Video: Transform the Agency, with RMA IQ

Video: Transform the Agency, with RMA IQ

Video: Transform the Agency, with RMA IQ

Describing DeCA’s successful project, Mr. Deasy celebrated the agency’s “successful transition to electronic records with a fully integrated, fully automated, and cost savings records management solution that fosters rapid information sharing across the Defense Commissary Agency.”

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Richard Long

Richard Long

"This is an incredible software company with 40 years of pushing the envelope in information technology, and I couldn't be happier to be a part of it. If you have valuable information that is getting lost, is disorganized, separated into too many separate systems, or just isn't bringing value to your organization's mission, you should reach out to Feith." - Richard Long

Defense Commissary Agency’s rollout of Feith RMA IQ receives prestigious DoD CIO Award

Defense Commissary Agency’s rollout of Feith RMA IQ receives prestigious DoD CIO Award

FOR IMMEDIATE RELEASE

WASHINGTON, DC 

Pentagon leadership has awarded the Defense Commissary Agency with the prestigious DoD CIO Award for their world-wide rollout of the Feith Systems electronic records management platform, RMA IQ.

The DoD CIO Awards Program recognizes outstanding achievements in Digital Modernization from across the Department of Defense.

“The recipients of this award have demonstrated how technology truly enables our nation to perform critical missions despite the COVID-19 global pandemic,” said the Honorable Dana Deasy, Chief Information Officer of the DoD, introducing the awards.

This year the DoD CIO leadership selected Feith customer DeCA as the winner of the Electronic Records Management modernization award.

A team of eighteen from the Defense Commissary Agency were recognized at the Pentagon for their successful rollout of the Feith ERM platform.

Describing DeCA’s successful project, Mr. Deasy celebrated the agency’s “successful transition to electronic records with a fully integrated, fully automated, and cost savings records management solution that fosters rapid information sharing across the Defense Commissary Agency.”

Director of DeCA’s IT Management and Oversight directorate, Neville Gallimore, celebrated the win with the directorate, “It took a team effort from multiple functional areas and the IT Group to achieve one of the core pillars of our congressionally mandated IT modernization goals.”

“We are extremely proud of DeCA’s accomplishment winning this well-deserved award, especially during the COVID outbreak when IT Modernization was so critically important. We couldn’t be prouder to have been a part of it. We’re continuing our important work ensuring agencies are compliant with M-19-21 and becoming the standard for Federal Electronic Records Management.” said Daniel Feith, Executive Vice President of Feith Systems.

You can watch the presentation of the award here:
https://dodcio.defense.gov/

Learn more

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Kris Pettie

Kris Pettie

Kris is Feith’s Principal Government Business Analyst who provides analysis, sales engineering, proposal development, oversight of compliance with government contracting, and records management policy expertise for Feith's Government Division. Kris brings over 15 years of experience in government management consulting and policy analysis. Kris is a contributor to Feith’s Records Management University and continually seeks out new ways to engage and empower Feith’s government customers.

Video: DON Data Management

Video: DON Data Management

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

"This is an incredible software company with 40 years of pushing the envelope in information technology, and I couldn't be happier to be a part of it. If you have valuable information that is getting lost, is disorganized, separated into too many separate systems, or just isn't bringing value to your organization's mission, you should reach out to Feith." - Richard Long

Checking the Forecast on Government Cloud Contracts

Checking the Forecast on Government Cloud Contracts

Government in the Cloud

In November 2010, OMB announced the US Federal Government’s first Cloud First policy.

Jeff Zients, CIO of OMB at the time, said this:
“What this means is that going forward, when evaluating options for new IT deployments, OMB will require that agencies default to cloud-based solutions whenever a secure, reliable, cost-effective cloud option exists,”

President Trump’s Executive Order 13800, further directs agency heads to show preference in procurement for shared services, with a focus on cloud services.  OMB shortly after published the “Cloud Smart” proposal which has sought to open mature commercial cloud services to federal customers by eliminating rules which stifled these initiatives.

Both the DoD and IC have invested heavily in making these cloud strategies a reality by leveraging the government’s bulk purchasing power in the JEDI and C2S contracts.

Joint Enterprise Defense Infrastructure

The force is strong with Microsoft after winning the heavily contested JEDI contract on October 25th, 2019.  The 10-year, $10 billion dollar deal is the biggest information technology procurement in government history.  Amazon Web Services was widely considered the front runner for the award, making the decision a disputed one.  The contract process continues to be under review by the DoD’s inspector general and is currently stuck in federal court.  Experts inside DoD remain confident that the project will move forward as planned.

The major focus of the initiative is to modernize the country’s warfighting operations.  Microsoft is tasked with overhauling DoD’s entire IT infrastructure, creating a world-wide responsive network. The first step in the project is centralizing everything on one cloud. In the words of DoD’s Acquisition Chief Ellen Lorde, “We are, no kidding, right now writing the contract to get everything moved to one cloud to begin with and then go from there.” 

Military officers have stood their ground that JEDI is needed to give DoD IT systems a much needed advantage. By driving speed to implement new systems, disaster recovery technology, and ease of provisioning systems, DoD hopes gain the upper hand through cloud infrastructure.

“The National Defense Strategy dictates that we must improve the speed and effectiveness with which we develop and deploy modernized technical capabilities to our women and men in uniform,” the Department of Defense CIO Dana Deasy noted. “The DoD Digital Modernization Strategy was created to support this imperative. This award is an important step in execution of the Digital Modernization Strategy.”

C2S (Commercial Cloud Services)

In August of 2014, CIA awarded a $600 million dollar contract to Amazon Web Services for 10 years of work.  AWS assisted the organization in building a private cloud computing setting within the secure firewalls of the intelligence environment.  The demands of the project were that it promoted greater integration, information sharing, and information safeguarding through a common IT approach that substantially reduced costs. The long-term goal was to keep up with emerging technologies like big data in ways not previously possible. 

The contract exceeded expectations and is widely considered by CIA as a success, having a material impact on both CIA and the IC at large with the potential to benefit other departments as well. 

According to John Edwards, CIO of CIA, “It used to take CIA 180 days to provision a single server. We got that down to 60 days, and thought, ‘we’re doing pretty good.’ Now through AWS and C2S, we’re down to minutes. That’s amazing.” 

C2E (Commercial Cloud Enterprise)

The 2014 Commercial Cloud Service contract worked so well that CIA is now hungry for more.  As of February 2020, the contract is a pending acquisition worth potentially tens of billions of dollars.  There is no word yet on a future deadline, but a decision could be made as early as September 2020.    The intelligence community needs to adopt a multi-cloud ecosystem with different levels of classifications based on content.  The goal of this acquisition will be to use different CSP’s unique specializations in technology, cyber security strategy, and services. 

The statement of work notes that “The IC requires an integrated, interoperable cloud ecosystem that promotes mission success through reliable, available, dynamic, and innovative information technology services with secure access to functions, capabilities, and data anywhere, anytime, and under all conditions.  Based on the IC strategic plan, the IC will leverage Government and multiple commercial cloud capabilities that are interoperable and support workflows within and across multiple security fabrics. The goal is to maximize rapid reuse of data and sharing of data in mission systems to support these capabilities.”

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Shannon Heim

Shannon Heim

Helping others is what Shannon loves most, making her a great fit for outreach at Records Management University. She is in charge of credits and certificates as well as the RMU email account. When Shannon isn’t talking with students, she edits the on-demand classes to make them as high quality as possible.

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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Kris Pettie

Kris Pettie

Kris is Feith’s Principal Government Business Analyst who provides analysis, sales engineering, proposal development, oversight of compliance with government contracting, and records management policy expertise for Feith's Government Division. Kris brings over 15 years of experience in government management consulting and policy analysis. Kris is a contributor to Feith’s Records Management University and continually seeks out new ways to engage and empower Feith’s government customers.

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

"This is an incredible software company with 40 years of pushing the envelope in information technology, and I couldn't be happier to be a part of it. If you have valuable information that is getting lost, is disorganized, separated into too many separate systems, or just isn't bringing value to your organization's mission, you should reach out to Feith." - Richard Long

Feith in the Government Cloud

Feith in the Government Cloud

We are proud to have partnered with Amazon Web Services to offer Feith in the Cloud, our SaaS environment available with all the security
and functionality you expect from Feith Systems.  We have always provided a class-leading Enterprise Content, Document Imaging and Records Management platform designed with Government in mind.  And now, by implementing Feith for SaaS through GovCloud or C2S on Amazon Web Services you will have access to our one-source solution without the need to install software on-site, patch, or update applications, purchase or support hardware, or perform nightly backups.

Feith in the Cloud includes:

  • Full access to the Feith platform
  • Full database and server support
  • Full system back-up
  • Hardware, storage and database
  • Disaster Recovery Services

AWS makes it easy for the IC to discover, purchase and deploy software packages and applications. 
Feith is one of the Independent Software Vendors that can list on AWS.  AWS makes it easy to procure services and deploy them.

AWS has contracted with the Intelligence Community through the “Commercial Cloud Services” vehicle (C2S), allowing AWS “over the fence” and into the IC.  GovCloud ensures that government customers are compliant with all applicable policies.

Cloud Computing for the US Intelligence Community

Amazon Web Services offers its full platform of services to the Intelligence Community, up to Secret U.S. security classification level.  The AWS Secret Region is assessed for security compliance under the Director of National Intelligence, Intelligence Community Directive and National Institute of Standards and Technology.

Compliance for the US Government

AWS GovCloud allows for government customers and partners to comply with multiple government security polies.  GovCloud addresses security and compliance issues faced by government agencies using the cloud.

Feith is dedicated to providing our entire platform through your browser.  That means you can run in the cloud without worrying about the costs or security implications of manual software installations and upgrades.  You’ll be able to perform tasks, review documents, search the archive and visualize all without installing a thing.

The best way to provide value for your organization is a single, integrated and rock-solid solution that incorporates key ECM technologies: electronic content capture, records management, workflows, reporting, case management, task management, legacy integration and evolving security.  While each of Feith’s technologies are powerful tools on their own, the integrated Enterprise suite is where everything
comes together.

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Kris Pettie

Kris Pettie

Kris is Feith’s Principal Government Business Analyst who provides analysis, sales engineering, proposal development, oversight of compliance with government contracting, and records management policy expertise for Feith's Government Division. Kris brings over 15 years of experience in government management consulting and policy analysis. Kris is a contributor to Feith’s Records Management University and continually seeks out new ways to engage and empower Feith’s government customers.

Universal ERM Requirements

Universal ERM Requirements

The Universal ERM Requirements serve as a resource for agencies looking to use a technology solution to assist with managing their records. By referring to these guidelines, agencies can determine what ERM functions are critical, while also considering their personal needs and financial priorities.

Agencies should refer to this document when they’re deciding on an ERM system. The protocols are broken down into “must have” and “should have” recommendations, and agencies must make sure their ERM system, at least, complies with the “must have” requirements.

With the M-12-18 deadline approaching, agencies who haven’t tackled their electronic records yet should consider the solution offered by Feith Systems & Software Inc. The Feith team of subject

matter experts have guided countless government agencies during their transition to managing electronic records across their lifecycle. Furthermore, Feith’s software ensures that agencies comply with both NARA’s Must Haves and recommendations – Feith supports every requirement of the new Universal ERM Requirements.

Here are some examples of how Feith’s system can help your agency align with NARA Universal ERM Requirements:

NARA Recommendation:

“The record system must have the ability to prevent illegal access, alteration, or deletion of records.”

  • Full Attribute-Based and Role-Based Access controls for every document and data row in the system.
  • Set legal-holds to prevent deletion of records.
  • Meets the DoD 5015.02 standard for managing controlled, classified, and sensitive documents.

How Feith Helps Agencies Align With This Requirement:

“Any actions changing the level of access, altering the record, or changing the location of the record must be documented and tracked into an audit log.”

  • The Feith platform contains a full audit-trail of every change in the system. No action in the system flies under the radar of the audit system.
  • Full system log contain who, what, when, where, and how a setting or piece of metadata was changed.
  • Track and dashboard individual users, groups, roles, and their respective actions.

“Records of current and former employees must be managed in a manner that supports searching in response to information requests, including FOIA and agency business needs.”

  • Full-text and content search across all documents, including emails and their attachments.
  • Adjust search parameters to simplify search processes.
  • Advanced search allows Power Users to find things in creative ways.

“Ensuring usability of records includes converting records to usable formats and maintaining the link between the records and their metadata through the conversion process.”

  • Captures records in their native formats, but will also generate readable PDF formats for web review, redactions, and production for legal.
  • Transfers files in correct file format and with complete metadata to NARA.

“Ensuring usability of records includes carrying out system upgrades of hardware and software while maintaining the functionality and integrity of the electronic records created in them.”

  • Maintains records for entire lifecycle.
  • Whether On-Premises or in the Cloud, the system is easy to upgrade, and the records are provably secure throughout the process.

Government agencies should make sure their ERM system adheres to the Universal ERM Requirements established by NARA; Feith’s solution makes it simple for agencies to comply with these regulations.  

To learn more about how Feith helps agencies meet the NARA M-12-18 mandate and Universal ERM requirements, contact the Feith team!

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Kris Pettie

Kris Pettie

Kris is Feith’s Principal Government Business Analyst who provides analysis, sales engineering, proposal development, oversight of compliance with government contracting, and records management policy expertise for Feith's Government Division. Kris brings over 15 years of experience in government management consulting and policy analysis. Kris is a contributor to Feith’s Records Management University and continually seeks out new ways to engage and empower Feith’s government customers.

Case Study: Big county Using Feith’s Physical Records

Case Study: Big county Using Feith’s Physical Records

Problem: One of the most Populous Counties in the U.S.  needed a better system for managing their records

Members of this county perform essential administrative functions such as registering voters, supervising elections, keeping records, providing police protection, and administrating health and welfare services. Storing and managing their boxed records consumes much of their time, however, and the paperwork continues to pile up. Not only is it their job to maintain hundreds of documents, but they must also keep track of these files. It’s an enormous amount of paperwork to support.

Although they had a system in place for managing these records, they experienced several problems with it. First, their existing system didn’t provide them with enough user licenses. Agencies outside of their county had to fill out a paper form whenever they needed to check out a box. Another problem they encountered was with destroying boxes. They kept retention schedules based on the contents of the boxes, but it was a tedious and manual process of sorting through and finding the correct files. 

A third problem arose from how they were tracking records and communicating with agencies. This county was sending spreadsheets through email to monitor and communicate this crucial information. However, this method required them to reenter new data into their online database. With email communication, it sometimes took a long time to hear back from agencies too. A final problem they encountered was with the high cost. Their inflexible record management software didn’t perform up to their standards. Ultimately, this county decided that to improve their workflow they needed new software that could solve these challenges.

Feith’s Solution:  The Project

The first step began with a discovery phase. The Feith team wrote up a functional solution design document (FSD) that listed any configurations or changes that were going to be made. Next, to better understand the workflow and logistics needed for uploading 45,000 boxes of records, the Feith team arranged for an in-person meeting at the client’s location. Once on-site, they spoke with end users and then developed a solution to meet the client’s exact specifications.

With Feith’s software, this client will receive better record management, improved reporting, and greater transparency. For example, their communication with outside agencies can now occur through a simple workflow instead of through email. And all their conversation will be in a single location which means they won’t have to search through a cluttered email inbox to see if they received an approval message. Dashboards will give them increased insights into their data. From a glance, they’ll be able to determine which boxes need approval and which need destruction. Moreover, when they’re ready, they can streamline their workflow even further with Feith’s electronic record management solution.

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Katherine Long

Katherine Long

Feith Systems brings leading Records Management software to GSA Schedule 36

Feith Systems brings leading Records Management software to GSA Schedule 36

Feith Systems brings leading Records Management software to GSA Schedule 36

WASHINGTON DC (2018) — In an effort to increase the access and availability of their records management platform within the US Federal Government, industry-leaders Feith Systems and Software, Inc. have signed on to the GSA’s popular new Schedule 36 (51 600) for Records Management solutions.

The General Services Administration’s updated Schedule 36 seeks to modernize procurement for electronic records management software.

As Feith is now the only Department of Defense 5015.02-certified records management system on Schedule 36, the move to adopt the new category was particularly important to departments and agencies dealing with classified records workloads.

The GSA began moving critical Electronic Records Management software and services under Schedule 36 at the end of 2017. As the Dec. 31st, 2019 deadline of the Managing Government Records Directive quickly approaches, this and other moves to highlight Electronic Records are imperative.

Further, establishing an electronic records management program becomes increasingly important as NARA announced intentions to stop accepting paper-based records in 2022.

At the request of several organizations in the Department of Defense and Intelligence Community and in an effort to simplify procurement of their software, Feith Systems has decided to adopt the new schedule, and finalized a move onto Schedule 36 as of November.

The new schedule provides vendor certification for most of the major areas of Records Management: desktop applications, electronic messages, social media, cloud, digital media, databases, shared drives, and engineering archives. With Feith’s unique ability to support all of these major areas, this was viewed by Feith executives as a strong argument for moving to the new schedule since it emphasizes Feith’s strength across records domains.

As Feith is now the only Department of Defense 5015.02-certified records management system on Schedule 36, the move to adopt the new category was particularly important to departments and agencies dealing with classified records workloads.

For more information about the new GSA Schedule 36 SIN 51 600, navigate here.

Learn how Feith helps over 30 federal organizations with document and records management. 

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Kris Pettie

Kris Pettie

Kris is Feith’s Principal Government Business Analyst who provides analysis, sales engineering, proposal development, oversight of compliance with government contracting, and records management policy expertise for Feith's Government Division. Kris brings over 15 years of experience in government management consulting and policy analysis. Kris is a contributor to Feith’s Records Management University and continually seeks out new ways to engage and empower Feith’s government customers.