Failing to Use Modern Technology Makes Data Access Harder

Organizations are fond of legacy databases and manual reporting, but those can’t handle the volume and variety of data that agencies encounter today, nor can they meet people’s growing expectations of government. And for all the benefits that AI may offer, it requires traceable, high-quality data that old-school government systems often struggle to provide.

Technological debt grows slowly until eventually even routine tasks, such as combining datasets or generating reports, become time consuming and error-prone. Think about toggling between spreadsheets looking for multiyear details or reviewing paper files. Those unnecessarily burden employees but also have agencywide impacts.

“If you’re on Windows XP and you’re relying on faxes, those tools are so old that [new] analysis tools can’t read [your data],” says Heather T. Kowalski, Chief Information Officer at Interpol Washington. “Not only are you not benefiting from what these tools can provide … you also can’t contribute anything.” Plus, you’re taking the chance that a tired analyst will make a mistake that cascades to other agencies, she adds.

Certain tactics, however, will help agencies leave outdated technology behind. For example:

1 — Move to Modern, Centralized Platforms

Migrating data from disconnected systems to a shared environment, such as cloud-based or integrated platforms, leads to more consistent, reliable data that’s faster to access. Sensitive information is usually easier to protect when it’s in a central place.

2 — Automate Routine Tasks

Agencies can reduce manual work and errors by using tools that automatically clean, combine and update data. Examples include automated data pipelines — that is, sets of tools and processes for transferring data from one source to another — as well as integrated dashboards and automated, task-focused data workflows.

3 — Establish Clear Data Standards

Modernization efforts go more smoothly when organizations establish unambiguous rules that apply agencywide. Consider them a road map that covers everything from accessing and saving files to sharing and maintaining them. When data flows more predictably through a system, it becomes more reliable.

A version of this article appears in our new guide “How to Make Gov Data Accessible and AI-Ready.” Download the guide for more practical, proven ways to unlock data insights.

Image by Gerd Altmann from Pixabay