Public Services
The primary duty of the public sector is to serve the needs and interests of the public, from promoting welfare and ensuring public safety to delivering essential services and upholding the rule of law. A robust public records management system is essential to fulfill this duty as it:
- streamlines administrative processes;
- ensures an accurate amalgamation of information among existing repositories;
- facilitates efficient service delivery;
- fosters transparency and accountability;
- supports data-driven decision-making;
Every year, the Canadian government generates a tremendous amount of information to deliver programs, services, and products to, and on behalf of, Canadians and residents. In 2021, we worked closely with the Government of Canada to increase their public services document storage and management capacity. Federal government departments and agencies can continue to take advantage of our standing offer: EN578-211918/002/LS for Document Management Services. As it stands, RecordXpress is the only Canadian-owned vendor listed under this agreement.
By efficiently handling public services document storage and digital records management for public sector, specialized records management services enable government agencies to deliver services promptly, promote citizen engagement, respond effectively to emergencies and crises, and meet the diverse information needs of constituents. Ultimately, a well-designed information management system strengthens governance, promotes public trust, and contributes to the overall well-being and prosperity of society.
Here’s how RecordXpress can help:
Offsite Public Services Document Storage Solutions
● Offsite Document Storage
● Media Storage and Management
● Climate-controlled Vault Storage
● Indexing
Every day, the public sector works with a wide range of documents, including government records, regulatory filings, permits, licenses, and administrative files, most of which involve personal information that requires careful storage and archiving to ensure the confidentiality and integrity of public records.
Adhering to industry standards for physical security, fire suppression, climate control, and access controls, our customizable offsite healthcare document storage solutions can:
● Bolster your organization’s information security;
● Enhance its operational efficiency;
● Ensure regulatory compliance; and
● Allow scalability.
Equipped with a state-of-the-art Records and Information Management (RIM) system that allows 24/7 online access to the records through 'My Account' web portal, along with stringent access control, barcode tracking and GPS vehicle traceability, our secure chain of custody from document collection to storage will give you peace of mind when it comes to the storage of financial documents.
Comprehensive Digital Records Management for Public Sector
● Document Scanning & Imaging
The Government of Canada has embarked on a digital transformation strategy to manage the ever-growing pool of information they receive daily, so they can provide a more responsive service to the public.
To support this transformation towards digital records management for public sector, it requires dedicated scanning and digitization services to digitize these legacy records, ensuring their preservation and accessibility for historical research, regulatory compliance, and public information requests.
To that end, our scanning services include the conversion of paper records into searchable and editable digital files using optical character recognition (OCR) technology to expedite file retrieval, thereby improving accessibility, searchability, and preservation of public records.
An effective energy document management system offers you:
● Full control over the lifecycle of your energy records;
● Automatic streamlined processes;
● Regulatory compliance;
● Quick access and retrieval of records;
● Disaster recovery capabilities; and
● Competitive pricing.
Complete Physical & Digital Data Destruction
● AAA NAID-certified Document Destruction
Government agencies accumulate a significant volume of documents over time, including outdated or confidential records that require secure disposal. Such information may not only exist in paper form or on computers and hard drives, but equipment such as photocopiers and scanners may also contain classified cache data.
Professional data destruction services ensure the secure and compliant disposal of sensitive records, protecting against data breaches, identity theft, and unauthorized disclosure of personal information.
Our Information Technology Asset Disposition (ITAD) specialists are trained to sustainably manage your end-of-life (EOL) hardware through NAID-certified destruction, recycling, or in combination with degaussing, to align with your Environmental, Social, and Governance (ESG) standards. We also issue a Certificate of Destruction at the end of the process, confirming the assets have been properly destroyed under AAA NAID specifications.
