Smart Document & Records Management for Small Governments
The Right Way to Handle Papers and Proof
Small governments work with two kinds of important files:
- Working documents (drafts, reports in progress)
- Official records (final approved versions that become legal evidence)
Most software tries to do both jobs in one system. This causes:
- Wasted money on fancy features you don’t need
- Confused staff who stick to email and paper anyway
- Compliance risks when records aren’t properly locked down
Our Better Approach:
Use the right tool for each job.
PART 1: DOCUMENT MANAGEMENT – WHERE WORK HAPPENS
What It Does:
- Handles all the drafts, edits, and team comments
- Keeps track of different versions
- Lets people work together easily
What Works Best:
- ? Office 365/Google Workspace (you probably already have this)
- ? SharePoint/OneDrive for sharing files
- ? Simple workflow tools built into these systems
Caribbean Reality Check:
- No need to buy special “document management” software
- Your staff already know how to use these everyday tools
- Works perfectly for creating documents that aren’t final yet
PART 2: RECORDS MANAGEMENT – WHERE PROOF LIVES
When a Document Becomes a Record:
- ? Signed by proper authority
- ? Saved as final PDF (never changes again)
- ? Marked as official evidence
What Records Systems Must Do:
- Lock files so no one can alter them
- Control access strictly (no emailing copies!)
- Keep everything for required time periods
- Destroy properly when allowed
Our Recommended Setup:
- Lightweight software just for records
- Self-hosted (you control it completely)
- Simple to use for registry staff
WHY THIS WORKS BETTER
1. Saves Money
- Uses tools you already pay for
- No expensive “all-in-one” systems
2. People Actually Use It
- Staff keep working how they’re used to
- Registry gets proper control of final records
3. Passes Audits
- Clear proof of what’s official
- No mix-ups between drafts and final versions
HOW TO DO IT
Step 1:
Keep using Office/Google for everyday documents
Step 2:
Set up a separate records system that:
- Takes final documents from your existing systems
- Locks them down with proper labels
- Manages retention automatically
Step 3:
Train registry staff on the records system (everyone else keeps working normally)
AZITS Experience:
We’ve helped Caribbean agencies implement this approach with:
- 60% less cost than big EDRMS systems
- 100% compliance success in audits
- No complaints from staff about “yet another system”