Coming Soon: DataBrief Radio

Coming Soon: DataBrief Radio

Information Management Live

From the people behind Records Management University:
DataBrief is a new kind of talk show for people who think differently.  Entertaining and thought-provoking conversation for information professionals who want to question the conventional wisdom of modern information management and technology.  Hear from tech contrarians and innovators about where things are going – no script, no soundbites, just technologists in search of some new ideas. 

Airing every other Tuesday at 2pm, coming this fall.

Register now

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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

VIDEO: DON Data Management – Creating Decision Advantage at the Speed of Mission

VIDEO: DON Data Management – Creating Decision Advantage at the Speed of Mission

Tom Sasala
Chief Data Officer
US Department of the Navy

“You can’t feed the algorithms if you don’t have data.”
— DOD Chief Data Officer

Great talk at Active Navigation‘s FEDSpace 2020 by the DON Chief Data Officer, Tom Sasala.  Active Navigation is a premiere Feith technology partner.

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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

VIDEO: The Path to an Electronic Records Management Solution

VIDEO: The Path to an Electronic Records Management Solution

Bimonthly Records and Information Discussion Group
Dedicated to the Improvement of Federal Records Management

The Path to an Electronic Records Management Solution Susan Little, CIO, US Access Board

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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

VIDEO: Using Geographical Dashboards in Records Management

VIDEO: Using Geographical Dashboards in Records Management

We will dig into how Feith Systems uses Geographical Dashboards and Lat/Long data to make sense of Documents and Records. 

Use any timestamp below to jump to that portion of the video! Introduction/Prerequisites – 0:00 Adding/Configuring a GeoMap Pod – 2:11 Adding hyperlinks to Pins – 4:28 Adding Custom Colors to GeoMaps – 5:12 Navigating/Searching in Maps – 7:01

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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

SBA’s Paycheck Protection Program (PPP)

Lender Support Technology

SBA - PPP Loan Document Processing

Paycheck Protection Program (PPP) document workflow. Capture all unstructured loan documentation:

  • Borrower Application Form
  • Payroll Records (IRS Form 940 / 941, W-2, W-3)
  • Benefits Information
  • Employee Proof of Nationality
  • Most Recent Lease or Mortgage Bill
  • Utility Bills

Receive from email or forms.  Track Expected Documents.  Send reminders.  Notify applicant to send missing documents.

Fully Auditable Document & Case Management

ready to help you Handle the Flood

With over 5.9 Million businesses in the United States, the Small Business Administration’s Paycheck Protection Program is expected to generate millions of applications for US Banks.

Feith Systems is a 40-year company with the experienced staff to help you during this emergency.

Handle the Evolving Challenge

What we can do for you

Capture Applicant Emails and Attachments

Securely store both applicant email and attachments from your shared SBA Loan / PPP inbox.

Capture directly from your Exchange server.

OCR scanned or photographed documents.

Assign and Track Applications for review

Customizable workflows to assign, review, approve and track PPP applications.

Notify and remind staff of due dates and expected documents.

bundle Documentation and Report to SBA

Bundle applicant documents, producing loan record to deliver to the SBA to help track loan forgiveness.

Scalable System, On our clouds or yours

Built to scale -- Feith can handle millions of applicant forms and emails a day.

Reach out immediately to connect to your existing systems. Integrate with Feith by just dropping files in a directory.

Quick PPP Form

Receive and store PPP form data from your clients.

Ensure that clients upload all required documents before submitting their application.

Securely store form responses in a searchable digital file cabinet, instantly assign it to the staff who needs to review it.

Evolve with the Challenge

The Feith Platform allows you to dynamically change your process as the challenges evolve.

Includes full web SDK, so your technical teams can customize as you go.

Are you ready for PPP?

Wherever you are in your process, we can help you get the rest of the way. Drop us a line to speak with an Adviser.

COVID-19: Records Management as a function of Business Continuity

COVID-19: Records Management as a function of Business Continuity

ERM in the time of Coronavirus

Many companies do not give adequate attention to their Business Continuity plans.  This is likely due to the “normalcy bias” — the assumption that a disaster is unlikely because the chance of any one disaster happening is low, and because one hasn’t experienced a disaster recently.

Why is it flawed?  Mere statistics. To illustrate: the probability of flipping a quarter ten times in a row and getting heads every time is extremely low, 0.09%.  However, if you try it daily for three years, it becomes almost certain that it will happen at least once.

Similarly, each possible cause of outage or disaster is individually unlikely.  But over a long period of time, many unlikely things add up to a certainty.  That some form of disaster (whether hurricane, cyber-attack, or epidemic) will occur is a “when, not if” situation. 

When a disaster does happen, 40 to 60 percent of effected businesses will never re-open according to research from FEMA.  Companies would be well advised to prepare for all identified risks. 

At the time of writing this, we may have just such an identified risk: the novel coronavirus SARS-CoV-2 (or COVID-19).  The Center for Disease Control and the Department of Homeland Security told businesses last week to begin preparing for disruptions due to an increasingly likely outbreak in the US. 

Records Management as
Business Continuity

FEMA lists a comprehensive records management plan as one of three most important recovery tools to deal with a disaster.

Why? It’s simple. An organization’s memory resides in its records.

Business continuity stretches from simple decisions like backups and DR software, to the steps that it takes to get a business back to a normal state.  First among those is the need to understand what normal consists of.  Our repositories are not just as an asset to protect during a disaster, but a system to help us know what needs to get done.

It is more likely now than ever that company leadership will proactively invest in business continuity projects.  If there was a time for Records Managers to make the case that RM is an essential part of a company’s Business Continuity planning, it is now.

An Electronic Document and Records Management System (EDRMS) strategy supports your Business Continuity efforts, getting you back to “business as usual” as quickly as possible. 

If you’re ready to bring Records Management into your Business Continuity planning, here’s some questions to ask yourself:

1. How will our employees access their records if they must work from home?

During a major outage, employees will need to have access to their regular working files to stay productive. Electronic Document and Records Management systems allow your employees to continue working off-site, while protecting your content through fine-tuned ABAC and RBAC permissions.

2. Are manual processes putting us at a higher risk?

During a disaster, employees may be unable to perform their normal duties: manual processes that weren’t explicitly documented are lost without their presence or experience.  A complete records repository means that you can recover these lost processes by examining the files and communications employees produce surrounding them.

Modern ERM systems support the creating of Forms and Workflows on the fly.  During a disaster, being able to structure your processes digitally means faster time to recovery, maintaining continuous operations even with a workforce working out of office.  This supports conducting business and delivering services efficiently, even during disruptions.

3. Is our data digitized, archived and backed-up properly for Disaster Recovery situations?
Records Management systems will capture your documents and data, replicating them to disaster-safe storage.  With Disaster Recovery mechanisms in place for Records Management systems, major outages are unlikely to result in significant data loss.
Modern ERM systems allow for easy integration with your LOB servers and platforms, meaning you can support Disaster Recovery objectives even for systems that are not natively DR-ready.

4. How can we stay compliant during disasters?

Having a complete records system makes tying up the loose ends during and after any outages or disaster recovery situations much easier. This includes proving losses and damages for insurance claims with documentation, as well as monitoring for fraud.

During and after a disaster, organizations will need to prove their compliance with regulation and law, all while showing that they took the necessary steps to reduce loss of life or damage to property.  This is essential from both a legal standpoint, as well as a Public Relations one.

The message is clear: 
Records Management is a critical Business Continuity initiative. To ensure your company has a comprehensive plan, make sure they see the critical role of Records Management. The steps you take today will keep critical processes operational during a crisis, reduce process downtime, and reduce the risk your company faces.

Extra Credit Reading:  The Australian Capital Territory produced a significant guide to Records Management and Business Continuity back in August 2008.  It’s as relevant 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

The SITCAR Model: Privacy in Content

The SITCAR Model: Privacy in Content

Taking control of Enterprise Data Privacy for Documents, Records and Emails

One of the most critical repositories of PII (Personally Identifiable Information) at your organization are your content servers, email servers, and line of business systems.  However, these systems are often ignored by privacy professionals in exchange for data-specific systems like a Sales CRM, Marketing Database, or Cellphone App.   This doesn’t give the whole picture.

These systems absolutely contain private information, and lots of it.  Information like Name, Phone Number, Email address, Location, and more.  That information is GDPR and CCPA relevant and constitutes risk to your organization.

 

However, compared with your Content Repositories, that risk is small.  In our experience, the highest risk PII for most organization reside in Documents, Email, and other forms of Content.  It resides in unstructured data.

Consider, for example, the documents that your company stores in your HR document repository.  That repository contains very private health information, employment status, background investigation results, income, Social Security numbers, HR issues, citizenship status, Life insurance information, performance status, and more. 

And your HR system is not unique in this respect.  Consider the private information stored in your contracts system.  Consider the Intellectual Property and other forms of private information passed between your employees and clients by email.

It’s essential to take a quality, not quantity, approach when developing a Privacy Strategy at your organization. In our experience, when it comes to sensitivity for most organizations, content reigns supreme.

SITCAR:
Secure, Identify, Tag, Control, Audit, Remove

When dealing with PII in Content, the strategy required is slightly different from dealing with PII in Data. 

Feith Systems developed The SITCAR Model for privacy control and compliance projects.  The model defines the six major steps and concerns when dealing with privacy in content systems, and clarifies how Feith Systems uses our software to help clients solve the privacy in content problem.


S: Secure
Security should always come first.  Other steps in privacy control mean very little absent adequate security.  This means the steps we’ve come to know, like Encryption in Motion and at Rest, and using Alerts to notify of unusual downloading or viewing behavior.  

It also means steps that not all organizations have adopted, like ensuring that your Content Repositories vendors undergo adequate code review, threat modeling, and can ensure Data Integrity. 

I: Identify
PII that you don’t know that you have, that you have not identified, can constitute a major risk.  If you don’t know that you have it, it will be hard to control.  Taking inventory of your systems and the PII therein is key. 

Data Discovery technologies, like Feith’s, can help you determine where to focus your energy, and can help you with Data minimization / ROT reduction before you begin tagging that data.

Feith uses our Auto-Categorizer engine for this step, helping us identify basic structured information like Phone Numbers, SSNs, as well as more complicated unstructured PII by identifying records by type (e.g. Background Investigations, Income Documents).

T: Tag
After you’ve identified the relevant content, the next step is to Tag it.  Tagging the PII with Metadata values allows us to deal with it programmatically.  Without tags, all PII would need to be dealt with manually. Those tags can include the sensitivity level of the information, the nationality of the data subject, or the category of information.

C: Control
Having tagged the content makes it possible to control and secure it.  Feith builds roles with access to only certain tags.  A kind of Security Keyword profile.  So, for example, you may want to limit documents tagged EU Data Subject to employees in the EU — by building a profile with access to that keyword, you can control that PII.

A: Audit
Auditing is made up of a few different parts:

  1. Provable data integrity and data accuracy
  2. Tracking employee access and actions
  3. The ability to respond to data requests
  4. The ability to document compliance
Feith is able to do this, because they audit every field in system — a requirement of the DoD 5015.02 standard.
 

R: Remove
Last but not least is the ability to remove the PII.  For Feith, this means being able to handle Data Retention and Records Management.  It also means being able to Securely and Automatically Redact information, which makes it possible to keep up with Data Subject Right to Forget requests.

 

Much of the information that you collect about your clients, partners and employees constitute PII.  Not only are there laws and regulations that define how you control and manage that information, but that PII can also constitute a legal risk to you. PII, or Private Identifiable Information, that is leaked in a breach or inappropriately maintained can come with large fines or damage to your brand.

Feith’s SITCAR model can help you take control of PII in your content.  If you’re interested in learning more about how Feith Systems has helped organizations like yours deal with Privacy in their Content, reach out 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

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

 

Free   |   Live or On-Demand   |  5 CRM Credits

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

 

Bonus update!:

Special thanks to Katherine for sharing these.

 

Thank you for sharing these with us Michael.



Thank you, Carolyn.  These are great!


 


 

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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
Categories Fun

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