Modernizing Records Management for a Southern California Municipality with SDI’s ArchiveLink 

By Terry Hackelman, SVP of SLED West 

Local government agencies across the country are under increasing pressure to manage growing volumes of digital records—securely, efficiently, and in compliance with strict retention requirements. Local government agencies, in the course of serving the public, generate, analyze, and retain a significant volume of data. Typical data sources include ERP data (finance, HR, payroll, etc.), permit/planning data, asset/work order data, and public safety data. Local governments serve as data stewards, using it to fulfill their civic duties, as well as ensuring, when appropriate, it is available for the public (meeting transparency requirements). 

SDI recently partnered with a Southern California municipality to deliver a modern, scalable ArchiveLink solution that is transforming the way the city manages its legacy public safety data. 

The Challenge: Complex Records, Multiple Stakeholders 

The city’s IT leadership faced a familiar challenge: 

• Legacy record storage solutions that were difficult to maintain 
• Multiple document repositories and systems that didn’t talk to each other 
• Manual retrieval processes slowing down day-to-day operations 
• Increasing compliance and audit requirements for record retention 

They needed a way to consolidate archives, streamline access, and set the foundation for long-term growth—without disrupting essential public services. 

The Solution: A Phased ArchiveLink Implementation 

Working closely with the city, SDI designed and implemented a phased ArchiveLink rollout, starting with the most business-critical archive types. Highlights of the Implementation:

• Multiple Archive Types Delivered: Initial rollout included HR, payroll, and finance records—giving immediate value to the city’s most active departments. 
• Secure, Compliant Storage: Configured ArchiveLink to meet municipal and regulatory retention standards. 
• User-Friendly Access: Delivered role-based retrieval that integrates with existing workflows, allowing employees to find documents quickly and securely. 
• Future-Ready Roadmap: Built a scalable foundation for additional archive types—including public safety records—as future phases roll out. 

The Results: Efficiency, Compliance, and Operational Excellence 

Even with just the first few archive types delivered, the city has already realized measurable benefits: 

• Faster Document Retrieval: Records that once took days to locate are now accessible in seconds. 
• Improved Compliance: Automated retention policies and full audit trails reduce risk during reviews. 
• Better User Experience: Employees spend less time on administrative tasks and more time serving the public.

Why This Matters 

Effective records management isn’t just an IT project—it’s a mission-critical enabler for municipal operations. By implementing ArchiveLink in a phased, strategic way, the city is taking a significant step toward a future-proof digital infrastructure. 

At SDI, we’re proud to partner with local governments to deliver solutions that keep operations secure, efficient, and ready for tomorrow. Ready to take the next step? Connect with SDI to design a secure, scalable archive strategy that ensures compliance and supports your long-term digital transformation goals.