IT in a Box: Records / Document Management and Email

IT in a Box protects your city records, documents, and email. We’ll apply your records retention schedules to your documents so that you can reliably archive, retain, access, and delete information—and we even help you process Open Records Requests. Plus, we provide you Microsoft Office Professional Plus for your desktops that includes the latest versions of Outlook (including 50GB of mailbox storage for each user), Word, Excel, PowerPoint, Access, InfoPath, Publisher, and OneNote.

By law, your city must respond to open records and FOIA requests. Yet, many cities sometimes delay responding to those requests because fulfilling the request is so time consuming (they’re too busy) or they simply can’t find the information (it’s lost).

Sure, some cities may have poor email, document management, records management, or paper filing systems that make tracking down information troublesome. But open records laws become more unforgiving with each passing year. Searchable email, records management and document management systems, and databases need to give cities access to information quickly.

Your records management processes must adhere to specific retention, archiving, and disposal schedules. Not modernizing your technology or backing up your data properly opens you up to fines, lawsuits, and unflattering front-page news stories.

Let IT in a Box alleviate your worries and build compliant processes around records management, records retention, document management, and email.

Alabama League of Municipalities
Call (334) 262-2566
Arkansas Municipal League
Call (501) 978-6106
Connecticut Conference of Municipalities
Call (203) 946-3782
Georgia Municipal Association
Call (678) 686-6213
Iowa League of Cities
Call (515) 974-5316
Kentucky League of Cities
Call (800) 876-4552

ALM's, AML's, CCM's, GMA's, Iowa League's, and KLC's technology solution for Alabama, Arkansas, Connecticut, Georgia, Iowa, and Kentucky towns & cities. 

Comprehensive technology products and services -- from a new website to data backup -- tailored to the unique needs of municipalities. 

Priced for towns & cities -- from the smallest to the largest -- with a predictable, flat monthly fee.  

Going through an open records request should not be a time-consuming nightmare. IT in a Box provides your city a modern document management system that helps you organize, search, access, and retrieve documents in a more efficient way.

Our software includes:

  • Data backup and disaster recovery. What happens in case of a disaster to your paper and electronic information? Have you scanned your important paper documents and converted them into electronic files? A disaster recovery plan is critical and, in some states, the law for electronic documents.
  • Search and retrieval. Can you search for and retrieve documents with ease? IT in a Box allows you to find any document (such as Word files and PDFs) through easy-to-use tagging, organizing features, and searchable content. You can also find emails easily.
  • Security. Are you applying information security best practices to secure your records from hackers and prevent unauthorized employee access or tampering? Our software helps enforce authorization policies, encrypt city records, and create an audit trail.

We don’t just provide the software, maintenance, support, and technology upgrades. We help you meet the day-to-day challenges you face with processing Open Records requests and maintaining compliance (such as with Arkansas Legislative Audit). Because we work with so many cities, we have best practices and policies ready for you to adapt and implement at your city.

Our engineers have extensive experience handling Open Records Requests and quickly retrieving files for municipalities. That allows us to handle these kinds of requests more efficiently.

Even better, under a service such as IT in a Box, any labor for a record request is included. That means cities can leverage us for this work—with no additional fees and no extra invoices.

(For Arkansas, Sophicity works with cities that must comply with Legislative Audit. We’ve created policies and procedures to meet the specific demands of Arkansas state auditors.)

Are your records retention schedules automatically applied to documents so that you consistently follow state law and city ordinances? Our document management system enforces policies such as archiving, retention, authorization, and deletion with a combination of automation and oversight from our municipal-experienced engineers.

No more problematic consumer-grade or cheap email software. We provide cities business-class email with Microsoft Outlook for the desktop to give city employees an easy-to-use rich application interface, Outlook Web Access to give city employees who are away from the office a consistent Microsoft Outlook experience when using a browser interface, a modern mobile interface to give city employees a secure and full experience from their phone or tablet, shared calendars and contacts, archiving for records discovery, built-in antispam software, great email organizational features, and 50GB of mailbox storage for each user. 50 GB of mailbox storage eliminates many email storage issues common to cities.

Just to make your life easier, we provide you the full suite of Microsoft Office desktop applications including Outlook, Word, Excel, PowerPoint, OneNote, Access, Publisher, and additional collaboration tools like chat, meetings, notes, and attachments with your email and document management systems. And again, upgrades for Microsoft Office are included so you’re always using the latest version.

Obviously, your city or town must already have some kind of records management system in place. But many systems don’t go beyond paper and cabinets, or they are outdated and obsolete—frustrating more than helping you.

While you might not be able to change an existing records management system overnight, this guide will help you:

  • Identify steps you can take to modernize your current system.
  • Align your city or town with records management best practices.
  • Tackle projects such as scanning paper documents and moving to the cloud.

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