Product Commons: State Peer Learning on Correctional EHRs
On July 15, 2026, the Beeck Center for Impact + Innovation’s Digital Government Network (DGN) co-hosted Product Commons: EHR, a curated convening with the State of Maryland to help them understand how other states are approaching Electronic Health Record (EHR) procurement in correctional agencies. Maryland was looking to learn how other states approach EHR systems, including technology selection, implementation models, interoperability, data management, security, vendor performance, and operational lessons learned.
Product Commons is a new DGN pilot that aims to connect states with their peers to close the gap between vendor demonstrations and what actually works in practice, saving time and money. It creates a neutral, trusted space where governments share experiences, challenges, and questions with each other, generating insights that benefit both participants and the broader ecosystem.
The convening surfaced practical lessons for correctional agencies approaching EHR procurement, including a reminder before procurement to center the people who understand and use these systems every day to fully understand what is needed. Other lessons learned include:
- Invest in in-depth business requirements: The people closest to the work know what the system needs to do. Invest time upfront, before procurement, to gather requirements from frontline staff, those who understand the daily data flows, and subject matter experts. Be sure to allow staff time to write requirements since they’re being tasked with additional—but necessary—work. Requirements written without them will not reflect how the system actually gets used.
- Write strong, detailed contract language: Vendors typically only do what is exactly in the contract. Therefore, time and resources should be invested in creating a strong, detailed, enforceable contract before signing. Bring in subject matter experts who understand the technical and operational realities of correctional health to review the language and close loopholes. Include explicit language on maintaining the system and complying with evolving standards; meeting timelines and penalties for missed deadlines; adhering to changes in Medicare and Medicaid standards; and creating effective billing integrations.
- Weigh the trade-offs of an all-in-one system: An all-in-one system, like those that include case management, parole, behavioral health, and clinical data, can streamline operations and put everything staff need in one place. However, it also creates dependencies: access must be carefully managed by role, and problems in one area can ripple into others. Understand how staff actually work and what they need before committing to that level of integration.
- Maintain ownership of data: Vendors will often force customers to pay for storage and running reports. Store data on agency-owned servers to maintain consistent access and control.
The DGN believes that peer learning can help all governments design and deliver services that are accessible, effective, and equitable. If you are grappling with EHR at your correctional agency and would like to learn from others in the space, please reach out to digitalgovernmentnetwork@georgetown.edu and we can connect you with other Product Commons: EHR attendees.
And, if you are interested in convening a Product Commons on a different topic, please get in touch. Engaging governments through the DGN on these important conversations is central to our belief in the power of networks and communities.