By: Katie Pusz, Copywriter, ImageSoft
Have you heard of the “silver tsunami”?
No, you didn’t miss a weather alert – we’re not talking about a physically destructive storm. But, just as threatening, there is a metaphorical mess that’s brewing across the nation as a flood of state and local government personnel begin to retire. While these natural transitions are inevitable, expected, and even a growth opportunity for those looking to climb their career ladders, they do pose a potentially self-destructive threat to government establishments and, ultimately, the communities they serve: how will decades of organizational knowledge and fluency be preserved?
Brick by Brick
We often look at government leaders and organizations as stable and strong. So, what happens when the same faces that have been leading us through institutional shifts and progress are suddenly celebrating their golden years and not leading organizations?
Losing founding members or significant figures in an organization’s history is like taking structural bricks out of the actual building – everyone feels uneasy and fearful for the stability and maintenance of their organization. Many of these retiring leaders have rooted and nurtured most of the organization’s structural ups and downs for years, even decades. When they leave, they’re not only taking their staplers, but much of the institutional know-how that has upheld so many people and procedures along the way. And when that organization is at a government level and/or responsible for the wellbeing and progression of thousands of people and communities, these entity-shaking effects can be felt throughout cities and states.
But the Times, They’re a Changin’
Remember when you were in elementary school and your teacher whispered something to one student, who whispered it to another, and so on until the whisper reached the last person? And, of course, the last person blurted out something completely different from the teacher’s original message. Similarly, when we’re relying on these word-of-mouth processes and head-stored knowledge that has been whispered down for decades, we’re jeopardizing more than just procedure. The entire organization’s vision, values, and goals are at risk of being watered down, misunderstood, or completely lost.
Unfortunately, much of “what works” for an organization is still operating on this officially-unofficial process. Everyone in the entity knows the procedure, but that secret code is only passed down and sustained through training, verbal instruction, and the occasional, stern reminder from an annoyed co-worker who received a task that is “not their job!”
But changing “the process” isn’t as easy as telling people to work differently. When your tools only allow you to do so much, it’s easy to stay in an archaic tradition of inefficiency. And just as Bob Dylan cassette tapes are to the 60s, file cabinets, paper documents, and floppy disks are to an outdated, early 2000s system that would be too incompetent even for the Bedrock institutions, home of the Flintstones.
Beyond Bedrock: Preservation and Progression
While we’re not impressing the Jetsons just yet, we are getting closer with the dawn of digital government technology. Thanks to contemporary enterprise content management systems (ECMS), paperless processes can be automated throughout an entire organization using the rules that adhere to your required procedures, and simultaneously preserve the foundationally-rooted know-how that your retiring executive is taking with her.
I Can Do What?
As you can see from the tablet, Mac, or cell phone you’re reading this on, technology has marched on in the past five or ten years. With an ECMS like OnBase, sometimes referred to as an electronic document management system (EDMS), you can now do more than the basics of scan, store, and retrieve, which are the primary functions of older systems that we fondly refer to as “legacy archives.”
Electronic workflow solutions are designed with a contemporary business model at the forefront of its mission. Papers become electronic files (eFiles), and they preserve all the institution’s historical knowledge in a back-up system or within a secure, cloud-based system. Why is that so cool? Because in the event of a real tsunami, fire, or vandalism, sensitive documents and audit trails are safe, and you can continue to access and work on them from any computer.
Once you’re set up with an ECMS, documents are automated to be en-route to where they’re supposed to be. This is true for internal emails, document storage and access, and communications with other government agencies, law enforcement, clients, and even the public. This unparalleled transparency with every audience is empowering government entities, courts, insurance companies, and others to do more in less time and, as a result, earn complete trust with their constituents and co-workers.
And with electronically indexed documents and cases, rest assured that every document can be searched for and seen by any and only the people who might need it. That’s right, gone are the days of panicking over a misdirected email containing sensitive information. But if you are curious as to who has opened, viewed, or edited one of your documents, simply pull up the audit trail that tracks where and with whom it’s been.
ECMS are point-and-click solutions that have already revolutionized more than 20,000 organizations across the globe. With very minimal training, even the most non-technical people have configured workflows to make their services more efficient and their impact more widespread and purposeful.
So, if your office operates like it’s still the founding year, your co-workers and constituents are frustrated, and your sensitive paperwork is still as vulnerable as actual paper, we invite you to learn more about workflow solutions. You may even want to start by catching up on our six-part blog series discussing how ECM can help the government overcome age-old challenges.
What challenges are you and/or your organization facing as experienced staff retire?