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 365 for your desktops.

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.

Who endorses IT in a Box?

Alabama League of Municipalities logo

Call (334) 262-2566

Arkansas Municipal League logo

Call (501) 978-6106

Call (203) 946-3782

Georgia Municipal League Logo

Call (678) 686-6213

Iowa League of Cities logo

Call (515) 974-5316

Kentucky League of Cities logo

Call (800) 876-4552

Trusted

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.

Tailored

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

Affordable

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

Records / Document Management and Email Features

Document management software

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.

Assistance processing Open Records Requests and enforcing records retention policies

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, VC3 works with cities that must comply with Legislative Audit. We’ve created policies and procedures to meet the specific demands of Arkansas state auditors.)

Automatically apply records retention schedules

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.

Business-class email with plenty of storage

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.

Microsoft Office

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.

Want to know more?

A City and Town Clerk's Guide to Modernizing Records Management

Modernizing records management preview

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.

Check out other IT in a Box features...

Cybersecurity and Computer Maintenance

We help guard your municipality against cyberattacks, viruses, ransomware, and data breaches by keeping your computers patched, protected, and healthy—24/7. Our management includes always-on monitoring and alerting for issues, enterprise-class antivirus protection, automated computer maintenance, ongoing software patching to keep you secure, and regular training to keep you and your staff on guard and alert.

24X7 Helpdesk

Every day of the week, our U.S.-based helpdesk team supports you in the office, working from home, or while you’re on the road. No entry-level or junior tech support. You speak to experienced senior engineers with years of municipal experience who help you address any IT issue ASAP—either remotely or onsite.

Data Backup and Disaster Recovery

Server failure? Flooding? A tornado? Ransomware? No problem—your data is safe. We provide onsite data backup for quick recovery, and unlimited offsite data backup for worst-case scenario recovery after a major incident like a natural disaster. You also ensure the success of your data backups with our real-time monitoring to quickly address data backup issues and quarterly testing to verify your disaster recovery.

Records / Document Management and Email

IT in a Box protects your 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 365 for your desktops.

Video Archiving

Does your police department rely heavily on squad car and body camera video recordings? With IT in a Box’s fixed monthly cost, towns and cities no longer need to buy additional expensive storage for video. That’s right! As your squad car and body camera video recordings continue to grow at a rapid pace, your storage costs do not change.

Policy and Compliance

To protect against cyberattacks and assist with audits, we help you adopt policies and best practices that educate your staff and make sure your technology helps you comply with state law. In addition to staff training, we shore up any compliance gaps by securing, documenting, regularly testing, and proactively managing all your technology. We will also help you create policies around software, application, vendor, network, wireless, physical, user, and remote access.

Website

We provide you a modern, custom-designed website that looks good and delivers the information your citizens need. Have as many website pages as you want including pages for town/city hall, public safety, parks and recreation, news, and events. Our website also features the ability to offer online payments and offers a user-friendly backend system so that you can add and update website information yourself. Or if you want, submit your website updates to us and we will post them for you.

Vendor Management and Procurement

Do you get frustrated wasting time on software support calls where you’re not sure if you’re resolving the problem? Our experienced staff steps in to take care of this dirty work. From resolving issues to even purchasing new computers for you, we will work with technology vendors directly so that you don’t lose hours and days on the phone.

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