Arlington County is in the process of creating an electronic database of county paperwork, eliminating the need for paper copies and providing county workers and residents with easier access to information.
The database, known as the Electronics Records Management System and expected to cost $5 million over the next several years, was first envisioned by the county in 1994, but began in earnest in 2005. The program is expected to be implemented over the next several years, according to Arlington County Chief Technology Officer Christopher David.
“Much of the county’s knowledge, stored in unstructured textual format, is essentially hidden from the majority of the county’s knowledge workers. Implementing an [electronic records] solution will unlock the knowledge base and generate quality improvements,” David said.
The county began keeping digital records of land documents managed by Arlington Circuit Courts in 1994. However, other county agencies were slow in establishing a digital database for their records, prompting the county to create a countywide electronic document management system in 2005.
“The [management system] is planned on a countywide scale with roll-out to various departments [and] agencies happening in phases depending upon the countywide priorities for records management, [the] department [or] agency’s readiness for records management and the availability of funds,” David said.
Funding for the program is awarded by the County Board annually. This year, the program received $750,000, excluding upkeep costs.
Going electronic
According to document management industry data, an electronic records management system will provide many benefits, including:
» Reduced time searching for documents
» Greater production with fewer employees
» Printing and storage cost reductions
