How Cloud Technology Benefits Public Administration

These days, everyone is familiar with “the cloud.” It’s where data is increasingly stored. Most software solutions are cloud-based. But like many people, your understanding of cloud technology and its benefits may be more abstract than practical. More conceptual than concrete. This article will change that.

It seems like everything requires a subscription now. Most software companies have moved away from on-prem software and perpetual licensing to cloud-based software and subscription models. And why wouldn’t they?

Cloud subscription models make it easier for new clients to commit and provide consistent cash flow (annual or monthly) for software companies. Plus, many businesses have already moved to the cloud. More than a trend, it’s an inevitability. According to Gartner analysts, cloud computing will become a business necessity by 2028.

By moving to cloud-based solutions, you can take your agency’s operations to the next level and better serve the community.

Let’s explore some of the benefits, and why your agency would want to move to the cloud.

Key Advantages of Cloud Technology

Scalability & Flexibility

Cloud computing gives public administration organizations more flexibility than conventional IT infrastructures.

On-prem systems include data centers and servers that need to be purchased and maintained. Your data storage and computing power is determined by your hardware. Increasing either requires updating servers, adding another server to your data center, or migrating to a new system. Each of these processes takes time and money.

Unlike on-prem systems, cloud platforms let you scale quickly and easily. During busy seasons with high demand, computing power can be added to handle increased workloads. Conversely, resources can be scaled down during quieter periods to save costs.

Not only that, cloud technology often uses subscription- or consumption-based payment models. In the former, you pay a fixed amount per month or year regardless of use. In the latter, you pay-as-you-go depending on your usage. Each of these models provides more flexibility, allowing you to add, cancel, or change services without IT assistance.

Cost-Efficiency

Over the past several years, the Government Accountability Office (GAO) has consolidated and eliminated data centers across the federal government. Between 2016 and 2018, they closed approximately 6,250 data centers of the 12,166 accounted for, leading to over $2.37 billion in savings.

As seen above, cloud technology offers significant savings for government agencies. Data centers increase energy costs (servers produce a lot of heat), storage costs and maintenance costs. Plus, less IT infrastructure means a smaller IT team, saving your agency money in annual salaries and benefits.

Thanks to cloud-based solutions, public administrators can move away from capital-intensive IT investments to a subscription- or usage-based payment model. This approach lowers initial expenses and increases predictability for future planning and budgeting. It also improves financial flexibility so you can better allocate funds to essential community services and projects.

Collaboration & Accessibility

On-prem software confines data access to specific physical locations and requires complex VPN setups for remote access. This can hinder real-time information sharing and teamwork, especially when it comes to cross-department collaboration.

Conversely, cloud technology provides a central location where employees can access mission-critical information and resources. Although public administrators often work in-office, the ability to collaborate anytime, anywhere, and from any device is a major convenience.

Cloud-based software often facilitates real-time communication, collaboration, and sharing. These features prevent silos and optimize workflows, making it easier to maintain consistent operations across departments.

Data Security

Between 2018 and 2023, there were 423 ransomware attacks against US government agencies. These attacks impacted approximately 250 million people and cost $860 million in downtime.

Over those six years, the average downtime caused by ransomware was 14 days. And in 2023 the average cost for a single day of downtime was $167,798. In the same year there were 69 ransomware attacks, making government organizations the third most targeted sector.

In other words, if your agency suffers a ransomware attack and it meets the averages above, it could cost over $2.3 million in downtime. Few public administrators would be willing to take that risk, but unless you’re an IT employee, you may not know how secure your on-prem data is.

There’s a reason government agencies are targeted; they handle sensitive information and sometimes lack the proper security measures. Fortunately, most cloud technologies use security measures that are often more advanced than on-prem systems. This includes layered security, encryption, intrusion detection, compliance programs and regular security updates—all of which safeguard sensitive information against cyber threats.

A cloud-based solution protects your data and simplifies the compliance process, letting you focus more on serving the community and less on managing IT security. Cloud-based systems, therefore, offer a secure and compliant environment that is essential for effective public administration.

Disaster Recovery and Business Continuity

Given the costs of government downtime, operations need to be able to continue during disasters and unexpected events. Fortunately, data stored in the cloud remains secure and accessible in the midst of hardware failures, natural disasters, fires, or other disruptions.

Most cloud-based solutions automatically backup data at regular intervals. This means critical information is always up-to-date and recoverable, minimizing the risk of data loss.

If you have an internet connection, or even access to a data plan, you’re in the clear. Cloud technology allows public administrators to access work-related files and applications from any location. That way, agency operations and community services can keep running smoothly during unforeseen events.

Real-World Applications in the Public Sector

Cloud-based software solutions provide more savings, operational efficiency, and data security than most on-prem software and data centers. The overwhelming trend towards cloud computing, as well as the US government’s commitment to consolidating data centers (and subsequent savings) provides proof of its many benefits. Soon it will become a business necessity.

In the meantime, your agency level up operations by moving to cloud technology. Not only will you benefit from the advantages above, but you can make your agency more appealing to future hires — a notable advantage in today’s competitive public sector job market.

There are plenty of cloud solutions for public administration, including solutions for:

CentralSquare provides software for each of the services above, and more. With our cloud-based software, your agency can keep data secure, optimize operations, better serve the community and save money.

Schedule a discovery call today to learn how we can help.