Editorial: Fixing Government Data Must Come Before AI Innovation

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A recent editorial piece from Think.Digital Partners provides an important wake-up call regarding digital transformation and AI integration in the public sector.The article explains that AI in government can genuinely improve efficiency and service delivery, but only if agencies fix a foundational “content sprawl” problem first. Government organizations hold huge volumes of unstructured information—emails, PDFs, scanned forms, handwritten notes, and decades-old case files—spread across many repositories. This makes it hard for staff to find the right information, confirm it’s current and accurate, and gather the supporting context needed to make decisions. The result is wasted time, slower processes, and increased administrative burden.

The article highlights the core misunderstanding of viewing document storage/repositories as the main issue. Storage isn’t the problem; inconsistent governance, duplication, poor metadata, unmanaged sensitivity, and fragmentation across systems are. Without an AI-ready content foundation, AI tools will produce unreliable or non-compliant outputs—turning “automation” into amplified inefficiency and creating reputational/regulatory risk.

For a deeper analysis, read the full article here.

OhioERC updates two records management resources

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The Ohio ERC has released updated versions of two of its guidance documents:

Recordkeeping System Procurement: Selecting and implementing an electronic recordkeeping system is a significant investment for any organization. The revised Recordkeeping System Procurement tip sheet provides practical guidance for planning and managing the procurement process. It explains the purpose of a Request for Proposal (RFP), identifies key stakeholders who should be involved, and outlines essential elements of a successful procurement effort, including requirements gathering, budgeting, vendor evaluation and contract negotiations. The resource is designed to help organizations make informed decisions and identify systems that meet both operational and records management needs.

Tips for “Who Should Be at the Table”: Successful records management depends on collaboration across an organization. The updated Tips for Who Should Be at the Table publication outlines the three groups that play critical roles in records and information governance initiatives: the records commission, department records coordinators, and the information governance committee. The revised tip sheet explains the responsibilities of each group and highlights how they work together to support compliance, policy development, electronic records management, and organizational decision-making.

Both resources are available on the OhioERC website and provide valuable guidance for public offices seeking to improve records management practices, implement new technologies, and build stronger information governance programs.

Updates from OhioERC

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Staying on top of records management and compliance requirements can be challenging as technology and regulations continue to evolve. Below are two important updates from OhioERC to help you stay organized and informed:

1. NEW OhioERC Online Training Module – File Naming Conventions.
In an era of digital overload, individuals and organizations are generating thousands of documents, images and datasets every day. Without a clear system in place, finding the right file can quickly turn into a frustrating and time-consuming task.

A file naming convention provides a standardized framework that can help bring structure and consistency to your digital environment. To support this effort, OhioERC has developed a short, practical online training module designed to help you take control of your electronic files. The module walks you through templates, strategies and best practices you can start using immediately.

Access the module here: https://app.screencast.com/D1kPDDy4eM4ma.

2. DOJ extends web accessibility compliance deadlines.

The U.S. Department of Justice has issued an interim rule extending the compliance deadlines for ADA website and mobile app accessibility requirements for state and local governments. Jurisdictions with populations of 50,000 or more now have until April 26, 2027, while smaller jurisdictions have until April 26, 2028 to comply. The interim rule appears in the Federal Register and is effective April 20, 2026.

As a reminder, OhioERC has previously covered the ADA Title II Web and Mobile Application Accessibility Rule (see here and here). Other than extending the compliance deadlines, the interim rule does not alter any other provisions of the 2024 final rule.