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USDA Adopts the Feith RMA iQ Platform

USDA Adopts the Feith RMA iQ Platform

Press Release: USDA Adopts the Feith RMA iQ Platform

FOR IMMEDIATE RELEASE

Washington, DC (September 20, 2022) – Feith Systems & Software, Inc. is pleased to announce that it has been selected by the United States Department of Agriculture (USDA) to provide its Records Management Application (RMA) solution, Feith RMA iQ.

USDA is the latest federal agency to adopt Feith’s RMA platform, which will be used enterprise-wide to manage the lifecycle of the agency’s electronic and physical records.

“We are thrilled to have been selected by USDA for this important project,” said Dan Feith, Executive Vice President of Feith Systems. “Our RMA platform is the most flexible and user-friendly on the market, and we are confident that it will help USDA improve its records management processes and compliance with federal regulations.”

The Feith RMA solution was selected following a rigorous evaluation process that included a comprehensive review of the agency’s records management requirements. Feith’s RMA platform met all of the criteria established by USDA, and the agency is now in the process of deploying the solution across its organization.

“This is a major win for Feith, and we are proud to have our RMA solution selected by another federal agency,” said Charlie King, CIO of Feith Systems. “Our RMA platform is the result of years of research and development, and we are confident that it will help USDA streamline its records management processes and improve compliance.”

The Feith RMA platform is a web-based solution that provides users with a central repository for all of their electronic and physical records. The platform includes features such as:

  • A drag-and-drop interface that makes it easy to add, modify, or delete records;
  • A search function that allows users to quickly locate specific records;
  • The ability to generate reports and export data for analysis;
  • Workflow feature allowing the user to track progress of individual items through each stage its life cycle.

The Feith RMA platform is also compliant with a variety of federal regulations, including:

  • The Federal Records Act (FRA)
  • The National Archives and Records Administration’s (NARA) General Records Schedule (GRS)
  • The Presidential Records Act (PRA)

About Feith Systems & Software

Feith Systems & Software, Inc., founded in 1979, is the United States’ leading supplier of Records Management Applications to the federal government and commercial entities with high security requirements. Feith solutions are used by organizations around the world to manage physical and digital records, streamline business processes, and improve compliance with regulations.

For more information, please visit www.feith.com or contact us at more-info@feith.com.

Press Contact:
Richard Long
Feith Systems & Software
(267) 464-6416
rlong@feith.com

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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.

Library of Congress goes live with the RMA iQ Platform

Press Release: Library of Congress goes live with the RMA iQ Platform

FOR IMMEDIATE RELEASE

Washington, DC (October 1, 2021) – Feith Systems & Software, a leading provider of records management software (RMA), announced today that their RMA iQ software has achieved Authority to Operate (ATO) on AWS and gone into production at Library of Congress (LoC). This means that Feith RMA iQ is now being used by LoC to manage electronic records in compliance with National Archives and Records Administration (NARA) standards.

“We are thrilled to have our RMA iQ software in production at Library of Congress,” said Dan Feith, Executive Vice President of Feith Systems & Software. “This implementation is a testament to the hard work of our team and the flexibility of our software. We are honored to play a part in helping the Library manage their vast collections of electronic records.”

Authority to Operate is the formal approval required for any information system that will be used to process, store, or transmit government data. The ATO process is designed to ensure that information systems are secure and compliant with all relevant laws and regulations. The process of achieving ATO for a Records Management system can be lengthy and difficult due to the number of integrations required, but Feith’s team was able to streamline the process and achieve ATO in just eight months.

“Going live with the Library is a major accomplishment, but it’s only the beginning,” said Feith. “We will continue to work closely with them to ensure that their records are managed effectively and efficiently with RMA iQ under this IDIQ.”

RMA iQ is Feith’s web-based records management software that helps organizations track, manage, and preserve their electronic records in compliance with NARA standards. RMA iQ is used by federal, state, and local governments, as well as corporations and other organizations, to manage millions of records.

The RMA iQ platform achieved ATO on Amazon Web Services (AWS) in compliance with Federal Information Security Management Act (FISMA) Moderate controls. RMA iQ is also compliant with the Department of Defense 5015.2 Standard for Electronic Records Management Software Applications and Systems.

About Feith Systems & Software

Feith Systems & Software, Inc., founded in 1979, is the United States’ leading supplier of Records Management Applications to the federal government and commercial entities with high security requirements. Feith solutions are used by organizations around the world to manage physical and digital records, streamline business processes, and improve compliance with regulations. Feith is the only American owned and operated company that is certified to operate at all levels of the DoD 5015.02 standard. For more information, please visit www.feith.com or contact us at more-info@feith.com.

Press Contact:
Richard Long
Feith Systems & Software
(267) 464-6416
rlong@feith.com

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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

DD Form 2875 Update, May 2022

DD Form 2875 Update, May 2022

After 13 years, the DD 2875 SAAR form has been modified by the Federal government to include additional fields.

What is a SAAR form?

Department of Defense’s System Authorization Access Request (SAAR) form, or DD Form 2875, is used to request access to computer systems.  The SAAR form includes:

  • The name, title, and contact information of the individual requesting access
  • The name, title, and contact information of the supervisor
  • The reason for requesting access to the system
  • The level of access requested

Once the SAAR form is completed and signed, it must be submitted for approvals. Approvers can be the owners of the information requested, the Information Assurance group, and the Security Manager.

 

How does Feith handle SAAR forms?

Historically, agencies handled the DD 2875 process with paper forms.  Now, Feith Systems has developed entirely electronic forms and workflows to manage the SAAR process.

  • An online form that can be completed and submitted electronically
  • Feith’s Workflow routes the SAAR to the appropriate authorities for approval
  • Electronic authorization is issued to the individual once access is approved
  • Feith maintains a complete list of authorizations requested per user and per system

It starts with a simplified online version of the SAAR form.  Known fields fill automatically.     

Once the requestor fills in and signs their portions of the form, Feith converts it into a working Adobe PDF file.  Workflow sends the SAAR the right person or people for signature with their CAC Card. 

Powers of authority can then either approve or deny the staff member’s request.  If they deny it, Feith sends the form back for corrections.  If the power of authority approves it, Feith marks the requestor as having access to the system or information requested.  The system saves each version of the SAAR form for auditing purposes and keeps a record of every action taken on it.

Feith’s SAAR solution keeps a running list of all the groups, systems, and information a staff member has access to throughout their time at the organization.  When the person leaves the agency, Feith makes it easy for IT to deactivate them everywhere.

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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.

Feith RMA iQ selected for Department of Labor’s enterprise Records Management program

Press Release: Feith RMA iQ selected for Department of Labor's enterprise Records Management program

FOR IMMEDIATE RELEASE

Washington, DC (April 28, 2022) – Feith Systems & Software, a leading provider of integrated software solutions for Records Management, announced today that its RMA iQ platform has been selected by the United States Department of Labor (DOL) as the foundation for their enterprise Records Management program.

DOL’s selection of Feith underscores the company’s leadership position in providing innovative solutions that meet the complex needs of government agencies.

The Department of Labor’s Records Management program is responsible for managing a vast array of records, which includes personnel files, email, case files, and more. The records span a wide range of formats including paper, email, audio, video, and images.

With Feith’s RMA iQ platform, the Department of Labor will be able to manage all of its records in a single, unified system. The platform’s comprehensive suite of features includes document and records management, workflow, business process management, and case management.

RMA iQ will help the Department of Labor to fulfill regulatory requirements such as the Federal Records Act, NARA guidance, UERM, and M-19-21. The software provides employees with easy access to information they need whenever they need it, thereby improving efficiency.

“We are honored to have been selected by the Department of Labor for this important project,” said Don Feith, President and CEO of Feith Systems & Software. “Our RMA iQ platform is proven to meet the demanding needs of government agencies, and we are committed to providing the Department of Labor with the best possible solution for their Records Management needs.”

About Feith Systems & Software

Feith Systems & Software, Inc., founded in 1979, is the United States’ leading supplier of Records Management Applications to the federal government and commercial entities with high security requirements. Feith solutions are used by organizations around the world to manage physical and digital records, streamline business processes, and improve compliance with regulations. Feith is the only American owned and operated company that is certified to operate at all levels of the DoD 5015.02 standard. For more information, please visit www.feith.com or contact us at more-info@feith.com.

Press Contact:
Richard Long
Feith Systems & Software
(267) 464-6416
rlong@feith.com

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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

Improving FOIA Software by Aligning Agency Goals

Improving FOIA Software by Aligning Agency Goals

It is critical for agencies to come together to form FOIA technology standards and alignment. Feith is dedicated to bringing Federal FOIA leadership together to have broad discussions about what they need, and what is available in the market.

Last spring, Feith took our first step to help drive that alignment in how our customers process FOIA requests. Feith FOIA customers came together for a roundtable discussion about FOIA process requirements between the DoD, Intelligence Community, and VA. Our FOIA SMEs delved deep into the unique needs of our agencies, and developed strategies to incorporate that feedback into our FOIA software.

Feith was ecstatic to see new progress towards the goal of standardizing FOIA this year. In the last month Feith was invited to participate in both the Chief FOIA Officer Council’s NexGen FOIA Technology Showcase, and the EPA’s FOIAonline workshops. These events allowed Feith and other FOIA vendors to present technology and ask questions of federal FOIA leaders. We gained insight into what the agencies are trying to accomplish and how we can continue to improve and automate as much of the process as possible.

Feith is looking forward to continuing this productive process with a wider variety of agencies. While no one-size fits all standard will ever work for FOIA; ideally, we can partner with agencies, move forward towards alignment by establishing overall goals, needs, and methods for agencies, and create ever more innovative FOIA management solutions.

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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.

NARA Releases Machine-Readable GRS

NARA Delivers Holiday Gift in the Form of a Machine-Readable GRS

An accurate and up-to-date Agency Records Management File Plan has always been and continues to be a necessary tool in the Records Management toolbox.  It provides specific guidance to bureaus and offices to ensure that all employees properly manage records under their care and control.

Maintenance of that Agency Records Management File plan also represents a continuing challenge.  Trying to keep the mix of existing GRS categories, disposition instructions, transmittals of GRS updates, and requests for Agency specific categories (in the form of SF 115s) accurate has always been a serious and time-consuming challenge.

Of late, Records Management automation was made much easier and efficient through the introduction of the Holiday Gift from NARA, specifically the machine-readable version of the General Records Schedule in comma separated value (CSV) format.  Since the CSV format is software agnostic, agencies have been enabled to convert data fields as needed for implementation in their specific applications.

With this modern version of the GRS as a holiday gift, agencies and Records Management software providers can ensure that their automated file plans are current, accurate, and maintainable.

Many thanks to our friends at NARA for this timely and modern holiday present.

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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.

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: 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

Protecting FCI and CUI – Federally Compliant Record Repository

Protecting FCI and CUI – Federally Compliant Record Repository

Duration: 22 Minutes
Industry:  Government
Speaker:  Ray Davis

Conducting business with the government and its agencies comes with requirements.  The requirements to manage FCI and CUI are growing.  It started with the requirements of NIST 800-171 and has expanded to FAR 52.204-21 and FAR 4.7.  But the changes don’t stop there.  We’ll dive into the CMMC, the Cybersecurity Maturity Model Certification. This is a new certification that has eliminated the federal contractor self-assessments in favor of a 3rd Party Assessment to ensure your compliance.  Yes, you’re going to have to pass an assessment now!

Along with that we’ll discuss how to properly store your sensitive FCI and CUI. Storage isn’t a one-day thing.  You’ll need to manage the storage of your records through the entire information management lifecycle. Once you bring your records into the system, you’ll need to properly tag them and mark them so that only those people that should have access, does.  Yes, that’s a part of the regulatory requirements.

Do you know the difference between a single-tenant system and a multi-tenant system and just what does that mean to the access and security of your information?  We’ll delve into that as well.   By the end of the webinar you’ll be able to self-assess your ability to comply with the new regulations, the new certification, and decide whether it’s a challenge you want to accept on your own or engage with Feith Systems and Software to manage your FCI and CUI.

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Ray Davis

Ray Davis

Ray Davis has been a Records Management and Information Governance Professional for over 30 years. His background is in the Financial Services Industry where he has created programs from the ground up. Ray is the current Region Director for the ARMA Mid-Atlantic Region and has just completed his term as a Trustee for the ARMA International Educational Foundation. He also hosted his own radio/internet talk show, Inside The Records Room for 12 years. In his spare time, Ray likes to wreak havoc on the racquetball court and tries to keep his golf shots in the middle of the fairway.

5 reasons why agencies struggle to meet their FOIA goals

5 reasons why agencies struggle to meet their FOIA goals

When it comes to Freedom of Information Act requests, it is mandatory to disclose information on time.  Content must be collected, reviewed, and packaged as a response.  That is easier said than done when agency data is scattered, hard to search through, or difficult to collaborate around.   Deadlines are missed, critical records are lost, and sensitive information can spill.

When agencies work their FOIA caseload manually, they struggle to meet their objectives. Here are 5 main reasons why agencies fall short of their goals.

 

1.  There is no uniform solution across the agency.

Many agencies leave staff without a uniform solution to create FOIA deliverables.  If organizations use legacy desktop clients to house that information, systems can’t communicate with each other, and staff are left to sift through them for content.

Even if systems are connected, IT needs to continuously integrate them to ensure knowledge workers’ access.  That much administrative work consumes human resources.   Documents are searched through manually, information gets lost, and budgets are strained. 

Agencies need a centralized system to meet FOIA deadlines.  The single workbench approach allows knowledge workers to access anything and everything they need to manage FOIA cases.

 

2.  There are too many complexities to handle FOIA requests manually

The sheer volume of data that agencies capture, process, and archive increases every day.  It is time-consuming to manually search through that much information.  Once captured, agency rules mandate different kinds of redaction for different types of content.  Without the right tools to create a pixel-by-pixel replacement, redacted information may not be redacted at all.  Sensitive data is left visible and released by accident.

When there are hundreds of FOIA requests to create, package, and deliver, it is a challenge to track all of their statuses. There is no way to pinpoint which of those hundreds of requests are more urgent, and which of those due dates are closer.

Automation is the only way to fix this. When cases are automatically created and the content in them can be automatically redacted, time is freed up for knowledge workers to focus on more critical tasks.

 

3.  Collaboration Challenges

The outcome of a FOIA request is dependent on the communication among those assigned to the case.  The past year has challenged the government to do a large portion of this work from home.  Often the contents of FOIA requests are cross-departmental or even cross-agency, which creates a line of communication between SME’s in different locations.   When there are problems or questions, knowledge workers must ask SME’s for assistance via email.  These emails are often left for several days in the SME’s inbox without an answer, and dead stops put the agency at risk of missed deadlines. 

Knowledge workers must be able to communicate with each other and with the requestor.  When the case is opened, the team assigned to it must keep up communication with the requestor and give them estimates, status updates, and the ability to track the case through its lifecycle.  When this process is done through phone or email, communication is not transparent.  No one knows what the FOIA team has already communicated to the requestor, or what still needs to be said. 

Another hurdle that agencies struggle over is collaborative access.  With no system in place to allow group work, team members will not be able to interact with systems at the same time for collection.  Without the tools to control access, FOIA teams can’t permission content or control who can see what within the case.  When agencies can’t control who can see what sensitive information, FOIA goals are not met.

 

4.  Poor Access to Data

It is a challenge to keep information organized when there are multiple data types and sources.  Email is a source now, with social media and chat to become sources in the future.  Email search and retrieval is sub-par and will take a considerable amount of time when compared to advanced search features.  Once the information is collected, there is also no way to see both text and metadata at the same time.  If knowledge workers find that they need more information from the eDiscovery side, they have fallen short of their FOIA goals.

When workers cannot interact with their cases, time is wasted.  SME’s should be able to connect to their workstation from any location and on any device.  If they know where they need to work and can get into their cases, the collection process can start immediately.   

A lack of a real Records Management system lives at the heart of this challenge.  With a repository in place, knowledge workers have access to collect and create deliverables.

 

5.  No Oversight/Accountability

At the end of every FOIA case is a potential audit process.  The work that FOIA teams complete should be entirely defensible. There needs to be a visual tally of everything done to create the deliverable.  Vaughn indexes display that tally of case actions and guarantee transparency.  Certain solutions can create Vaughn indexes automatically, but if there is no solution in place then it is up to an individual to create one by hand.  That process can take up mission-critical time and put the agency at risk of falling short of its FOIA objectives.

Supervisors need oversight tools to be able to meet their own FOIA goals.  When they are unable to see who completed what task or what the status of their case is, there is no accountability.  Cases are not tracked across their lifecycles, and there is no way to tell which action officers are busy and which can take on more work.

 

 

Take Control of the FOIA Process

Agencies that manage their FOIA requests with outdated systems and manual practices are in a situation where it is difficult to meet their turn-around time goals.  When it takes hours to search for content and days to hear back from SME’s, time is wasted.

When agencies utilize FOIA solutions to manage their caseloads, their goals are achievable.  Information can be accessed, searched for, collected, redacted on, and packaged for delivery before the deadline.  Teams can work together on content at the same time.  Security features keep sensitive information from the wrong hands, and oversight features allow supervisors to monitor their workers progress and steer them in the right direction.

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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.