Page 26 - U4SSC Simple ways to be smart

By exploring ways to improve administrative functions, city employees can learn more about the
capabilities of smart technologies and can use their own experience and deep knowledge of
administration to good effect. At the same time employees will be developing their capacities
to implement smart initiatives. This will put city employees in a better position to design smart
interventions more broadly and will give the city a greater chance of success in becoming smart.

3.1.1 Record-keeping and data governance

A large part of the city’s administrative function involves record-keeping, whether it is recording
expenditure, city assets and ownership, or purchasing decisions. Most fundamentally, technology
offers the benefits of keeping electronic records which include greater security, lower storage
costs, and greater ease of access and sharing. While there are many information systems available
to aid cities with their administrative tasks, the challenge for smaller cities is that systems require
infrastructure and expertise to implement and operate. New technologies make it easier for cities
to implement such systems through shared infrastructure and with minimal expertise.

Cloud services can provide the infrastructure to store data and run software. They will typically
ensure that systems and data are always available, backed up and secure, providing both the
hardware and the technical services to keep the systems functioning. Cloud services are useful
for cities because infrastructure can be added and removed flexibly, simplifying procurement and
reducing costs. Larger cities are able to implement their own shared cloud for internal use, however,
this is generally beyond the reach of smaller or resource-constrained cities. It may be possible for
such cities to share the services provided by a larger neighbouring city or to use a national service,
where that exists.

Public cloud services are provided by private organisations and cities will need to assess how
acceptable it is to use them to store city data, depending on local regulations. For example, national
data protection laws may prohibit the transfer of data outside national borders, while cloud services
may physically locate infrastructure in other countries. Public cloud services can generally be used
to provide access for residents to city services, open data and information. Cities will need to
create a roadmap for how different cloud platforms will be used and how security, privacy and
data sharing will be managed.

3.1.2 Process enhancements

By digitising and automating city administration, cities can also improve on their internal processes.
Paper-based systems are slow and resource-intensive. They are also prone to error. Digital processes
can be more efficient, for example allowing residents to submit requests online and moving requests
through the city offices following a defined workflow. Electronic workflows are more consistent,
can be monitored for efficiency, and documentation cannot be lost along the way.

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