Artificial intelligence is changing the game across industries, and the federal government is now exploring how it, too, can leverage AI’s potential. Enter a lesser-known but powerful AI method: Retrieval-Augmented Generation, or RAG. While it may not be a household term, RAG has the potential to reshape federal tools by giving AI direct access to agency-specific knowledge. Think of it this way: RAG “feeds” an AI carefully chosen information, like a repository of agency records, allowing it to provide responses that align with federal contexts and needs.
This shift brings federal records management into a new light. Traditionally, archived reports, emails, and documentation were all about preserving institutional memory. But now, in the AI era, these records could be used for something much more dynamic: to fuel intelligent systems that adapt to the specific workflows and nuances within each agency.
How RAG is Changing Government AI
RAG technology enhances AI’s ability to provide specific, relevant answers by pulling data from pre-designated sources. Imagine an Environmental Protection Agency team member asking an AI for the latest policy updates or details on a particular case. With RAG, the AI isn’t giving a generic response—it’s drawing directly from agency terminology and the most recent data. This tailored intelligence has already been widely adopted in the private sector, where companies use RAG to make AI tools more relevant to specific business needs. For government agencies that operate in highly regulated areas like national security or public health, this capability is even more crucial, creating AI systems that are both knowledgeable and mission-focused.
Rethinking Records - From Archives to Assets
Federal records are the unsung heroes of this revolution. Long seen as static archives, they now stand to become essential knowledge sources for RAG-enabled AI systems. A collection of case files, policy drafts, and historical data within a federal agency represents decades of institutional expertise. For AI systems, these records are more than just “old documents”—they’re rich sources that inform responses with an authority and understanding that off-the-shelf AI simply can’t match.
Of course, implementing RAG in the federal landscape brings unique challenges. Federal records span vast amounts of data, so agencies need efficient systems to help AI find what it needs quickly. Some agencies have discovered that integrating RAG requires updates to their records management systems to securely connect sensitive data to AI applications.
“Federal agencies possess a staggering wealth of information in their records,” says Charlie King, CIO at Feith Systems and Software, a leader in Federal Records Management. “RAG represents a strategic pivot, using these records not just for historical accountability but for driving smarter, real-time decisions.”
From Record-Keeping to Record-Driven
In the bigger picture, RAG could reshape how agencies view records management itself. No longer just a matter of storage and preservation, records management could become a central part of the government’s innovation strategy. RAG integration marks a shift toward a government that uses records to support not only accountability but also insight and real-time problem-solving.
As AI continues to evolve and integrate into the federal workforce, records management will prove to be more than a way to preserve history. It’s becoming a pathway to smarter government, equipped to tackle today’s complex challenges with precision and speed.
