Top Trends in Document Management for Municipalities Today

Municipalities nationwide are undergoing a digital transformation, modernizing their document management strategies to enhance efficiency, transparency, and compliance. As governments strive to improve citizen services and internal processes, new trends shape how cities and counties manage their records and workflows. Here’s a look at the top trends in document management for municipalities today.

1. Cloud-Based Document Management

Many municipalities are shifting to cloud-based document management systems, allowing staff to access records from anywhere while improving collaboration across departments. Cloud solutions eliminate the need for expensive on-premises infrastructure, providing scalability and automatic updates. This ensures cities and counties can keep pace with evolving technology without heavy IT burdens.

2. AI-Powered Automation and Smart Workflows

Artificial intelligence (AI) is streamlining document management like never before. Automated workflows reduce manual data entry, speed up approvals, and ensure compliance with retention policies. AI-powered optical character recognition (OCR) improves searchability, making it easier for municipal employees to find documents quickly. Intelligent workflows also help route requests efficiently, improving response times for public records requests and internal approvals.

3. Digital-First Public Records Management

With growing public expectations for transparency, municipalities are adopting digital-first strategies for public records management. Many governments are implementing online portals where citizens can easily and quickly access public documents, reducing the workload on clerks and improving service delivery. Automated records classification and retention scheduling ensure compliance with state and federal regulations.

4. Cybersecurity and Compliance Enhancements

As cyber threats increase, municipalities are prioritizing security in document management. Multi-factor authentication (MFA), encryption, and role-based access controls are standard features for protecting sensitive government records. Compliance with regulations like the California Public Records Act (CPRA) and Freedom of Information Act (FOIA) is also a key focus, ensuring municipalities manage records securely while maintaining public access.

5. Mobile-Friendly Access for Field Staff

Municipal workers in departments like public works, code enforcement, and emergency services need access to documents while in the field. Mobile-friendly document management solutions enable staff to retrieve, update, and submit records from their phones or tablets, reducing delays and improving service efficiency. This trend is particularly valuable for municipalities with large geographic areas to manage.

6. Laserfiche and CPS: Trusted Partners in Municipal Document Management

At CPS, we specialize in helping municipalities modernize their document management systems using Laserfiche, a leading enterprise content management (ECM) solution. With decades of experience working with local governments, we understand the unique challenges cities and counties face in handling records, automating workflows, and ensuring compliance.

Laserfiche enables municipalities to:

• Automate business processes such as permit approvals, contract management, and public records requests.

• Improve records retention with built-in compliance tools and automated lifecycle management.

• Enhance accessibility by providing cloud-based and mobile-friendly document access.

• Strengthen security with advanced encryption, audit trails, and role-based permissions.

CPS goes beyond just implementing Laserfiche—we provide customized solutions, VIP support, and expert training to ensure your municipality gets the most out of its document management system. Whether you want to streamline operations, improve transparency, or enhance security, CPS and Laserfiche offer the tools and expertise to make it happen.

Municipal document management is evolving rapidly, driven by cloud technology, automation, security enhancements, and a push for greater public transparency. By adopting modern solutions like Laserfiche with the support of CPS, local governments can transform how they manage records, serve their communities, and stay compliant with regulations. Ready to future-proof your document management strategy? Contact CPS today to learn how we can help your municipality take the next step in digital transformation.