jeopardy and caused a slow down for agencies that were not digital yet. The pandemic exposed a huge gap of IT resources available to accommodate working from home as many systems were not available to remote workers. Because employees couldn’t go into the offices, they had limited access to necessary records.

What Technologies Are Governments Prioritizing to Manage Data Better?

While each federal agency is taking a unique approach to digitizing its records and utilizing digital-centric processes to gain efficiencies, several trends have emerged among these entities. The organizations that have been most successful at transitioning to new data processes have taken a multifaceted approach. They are strategically deploying innovative technologies that work together to provide a seamless digital experience.

Four of these processes are vital to fueling the switch to digital technologies.

1. Handwriting Extraction Software

As part of any digitization process, agencies should convert handwritten documents into an electronic format. However, until recently, manual data entry and transcription have been extremely labor-intensive. To make matters worse, the potential for transcription errors is incredibly high.

As a result, many departments are leveraging the latest handwriting recognition software. The technology can capture printing and cursive handwriting data that has long been a source of hardship for many organizations. 

Cutting-edge software can deliver accuracy up to 88% when capturing complex handwritten and cursive writing. This cloud hybrid technology can also enhance processing speed by 10 times compared to traditional handwriting analysis software.

2. Intelligent Document Processing

IDP or intelligent document processing solutions are valuable, especially when paired with RPA technology. This software provides government agencies with a complete workflow that can augment the capabilities of their legacy systems.

Truly innovative governmental agencies are evolving differently. They are transitioning from only using RPA solutions and adding more modern and elegant iPaaS technologies paired with IDP solutions to transform unstructured data into the right format. This provides superior scalability, which is necessary for organizations that handle data from millions of citizens or businesses.

3. Machine Learning and AI

Machine learning and artificial intelligence technologies are integral to the success of agencies transforming their data and records. 

When appropriately deployed, machine learning and AI technologies can perform various redundant processes, allowing human workers to perform tasks faster with less manual work. 

Several government organizations have already realized the value of these technologies. As the name suggests, these technologies can “learn” over time. They use past experiences and data to improve their efficiency through the use of complex computer algorithms.

4. RPA Solutions

Robotic process automation (RPA) software mimics human capture and repetitive, routine tasks, making it a staple of digital businesses.

While many government agencies were already using some form of RPA technology, some of these solutions are antiquated. In response to the ever-growing regulations and compliance requirements, as well as the M-19-21, many organizations are reevaluating their existing RPA deployments. They are also partnering with technology-focused IDP firms to optimize the effectiveness of their automated processes.

Embrace New Technology 

As government agencies strive to meet the requirements of M-19-21, privacy and other document-centric regulations, organizations can optimize their processes on new technology trends to help deliver a better experience to their constituents. An experienced, intelligent document processing partner should offer comprehensive digital solutions to create a plan that covers all facets of the move to new technologies.

Ephesoft’s experienced team of experts can assist agencies preparing to digitize records. By deploying the latest technologies and tools, we redefine the speed of work without manual data entry. Contact us today to schedule a demo of our digital government solutions.