State and local agencies—including housing authorities and mission-focused nonprofits—face growing expectations around records management and reporting. As regulatory requirements tighten and transparency becomes a public priority, organizations must ensure that their information governance practices can stand up to scrutiny, audits, and community expectations. 

 

Why records management matters 

Records management isn’t just a bureaucratic obligation; it’s a vital component of operational integrity and public trust. Inconsistent documentation, ad-hoc storage practices, and limited reporting capabilities can create risks ranging from compliance violations to inefficiencies in service delivery. On the other hand, strong records management practices enable: 

• Regulatory Compliance with state mandates, retention schedules, and disclosure laws.
• Operational Efficiency through streamlined access to essential data.
• Risk Mitigation by reducing exposure to audit failures, legal challenges, or lost records.
• Public Transparency, reinforcing credibility with constituents and funders. 

Whether you’re managing tenant files, grant documentation, or board meeting minutes, organized records help agencies stay accountable and responsive. 

 

Evolving state-level requirements 

Many states have updated their records retention laws and reporting requirements in recent years. Housing authorities, for example, must often comply not only with HUD and FOIA regulations but also with state-specific mandates related to: 

• Retention schedules for financial and tenant records
• Digital records standards and email archiving
• Public access to records and timely reporting
• Storage formats and acceptable destruction protocols 

Failure to align with these requirements can lead to audit findings, funding delays, or reputational damage. In some cases, it may even impact eligibility for grants or participation in state programs. 

 

The shift toward digital records 

Digital transformation offers an opportunity to modernize records management systems. Solutions like SharePoint, Microsoft Purview, or electronic content management (ECM) systems allow agencies to digitize records, apply automated retention policies, and generate reports with greater ease and accuracy. 

Some of the benefits include: 

• Centralized storage with controlled access by role
• Searchable archives to reduce time spent locating records
• Automated retention and disposition based on regulatory rules
• Audit-readiness with detailed reporting and logs 

For resource-constrained organizations, even modest improvements—like establishing folder naming conventions or digitizing high-risk paper files—can make a meaningful difference. 

 

Practical steps to improve records and reporting 

Here are actionable steps agencies can take to improve their records governance: 

1. Assess your current practices – Identify gaps in compliance, storage, and retrieval.
2. Create or update your records policy – Align with state retention schedules and industry best practices.
3. Train staff regularly – Ensure everyone understands their role in managing records responsibly.
4. Adopt the right tools – Implement affordable digital solutions for document storage, tagging, and reporting.
5. Plan for audits – Simulate reporting requests to ensure you can respond quickly and accurately. 

 

Building a culture of compliance 

Ultimately, records management is a shared responsibility that goes beyond technology. Leadership must set the tone for accountability and transparency, while empowering staff with the tools and training they need to manage records effectively. 

A strong records culture ensures not just compliance but clarity, continuity, and confidence across the organization. 

 

About the Author 

Cesar Abad | Founder & Chief Executive Officer, Alliance Technologies 

Cesar Abad is the Founder and CEO of Alliance Technologies, where he leads with a deep commitment to empowering purpose-driven organizations through innovative, secure, and scalable technology solutions. With over two decades of experience in IT leadership, Cesar specializes in digital transformation, Microsoft 365, cybersecurity, and governance frameworks tailored to the unique needs of nonprofits and housing authorities. 

His writing draws on real-world experience helping mission-focused organizations modernize their operations, navigate complex compliance requirements, and build technology environments that support long-term impact. Cesar’s passion lies in making enterprise-grade technology accessible and effective for organizations that serve the greater good.