29 Aug Navigating State Department of Transportation Challenges
Key takeaways from the Southeastern Association of State Highways and Transportation Officials (SASHTO) Conference
Access Sciences recently attended the Southeastern Association of State Highways and Transportation Officials (SASHTO), a regional association of officials from the state Departments of Transportation (DOTs) of Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, Texas, Virginia and West Virginia. The Association was organized to encourage a balanced transportation system across the southern United States. Hosted in Rogers, Arkansas, the conference theme was “Adventure Arkansas” and proudly recognized as Northwest Arkansas for being one of the fastest-growing metropolitan areas in the nation. The event provided scenic outdoor activities that gave transportation leaders the opportunity to network and a slate of informative sessions on issues facing the industry. Here are some key takeaways from the conference and insights we shared to support the State Department of Transportation’s challenges.
In an era where state DOTs are tasked with the critical mission of saving lives, connecting communities, and maintaining modern infrastructure, the challenges are more formidable than ever. DOTs are the backbone of America’s transportation network, ensuring that roads, bridges, and transit systems are safe, efficient, and up-to-date. However, they are facing a multitude of challenges that threaten their ability to fulfill this mission.
The Funding Dilemma
One of the most pressing issues is the significant funding challenges confronting DOTs across the nation. The traditional reliance on fuel taxes as a primary revenue source is becoming increasingly untenable. With growing resistance to increasing fuel taxes and the advent of more fuel-efficient vehicles, nominal revenues have been steadily declining. According to multiple studies, including those by the Pew Charitable Trusts and the Eno Center for Transportation, states are increasingly finding their budgets squeezed as the purchasing power of these revenues declines due to inflation and the stagnant nature of fuel tax rates, which in many cases have not been adjusted for decades. As a result, many DOTs find themselves with shrinking budgets at a time when the demands on their infrastructure are greater than ever.
Many states are exploring alternative funding models, such as vehicle miles traveled (VMT) taxes, which charge drivers based on the number of miles they travel rather than the amount of fuel they consume. Pilot programs in states like Oklahoma, Oregon and Utah are already testing these concepts, though nationwide implementation is still in the early stages and faces various logistical challenges.
This funding shortfall has a ripple effect. Projects that are vital for safety and connectivity may be delayed or scaled back. Moreover, the resources required for maintaining existing infrastructure are spread thinner, increasing the likelihood of wear and tear and, ultimately, the need for more expensive repairs down the road.
The Role of Effective Records Management Operations
Given these financial pressures, effective records management becomes critical, especially for securing funding for pilot programs and infrastructure projects. State DOTs must maintain accurate and accessible records to comply with federal and state funding requirements, demonstrating the effectiveness of their programs to secure future funding.
Pilot programs are often a proving ground for innovative solutions in transportation, from new materials to cutting-edge technology deployments. However, these programs require meticulous documentation to demonstrate effectiveness and justify further investment. Poor records management can lead to incomplete data, miscommunication, and ultimately, failure to secure future funding. Additionally, as DOTs navigate the complex web of federal and state funding sources, having a robust records management system ensures that all necessary documentation is readily available and compliant with regulatory requirements.
Addressing Records Management Challenges with Access Sciences
With extensive experience in partnering with DOTs and other state agencies, Access Sciences understands the unique records management challenges these organizations face. Many DOTs operate with inadequate systems and processes, leading to information being siloed across various departments. Often, state employees, whose primary responsibilities lie elsewhere, are tasked with managing records. This situation is further complicated by the reliance on part-time contractors for tasks such as imaging and indexing, resulting in inconsistent and sometimes incomplete records management practices.
Access Sciences partners with DOTs to streamline and modernize their records management programs. By implementing best practices and leveraging the latest technology, we help DOTs transition from outdated systems to comprehensive, integrated solutions. This includes consolidating siloed information, ensuring consistent and accurate record-keeping, and freeing up state employees to focus on their primary duties. Our approach not only improves the efficiency and effectiveness of records management but also enhances the ability of DOTs to secure funding and deliver on their mission of saving lives, connecting communities, and maintaining modern infrastructure.
Moving Forward to Philadelphia…
The challenges facing state DOTs are significant, but they are not insurmountable. With the right strategies in place, including effective records management, DOTs can navigate the complexities of modern transportation needs, secure the funding they require, and continue to serve the public effectively.
Look for Access Sciences as we head to “the city of brotherly love” at the upcoming AASHTO Annual Conference in Philadelphia, October 29th. As an exhibitor/sponsor, we will share our mission to ‘Tame Information Chaos’ by making unstructured data digital, findable, usable, and valuable, thus equipping DOT leaders with actionable insights to drive policy and operational enhancements.
