Smarter Government Content. Better Public Service.

The Public Sector’s Content Management Dilemma

Across the country, government entities (especially at the state and local levels) are facing mounting challenges in managing public records and content. Case files, citizen records, zoning documents, permits, inspection reports, legal correspondence: the volume and diversity of information continues to grow, while the systems designed to

manage them have often failed to keep pace.

Many city, state, and local government still rely on a patchwork of outdated content management technologies, departmental silos, paper processes, and improvised workarounds. This creates several common issues:

• Limited access to information - Government staff spend time digging through file cabinets, disconnected drives, or legacy software systems just to locate basic records.

  
  

• Slow service delivery - Processing time for permits, public records requests, or citizen case updates is increased by manual handling.

  
  

• Compliance and retention risks - Inconsistent storage, lack of metadata, and difficulty auditing records puts agencies at risk of violating retention policies or transparency laws.

  
  

• Budget and resource strain - Smaller government entities typically lack the IT budgets or personnel to manage large enterprise systems or conduct expensive system overhauls.

These issues don’t just cause internal frustration for your team, but they also have a real impact on your constituents. When information is hard to access or manage, service quality erodes, costs go up, and public satisfaction declines.

A Better Path: Principles of Modern Content Management

Government across the country are embracing modernization initiatives, but success often hinges on selecting the right-sized tools and approaches. Public-sector best practices point to several key principles:

• Digital-first content intake - accept and process content from multiple channels (email, web forms, scanners) without manual rekeying.

  
  

• Metadata-driven classification - automatically categorize documents based on context to support search, retention, and compliance.

  
  

• Federated access - break down departmental silos to enable cross-government collaboration and secure role-based access.

  
  

• Plain-language search - empower users to retrieve what they need without complex training or hidden queries.

  
  

• Scalable cloud-native platform - reduce infrastructure costs and maintenance while ensuring availability and security.

These approaches not only improve operational efficiency, but they’re also more sustainable for government with lean teams and limited funding.

How Encore Supports These Best

Encore is a modern, content management platform designed for the needs of public sector organizations. Built for ease of use and rapid deployment, Encore aligns with government modernization principles without requiring an enterprise-scale budget or IT

team.

Encore helps government:

• Classify incoming documents automatically, using AI to detect record type, department, and relevant metadata.

  
  

• Extract and populate metadata such as case number, dates, and names, removing manual steps.

  
  

• Make content instantly searchable, even across millions of legacy files, with natural-language queries and advanced text search.

It supports multi-channel intake, drag-and-drop uploading, and plain-language search, helping government digitize and organize records without complicated onboarding or new hardware investments.

Funding Your Modernization Effort

Many states offer grants or modernization funds specifically for records digitization and document preservation. Encore is priced to support local government and is an ideal fit for these modernization programs, making it even easier to build the business case for change.

Let’s Build a Smarter, More Accessible Government

We understand that your government entity doesn’t need more complexity. You need practical, cost-effective tools that work the way your public sector teams do.

Encore delivers secure, scalable, and user-friendly content automation.

Explore what’s possible when modern content management is within reach.

info@encorecloud.ai | Learn More at encorecloud.ai