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IDP local government projects fix the part of digitization that usually breaks: accuracy. Scanning creates digital files, but IDP turns those files into validated data and correctly filed records using confidence scoring and human review.

What is IDP for local government

IDP local government records processing uses software plus validation rules to classify documents, extract key fields, check accuracy, assign a confidence score, and route work forward. When the system flags low confidence, a human validator checks it and files the record correctly.

Why records digitization projects fail

Most projects stop after scanning. You get image files and searchable text, but staff still does the hard work by hand.

Common issues in government records

 

• • Decades of paper and mixed formats

• • Faded pages, photocopies, and low quality originals

• • Inconsistent indexing across departments

• • Records requests that require fast response

• • Retention schedules and audit requirements

• • Misfiles that create risk and public frustration

What “onsite digitization” can look like

We can come to your location to scan and digitize records right where they are stored.
If needed, we can also transport boxes to a service center, based on your chain of custody requirements and timelines.

The point is simple
You do not need to relocate your whole operation just to modernize your records.

How IDP works for local government

Step 1. Onsite scanning and intake

Records are scanned at your location and added to the processing workflow. Documents can also come in from email, SharePoint folders, EDI, or digital fax feeds as needed.

Step 2. Identify and separate packets

The syThe system recognizes different document types and can separate them into the right record groups.les include separate filing by person, parcel, case, permit, or department.

Step 3. Extract and index what matters

The system collects important details needed for indexing and finding records later.
Examples include name, address, parcel number, case number, permit number, dates, and department codes.

Step 4. Handle faded documents with fuzzy filtering

If a document is hard to read, the system uses special filters and checks to capture as much information as it can.

Step 5. Confidence score with a clear rule

If the confidence score is 90% or higher, the document moves forward automatically.
If the confidence score is below 90%, the document goes to a person for review before it is filed or sent on.

Step 6. StoreDocuments can stay in OnBase or any other platform you already use.atever platform you use.

Data and indexing details can be sent wherever you need them for searching, retention, or department workflows.

What this changes for records teams

 

• • Faster digitization without sacrificing accuracy

• • More consistent indexing across departments

• • Cleaner separation of records into the right file spaces

• • Fewer misfiles and fewer corrections later

• • Better readiness for audits and retention compliance

• • Faster response to records requests because records are findable

Best use cases to start with

 

• • Backfile digitization for high demand records

• • Permits and licensing applications

• • Court and clerk packet processing

• • Treasury and tax documents with repeatable indexing fields

• • Public records requests intake and retrieval workflows

How to scope a pilot project

 

• • Pick a single department or record type

• • Define the indexing fields you must capture

• • Set your confidence threshold and exception rules

• • Measure straight through processing rate versus human review rate

• • Track response time improvements for retrieval and requests

Check out more information HERE.

FAQ

Can IDP be done onsite for government records?

Yes. Scanning can be done at your location, and then documents are processed through IDP for sorting, data extraction, indexing, and routing.

How does IDP handle faded or hard to read documents?

The system applies fuzzy filtering and validation guardrails to capture what it can, then assigns a confidence score. Items below the confidence threshold go to a human validator.

What does a 90% confidence score mean?
This score is used to decide if the system can send the result automatically or if a person needs to check it first.

Does IDP require us to replace our current storage?

No. IDP works with OnBase or any platform you already use. It improves how you bring in documents, index them, and route them, without needing to replace your whole system.

How does IDP help public records requests?

With better indexing and record separation, you can find documents faster, have fewer missing files, and give more consistent responses.

Learn more:
Government & Public Sector

Intelligent Document Processing in Healthcare

National Archives records management guidance

National Association of Counties resources