23 Best Records Management Memes From Around the Web

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23 Best Records Management Memes From Around the Web

23 Best Records Management Memes From Around the Web

Just some favorite RM and IG memes we’ve seen

23.  Just wait until you see them scan the prints back in

22.  Every office has a blockchain guy

21. Money Saving Strategies

20. Surprise, you actually did need it!

19. Unless they keep everything too…  Just sayin’.

18. Lord of the Records

 

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Over 7,000 RM, IT & IG professionals have already joined us!

 

17. Honestly not the worst system we’ve ever seen

16. Frankly, most people are still catching up on GDPR

15. What if I told you Memes are records?

14. Clearly More is Better

13. Roughly 50% of the people we meet at ARMA

12. Drake has strong opinions on Information Governance

11. How much metadata is too much metadata?

10. The other 50% of people we meet at ARMA

9. Because ‘My 600 lb Hard Drive’ isn’t a show yet

8. If he actually wanted it, why give it to the RM?

7. Big Foot is terrible about indexing his documents

6. That record was Irreplaaaceable

5. Should’ve listened to your RM

4. At least he’s paying attention to IG

3. Waka waka

2. I find your lack of classifications disturbing.

1.  Remember Charlie, don’t forget the tale of the RM who got everything he ever wanted

Have some good RM or IG memes for me to add to the list?  Send them to rlong (at) feith.com

And don’t forget to register for Records Management University — starting January 28th!

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com

8 New Year’s Resolutions for Records Managers

8 New Year’s Resolutions for Records Managers

Simple tips to make the most of your year

 
Know your aim this year, have a goal, and set meaningful deadlines towards getting to that goal.  Don’t have a goal yet?  Here are eight goals that we think are pretty good – take your pick or just use this list as a starting point to come up with your own.
 

 

8.  Hitch ERM to your executive’s top metrics

What are your executives really focused on?  Identify those metrics and then tie your Records Management initiatives to them.

Is your organization looking to reduce cyber risk? Great, that’s easy.  What if their primary goal is growth?  Digital modernization?  Improving workplace efficiency?  Managing costs?  With a little thought, you’ll find that your Records Management department matters to all these initiatives.  Find out what matters to your executives most, and then let them know that what you do matters to that goal.

 

7.  Build on your IT relationships

CIOs don’t always appreciate how essential Records Management is to the overall IT strategy of an organization. 

Remind them that the archives you build and maintain are the largest long-term knowledge and information stores in the organization.  That gives the archive real value as a data source for analytics and knowledge management, and high risk as a target of cybercrime – stuff that all CIOs care a lot about.

 

6. Spend time with the “front line.”

While you build Records Management systems, and try to apply them across the enterprise, you will probably feel some kickback.  It’s common to react with “Well, they don’t see the value of Records Management.”

But what if we’re missing something too?  Perhaps our plans don’t mesh well with how end-users do business!

If you want a successful ERM plan, sit with the front line on a regular basis to see how your plans interact with the work they do.  It will broaden your perspective, ensuring that your plans match reality.

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Over 7,000 RM, IT & IG professionals have already joined us!
 

5.  Go back to the “Why”

Why do you do Records Management?  It may sound silly, but not everyone can answer that.  Is it to reduce risk or is it to comply with legislation?  Is it to ensure that it’s possible to find important information easily?  Whatever the reason your organization has for Records Management, keep the reason front and center.  Focusing on “the Why” will provide you with important guidance for moving forward. 

 

4.  Learn some SQL

Most of the data you interact with on a daily basis is stored in SQL Databases.  SQL (Structured Query Language) is the lingua franca of all data and information specialties. It’s the backbone of software that stores our worlds information and records.  If you know the SQL language, that gives you a superpower.  Now you can interact with information at the foundation.  It’s like seeing the Records Management matrix.

 

3.  Prioritize Disaster Recovery

Disaster Recovery (DR) is the enterprise-wide version of saving your work.  Have you ever forgotten to save a document you were writing and lost the entire thing when the program crashed?  How much did that hurt? 

Now imagine that happening to your entire company. Yeah, that’s what it’s like when you haven’t built a disaster proof repository.

 

2.  Let someone else be the bad guy

An organization that never says “No” to a new project or new idea is an organization hurdling towards disaster.  Your organization needs someone to be the bad guy, shooting down ideas and expensive projects.  But, fortunately, that someone doesn’t have to be you. 

Instead, make sure to give yourself room to explore ideas about the future of your systems and department with an open mind.  It’s enough to come up with new ideas in the first place, without having to do the work of shooting some of them down too!

 

1.  Focus on your Team

Most problems in Records Management aren’t technical.  They aren’t budgetary.  They aren’t even the number of hours in the day.  Scientists across industry have run the numbers, and most business problems are talent problems. 

Make sure you focus on retaining the talent you’ve built and building up the talent you have.  Nothing else you do will pay as large of dividends as focusing on your team!

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com

Social Media Records Management

Social Media Records Management

Federally-compliant Records Management for Social Media

Since the first presidential tweet in January 2010, sent by then President Barack Obama, the medium has exploded as a way for government officials to make public announcements.  Since his inauguration in 2017, President Trump has made Social Media not just a means, but perhaps the means, for his office’s announcements.

This shift follows the trends at large, as Social Media overtakes print for the first time in global advertising revenue earlier this year. Traditional radio announcements, TV ads and print media, are still useful ways to reach out to the broader public, but many budgets simply can’t afford traditional media’s high-cost per impression, and its comparative effectiveness is increasingly up for debate.

Social media is now recognized as a powerful and inexpensive tool for engaging the public, to make announcements, and to educate, no matter what size the agency or their budget.  It’s no wonder that every agency and office up to the President has begun to leverage these effective tools for low-cost/high-impact outreach.   

But be forewarned — many agencies forget that Social Media posts constitute official government records and need to be managed according to the letter of the law. 

NARA Bulletin, ‘Guidance on Managing Social Media Records’
The Federal Records Act (44 U.S.C. 3301) defines Federal records as any material that is recorded, made or received in the course of Federal business, regardless of its form or characteristics, and is worthy of preservation. Social media content that meets this definition must be managed according to the applicable laws and regulations.” 

NARA makes the point very clearly, but it may underplay the concrete importance of Social Media as record.

As of March 2019, 73% of Americans interviewed by Pew Research Center report that they get some or all of their news from Social Media.  It’s clear that Social Media constitutes a strategically significant method for agencies to make announcements to the public, but if they’re going to use Social Media for official business they’ll have to align with NARA’s guidance.

Feith will ensure your social media presence remains compliant with all federal records regulations and guidelines.  Reach out today to learn more about our new Social Media archive solution, backed by our complete Government Records platform:  more-info@feith.com

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com

The Deadline is Approaching: OMB/NARA M-19-21

The Deadline is Approaching: OMB/NARA M-19-21

The US Government knew they needed to get a handle on the inefficiencies they experienced with paper records. Several factors influenced the decision to improve record management processes, including the business case need for electronic record keeping (ERK), and the alignment of ERK with the agency’s mission and strategic initiatives.

Additional factors, such as legal, statutory, and regulatory requirements also played a part in the verdict. Ultimately, agencies determined they needed a more up to date system for managing enormous amounts of records. 

To modernize government record keeping, NARA and the Whitehouse decided to create a new, 21st-century framework for government record management. In conjunction with their colleagues at NARA, the White House issued the NARA M-19-21 mandate.

By the end of 2019, Federal Agencies must manage all permanent  records electronically. By 2022, they must also manage temporary records the same way. This mandate applies to all electronic records, regardless of where they live. Although this law applies mostly to Senior Agency Officials for Record Management (SAORM), and Agency Records Officers, it’s essential that all government employees take proactive measures to safeguard records per this new policy.

According to the National Archives and Records Administration: Criteria for Successfully Managing Permanent Electronic Records, there are four high-level view components to successfully managing electronic records. The first criteria suggest administering company-wide polices that explain how employees are expected to manage electronic records. Next, to help with educating employees about record responsibilities, training programs should be enforced, and record requirements need to be considered throughout the development process to make sure that the selected automated system supports these requirements. Secure record keeping is vital, but agency employees should also be able to access records when needed. Furthermore, documents must be transferred to NARA in the appropriate format with the correct metadata.

In addition to high-level view components, there are also operational activities and universal electronic records management requirements that NARA recommends for successfully managing permanent electronic records. For example, at an executive level, agencies should regularly review record schedules to assess whether records have become obsolete or superseded, consult stakeholders to confirm the owners of permanent electronic records, and maintain the ERM system for the duration of their retention periods.

NARA cites several more examples, and agencies should visit NARA’s website to view the complete list of suggested activities and requirements. 

Feith’s experts can help guide M-19-21 compliance

For agencies who still need to digitalize and manage their records, the mandate’s deadline is swiftly approaching; the time to act is now. Agencies should consider Feith’s solution to help successfully digitalize and manage their records.

The Feith team has helped guide many agencies during their transition from paper to electronic records.  To learn more about how we can help tackle the mandate, contact the Feith team today!

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com

So you’re an “acquired” Documentum customer?

So you’re an “acquired” Documentum customer?

So you’re an “acquired” Documentum customer?

Documentum started in 1990, and quickly proved that it was a forward-looking company, a title it held for nearly two decades.  Several of the strategies Documentum developed helped to define the Document Management industry we have today.

Unfortunately, through several aggressive venture capital rounds, an IPO, and multiple acquisitions, the core of Documentum has eroded.  This proved truer than ever, when Documentum was scooped up by acquisition-hungry OpenText.

When your document management system is acquired by a publicly traded company, you are viewed as an opportunity for revenue growth.  OpenText needs to draw as much value as possible to justify their purchase to shareholders, which typically leads to:

  • dramatically rising prices;
  • reduced upgrade options;
  • promises of investment in the product which don’t materialize;
  • pressure to shift to a competing OpenText product;
  • employee churn of both product leaders and experienced programmers;
  • account management staff who are not familiar with your needs;
  • lack of long-term products vision; and
  • a loss of existing relationships with the vendor.

We would not like to be treated that way, and neither do you; so we’d like to give you an alternative.

In 1979, Don Feith started Feith Systems, a privately-held company.  We believe in personally knowing our customers, continued investment in advancing our products, and executive support for each one of our clients.  Feith’s customers are our cherished community, many of whom have been with Feith for 15+ years.

Talk to Feith if you never want to be an “acquired” customer again.

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com

Are your Repositories ready for GDPR?

Are your Repositories ready for GDPR?

Protect Data With Feith’s GDPR-ready Platform

In May 2018, the EU’s General Data Protection Regulation (GDPR) went into effect. Even though the EU established this law, the regulation applies to nations at a global level because of how integrated markets are with the EU.

Data controllers need to make sure they’re collecting and managing an individual’s data in the right way using a technology that supports GDPR compliance. The system needs to provide complete life-cycle management over this information and allow for easy accessibility while also providing a high-level of security. 

There are Five Key Metrics To Ensuring A GDPR-ready Platform

    1. Data accessibility: It’s important that organizations can access and locate data across their entire enterprise
    2. Advanced search and analyses: System should provide full visibility across all data repositories, including email, files shares, SharePoint, social media, and more. It should search even the largest enterprise data environments using complex queries such as boolean, wildcard, proximity, and nested search. Advanced search and analyses functionalities help organizations better understand their structured and unstructured data.
    3. Data retention: All data needs to be retained in accordance with GDPR regulations. Companies must also know and recognize who they’re retaining information for; this knowledge is vital because individuals must consent to having their information collected.
    4. Centralized management: The solution should aggregate data in a single repository accessible by your enterprise data controllers.
    5. Lifecycle control: The technology should support complete lifecycle management and defensible disposition.

Feith’s GDPR-ready platform provides organizations with an accessible, secure, and manageable system for capturing, storing and cleansing PII and other GDPR-relevant data. Feith keeps track of when a user accesses, views, edits, or acts on a document or data record. Further, it gives executives and managers access to review audit logs, making it easy to obtain information as needed. Through a secure website, users may even deliver audit information to external auditors.

From development to post-launch support, the Feith remains highly secure and prevents outside parties from gaining entry. Personal data protection is essential for GDPR compliance, and Feith makes it easy to identify PII across the enterprise, automatically-categorize it, perform auto-redactions, and protect that data where it lives.

Feith also grants users with full control over managing their data system. The system automates complex processes which improve the entire workflow from document creation to record declaration, and through final disposition and removal. These management controls enable companies to track information about archived documents and view insights into their data with reporting dashboards. 

Avoiding GDPR violations starts with taking proactive measures to secure your enterprise repositories; Feith can help. To learn more about Feith’s GDPR-ready platform, contact our team of experts today!

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Richard Long

Richard Long

Richard loves getting conversations started about the Big Ideas in Records Management and Information Governance. He helps run the Records Management University program, bringing great free content to information professionals. Got his start at Feith Systems in 2014 as Head of Training. He now runs the marketing group. Reach out to Richard with questions at rlong [at] feith.com