Electronic Records Management System

About the Program

Category: Personnel Management, Employment and Training (Best in Category)

Year: 2018

Albemarle County Human Resources and Information Technology Departments collaborated to create an electronic document system to manage the documents necessary for the efficient functioning of our local government business. Local Government employees, businesses and other governmental agencies need employee records information. This project has allowed for efficiencies and faster, more transparent responses to current and former employees and citizens. Albemarle County personnel records comprise an estimated 1.4 million sheets of paper. Before the project was completed, every piece of information on every sheet paper in an employee file needed to be retrieved manually. Staff were required to physically leave their desks, search for files, and retrieve the records as needed. For some archives, this included driving offsite. Electronic records management solves this inefficiency entirely, while also enhancing customer service to all employees and businesses needing documentation for loans, legal records and other records that were previously stored on paper. The compelling reality of this project was to leverage one-time operational costs to provide ongoing and perpetual cost savings to Albemarle County. The project also allowed for needed office space that formerly held paper files.