Executive Summary

From clay tablets to the introduction of paper, and now to electronic and cloud storage, governments have always needed to collect and store data. Each step forward in technology has made it easier and cheaper to manage information. 

In the last 20 years, the explosion in technological advancements in data creation and storage has eroded previous checks on the nature and duration of data storage. Rapid change has also meant that the pace of data creation surpassed research into best practices and the development of practical guidelines.  

Due to the speed at which data can be generated and the different physical reality of electronic data storage, many organizations experience data overload before realizing there is a problem.

 To ensure data usability and hygiene, it’s essential to establish updated guidelines for data collection and data storage.

Electronic data storage’s portability and ease of access heighten security risks but also facilitate unprecedented information exchange opportunities. With solid data governance, digital storage can remain secure while fostering improved analysis, efficient access, effective collaboration, and thorough compliance.

As federal bodies begin adopting the Federal Electronic Records Modernization Initiative (FERMI) protocols—and as state and local entities likely enact comparable measures—there is a chance to modernize and refine existing databases from the ground up.