In the daily operations of municipalities and other public sector organizations, maintaining productivity and delivering top-tier services to constituents hinges crucially on effective records management. Beyond mere organization, it serves as the cornerstone of transparency, efficiency, and compliance. Yet, many government entities struggle with outdated, unresponsive, and insecure systems that hinder their ability to manage records effectively. In this blog, discover the substantial advantages of transitioning from traditional records management solutions like OpenText to Microsoft Purview.
Challenges Arising from Inefficient Record Management: Impacts on Service Delivery, Transparency, and Compliance
- Delayed Response to Public Requests: Poorly managed records slow down retrieval of information for public inquiries or FOIA requests, damaging transparency.
- Compliance and Legal Risks: Inaccurate or missing records can lead to compliance failures, legal disputes, and financial penalties.
- Operational Inefficiencies: Without streamlined systems, staff waste time searching for documents, reducing productivity and increasing costs.
- Data Security Breaches: Insecure storage exposes sensitive data to breaches, jeopardizing citizen privacy and exposing the municipality to legal liabilities.
- Financial Management Challenges: Inaccurate records impair financial reporting and budget planning, hindering resource allocation and decision-making.
Improving records management practices, such as adopting modern solutions like Microsoft Purview, is crucial to enhancing efficiency, compliance, and service delivery in municipalities.
So, why choose Microsoft Purview over OpenText?
1. Seamless Integration with the Microsoft Ecosystem
One of the standout features of Microsoft Purview is its seamless integration with Microsoft 365, Azure, and other Microsoft services that many municipalities and public sector organizations already use daily. This integration not only simplifies adoption but also ensures a cohesive user experience across all platforms and enables in-place records management. It is estimated that four out of every five Fortune 500 companies use Microsoft Office 365, underscoring the widespread familiarity and compatibility of Microsoft solutions.
2. Enhanced Compliance and Security Features
In municipal governance, compliance and security are paramount. Microsoft Purview stands out with robust solutions, like advanced data loss prevention (DLP), information protection, and powerful eDiscovery capabilities. Trusted by a majority of Fortune 500 companies, Microsoft is renowned for its rigorous security measures, supported by an annual investment exceeding $1 billion in cybersecurity. As Microsoft CEO Satya Nadella emphasizes, “Businesses and users will only embrace technology they can trust.” Government organizations can leverage this commitment to ensure trustworthy digital technologies for their operations and constituents alike.
3. Cost-Effective Solution
Cost-effective solutions are crucial for municipalities and public organizations navigating tight budgets and entrusted with spending public funds wisely. Microsoft Purview frequently emerges as a more economical choice over OpenText, especially for those already using the Microsoft ecosystem. By leveraging existing investments in Microsoft 365 for functions like chat and email, municipalities can significantly reduce their total cost of ownership when adopting Microsoft Purview for enhanced records management.
4. Superior User Experience
User experience is pivotal for widespread adoption within the municipal and public sectors. Microsoft Purview offers a modern, intuitive interface that aligns seamlessly with other Microsoft applications. It governs documents and records that are accessible on desktop and mobile devices, providing secure access to information no matter where employees are working. This consistency not only accelerates user adoption but also enhances productivity and satisfaction.
5. Advanced Analytics and Insights
For public sector organizations striving to harness data for informed decision-making, Microsoft Purview stands out with its integration of AI and machine learning, offering advanced analytics and actionable insights. While OpenText has long been established in records management, Microsoft Purview presents a compelling option for modern organizations aiming to enhance efficiency and compliance. Its seamless integration with existing systems, robust security features, cost-effectiveness, superior user experience, and advanced analytics capabilities position it not just as an alternative but as a strategic upgrade in municipal record management. According to IDC, companies investing in AI are realizing an average return of $3.5 for every $1 spent, making a compelling business case not only for current initiatives but also for future developments.
By considering Microsoft Purview, municipalities and public sector organizations can future-proof their records management strategy and empower their teams to work more efficiently and securely in today’s digital landscape.
Learn more about how you can unlock the power of records management with Microsoft Purview in this blog post!
Why work with Elantis
At Elantis, our dedicated team of Microsoft experts specializes in optimizing your records management processes. By partnering with us, you’ll receive a comprehensive assessment of your current policies, procedures, and retention schedules. We identify inefficiencies throughout the records lifecycle and deliver a detailed report with prioritized recommendations and a roadmap. This includes estimates of time, cost, and resources required for improvement.
Beyond technology, we prioritize training to ensure seamless staff adoption and understanding. This strategic approach empowers your organization to plan effectively, allocate budgets wisely, and justify investments in enhanced records management practices.
