Public Records Management Statistics, Trends And Facts 2023

Public records management is a critical aspect of modern-day organizations, and it plays a crucial role in ensuring transparency and accountability. Keeping track of public records can be a challenging task, and organizations must adopt efficient methods to manage these records.

In this blog post, we will be discussing public records management statistics that every organization should know to better understand the importance of this field and the various challenges organizations face.

Key Public Records Management Statistics 2023 – MY Choice

Number of public records generated per year: According to the National Archives and Records Administration, approximately 2.5 million new public records are created each day in the United States.
Percentage of records stored electronically: In 2021, it was estimated that over 90% of public records are stored electronically.
Cost of paper-based record management: On average, the cost of storing and managing paper-based records is estimated to be three to four times higher than the cost of storing electronic records.
Average lifespan of public records: The average lifespan of a public record is estimated to be 20 to 30 years, but some records must be kept for much longer periods of time.
Time required to locate a paper-based record: On average, it takes three to five minutes to locate a paper-based record, whereas it takes less than one minute to locate an electronic record.
Compliance with public records laws: According to the National Association of State Chief Information Officers, only about half of state and local governments are in compliance with public records management laws and regulations.
Use of cloud-based storage for public records: In 2021, it was estimated that over 60% of public records are stored in the cloud, as more government agencies look to reduce costs and improve accessibility.
Frequency of records requests: On average, public records requests are made several times per day, with the largest number of requests being made by journalists and researchers.
Time to respond to a public records request: By law, public agencies are required to respond to public records requests within a certain amount of time, which can range from several days to several weeks depending on the complexity of the request.
Digital preservation of public records: According to the National Digital Stewardship Alliance, only about 25% of public records are properly preserved for future generations, as many agencies lack the resources and expertise to preserve digital records.

Public Records Management Statistics

1. The Importance of Public Records Management

95% of organizations believe that public records management is essential for their business operations.
86% of organizations consider public records management to be critical for maintaining transparency and accountability.

2. Challenges Faced by Organizations in Public Records Management

78% of organizations face challenges in managing and organizing their public records.
60% of organizations struggle with maintaining the confidentiality and security of their public records.
55% of organizations report difficulty in retrieving and accessing their public records in a timely manner.

3. Electronic Records Management

92% of organizations have adopted electronic records management systems to manage their public records.
88% of organizations believe that electronic records management systems have improved the efficiency and effectiveness of their public records management processes.
79% of organizations have reported a significant reduction in paper usage since the implementation of electronic records management systems.

4. Training and Awareness

90% of organizations provide training and awareness programs for their employees on public records management.
80% of organizations believe that their employees are knowledgeable about the importance of public records management and their role in maintaining the integrity of the records.

5. Records Retention and Disposal

82% of organizations have a records retention and disposal policy in place.
75% of organizations regularly review and update their records retention and disposal policy.
60% of organizations have reported a significant reduction in storage costs since the implementation of their records retention and disposal policy.

6. Auditing and Compliance

95% of organizations regularly audit their public records management processes to ensure compliance with legal requirements.
90% of organizations have a dedicated team responsible for auditing and compliance.
75% of organizations believe that regular auditing has improved the accuracy and completeness of their public records.

7. Benefits of Public Records Management

92% of organizations have reported improved efficiency and effectiveness of their operations since the implementation of effective public records management practices.
85% of organizations believe that public records management has improved the transparency and accountability of their operations.
75% of organizations have reported a significant reduction in the risk of legal and financial penalties due to the implementation of effective public records management practices.

Conclusion

Public records management is a crucial aspect of modern-day organizations, and these statistics highlight the importance of this field and the various challenges organizations face. By understanding the benefits of effective public records management and the challenges organizations face, organizations can take steps to improve their public records management processes and ensure the accuracy, completeness, and security of their records.