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Enterprise Content Management for Government
The idea that easy access to government information, facilitated by information technology, can make government more open, accessible, and transparent has been an enduring theme for decades. This idea recently received renewed emphasis through the combination of government reform efforts and the emergence of advanced technology tools for information access and storage. Federal and many state governments see the use of enterprise content management systems as a key strategy for improving the mangement of electronic records, reducing the reliance on inefficient paper driven processes, and increasing openness and transparency in government. However, the implementation of such systems is no simple matter and requires that attention be paid to and investements made in management and policy capabilities as well as technology.
Summary
CTG has engaged in numerous projects that have bridged the gap between theory and practice by producing generalizable tools that link business objectives to sound information mangement practices. CTG has worked with the US Library of Congress on digital preservation strategies for states; partnered with the New York State Archives and Records Administration and National Historical Publications and Records Commission (NHPRC) to develop a set of practical guidelines to support and promote secondary uses of electronic records; and conducted a case study with the NYS Adirondack Park Agency to develop a practical way to incorporate essential electronic records requirements into the design of new information systems. Through these projects, CTG has developed a robust set of guides and tools, as well as used our expertise to conduct numerous electronic records workshops with organizations such as the United Nations to facilitate many of these best practices.
 
Project Areas
Enterprise Content Management Strategies
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In support of the New York State Homes and Community Renewal (HCR) initiative to integrate core business processes and associated records and other information resources into an agency-wide Enterprise Content Management (ECM) system, CTG researchers used business process analysis and our extensive experience working on government information management initiatives to help develop and pilot an agency-wide ECM strategy. More>>
Information Access Programs
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CTG has updated Opening Gateways: A Practical Guide for Designing Information Access Programs. This guide is designed to help government agencies develop affordable, manageable, and effective information access programs. Since its last update in 2002, technological advances have given us a much broader array of tools and approaches to providing access to information. The type of planning processes facilitated by this Guide are more relevant than ever. Report>>
Building Capabilities for Digital Preservation
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CTG assisted the Library of Congress in working with U.S. states and territories to form collaborative arrangements and develop strategies for preservation of significant state and local government information in digital form. From this project, CTG developed a Capability Assessment Guide and a Baseline Report on state government digital information preservation capabilities and activities. In addition, a CTG issue brief details how states can best address the combination of technology, policy, political, and management issues, which are further complicated by fragmented organizational roles and responsibilities for managing and preserving digital information.
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Issue Brief>>
Official Legal Materials Online Report
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Increasingly, state governments are moving toward making primary legal materials available online via state government websites. The goal in these efforts, and also the challenge, is to provide users with more efficient access while ensuring that the electronic versions of primary legal materials are as “official” as their paper originals. CTG issued a report, Opening Government’s Official Legal Materials: Authenticity and Integrity in the Digital World with recommendations for states. Report>>
Electronic Records Management
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In an environment where business is increasingly conducted electronically, systematic processes for electronic records management and preservation are crucial. Without question, organizations need electronic records that are reliable and authentic, usable for multiple purposes, and accessible over time for both business and secondary uses. CTG's report, Models for Action: Practical Approaches to Electronic Records Management & Preservation, presents a set of tools that incorporate essential electronic records requirements into the design of new information systems. Moreover, the practical tools seek to bridge the gap between records management theory and practice by linking an organization's business objectives to its records management processes. Report>>
Workshops
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CTG works with government organizations at all levels to assist government officials and managers responsible for managing their information in paper and electronic form. These workshops cover challenges ranging from:
  • designing sound electronic recordkeeping practices;
  • incorporating essential electronic records requirements into the design of new information systems;
  • linking government agencies’ business objectives to its records management processes;
  • designing access programs that meet user needs and organizational demands;
  • understanding the value of information and identifying the risks and benefits to both government and the public concerning how government manages information; and
  • assessing capability for electronic records management and preservation.