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

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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!

Feith in the Government Cloud

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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.

Universal ERM Requirements

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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!

Case Study: Big county Using Feith’s Physical Records

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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.

Feith Systems brings leading Records Management software to GSA Schedule 36

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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. 

Feith Records Management Alert

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In November 2011, President Obama released the Presidential Memorandum for Managing Government Records, a mandate to reform Records Management processes across all Executive Departments. Plans for compliance were then submitted to the National Archives & Records Administration by each Federal Agency, and on August 24, 2012, NARA and the Office of Management and Budget completed followed by issuing its Managing Government Records Directive, on how all Federal Agencies will be required to reform and improve their Records Management policies and practices, and laying out a multi-year timeline.

Those are the facts. Now, what do you do about it?

Now, you turn to Feith Systems, an established leader in Records Management solutions for the Federal Government, and your resource for information and assistance. Let us show you how to maximize your Records Management productivity, leverage automation, shift the culture in your organization without sending a shock to your users, satisfy the directive, and reform your Records Management processes – even if you are not a Federal Agency, or even not in the Public sector – all while staying within budget.

Feith is perfectly positioned to assist you in improving your Records Management, whether you’re mandated to by the Directive or just mandated to by budget constraints. Our track record of optimizing the archiving and management of all records, including classified records, is second to none. Agencies across Washington already utilize Feith’s DoD 5015.2 V3 STD-conformant Records Management application. We can help you set a plan which allows you to reduce redundant efforts, minimize costs, and operate more efficiently. Feith offers the flexibility of both at-agency local storage and the ability to run in the cloud for managing all your records from paper, computer files, and email. And even if you’re not DoD regulated, it sure is nice to know your Records Management platform is.

Now is the time to turn to an expert. Contact us at 215-646-8000 or sales-team@feith.com to find out how Feith can help your agency swiftly and seamlessly join the President’s Records Management digital future.

Records Management Webinar Series

Feith Systems presents a series of free Records Management webinars that began after the President first issued the RM Reform Memorandum. This series covers topics from all angles of improving and reforming Records Management within your Agency or organization. In these webinars, Tom Edwards, LTC, USA (Ret), MBA, CLU, ChFC, Feith Federal Regional Manager, and the Feith Records Management Team outline, interpret, and simplify the President’s Memorandum, and discuss what it means for you and your agency – and what it means for your organization even if you are not in the Government space – and what you need to do to satisfy the Reform Directive. We have begun to show you how to begin to implement your plan once you have a layout in place, and how to do so through culture change and without disrupting your users.

The following is a selection of previous topics from the Feith Records Management Webinar Series. If you have interest in viewing materials or recordings from any of the sessions, please email us at webinar@feith.com.

  • How To Eat the Records Management Elephant:
    Implementing RMA with the Phased Approach
  • Managing Your Emails as Records with the Right Automation
  • Why Your Records Management System Fails You
  • BPM Solutions: Business Process Management, Records Management, and Task Management
  • Simple & Secure Records Management Solutions for Higher Education
  • Records Management without Culture Shock: How To Improve & Automate Your RMA without Disrupting Your Users
  • Heeding The Call for Records Management Reform: How The President’s Initiative Will Change How We Manage Records
  • Shifting the Records Management Culture in Your Organization: An RM Reform Survival Guide
  • Leveraging Automation for Records Management

Have questions about the Managing Government Records Directive? Want to know how someone can help you not only satisfy the mandate, but increase productivity and maximize efficiency with next-generation Records Management solutions, as well as help you change the culture inside your organization to ease reform? Contact Feith.

Press Release: Feith Systems President Don Feith’s Message on the Managing Government Records Directive

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FOR IMMEDIATE RELEASE:

Message from President Don Feith on the NARA/OMB Directive on Managing Government Records

FORT WASHINGTON, PENNSYLVANIA, August 30, 2012 — Last week, NARA and the OMB released the “Managing Government Records Directive”, as ordered by President Obama in November’s Presidential Memorandum for Managing Government Records. This Directive, for Heads of Executive Departments & Agencies, aims to reform Records Management across all agencies, introducing electronic archiving and management, automation, and cloud storage wherever possible. Among several goals this Directive aims to achieve are to help agencies minimize costs, operate more efficiently, keep better track of key records information, maximize records security, improve the environment by reducing paper waste, and create jobs.

“Records are the foundation of open government, supporting the principles of transparency, participation, and collaboration. Well-managed records can be used to assess the impact of programs, to improve business processes, and to share knowledge across the Government. Records protect the rights and interests of people, and hold officials accountable for their actions. Permanent records document our nation’s history,” states the Directive, a declaration with which we agree.

The Directive sets forth a series of deadlines starting as soon as this November, with full compliance before the end of the decade. By November 15, 2012, each agency must name its Senior Agency Official who will oversee his or her agency’s compliance with the Directive. By December 31, 2019, all permanent electronic records in Federal agencies must be managed electronically. In between are numerous deadlines marking each step of the process.

That’s where Feith Systems comes in. Feith’s RMA iQ DoD 5015.2 secure Records Management offers agencies the flexibility to electronically and more productively store and manage all relevant records, including secure and classified. This includes scanned and OCR’d (Optical Character Recognition) paper documents – so agencies can transition from paper-based records management to electronic records management as directed – and electronic documents including computer files from local or network drives and email from mail servers, Microsoft Outlook®, or Gmail. Additionally, Feith is able to aid Agencies in streamlining the process with Analyze iQ, next-generation auto-categorization that will make automated decisions in accordance with the rules of your organization, concerning structured or unstructured data such as emails or documents on your file-share.

Feith can also help agencies satisfy the Directive’s requirements with solutions that offer at-agency local storage or the ability to run in the cloud with auto-backups across the country. And Feith has long been a leader in the cloud revolution, having run cloud and ASP solutions for records management for well over a decade.

While the task of preparing to overhaul the Government’s Records Management landscape may seem daunting, an experienced company like Feith is positioned perfectly to assist you with satisfying and complying with the mandate. Feith’s track record of optimizing the archiving and management of secure and classified digital records is extensive, with several of the most advanced agencies already utilizing Feith’s DoD 5015.2 V3-conformant Records Management application solution. DoD 5015.2 is the main standard of the Federal Government, a distinct certification considered the benchmark for organizations that manage classified documents, which includes the latest accreditation for the Privacy Act and e-FOIA (Freedom of Information Act).

For agencies across the board, the clock is already ticking. To find out how to swiftly and seamlessly join the President’s Records Management digital future, please contact Feith Systems at (215) 646-8000 and more-info@feith.com.

Don Feith
President and CEO
Feith Systems and Software, Inc.

For information:

Web: https://www.feith.com
Contact:  more-info@feith.com
Phone: 215-646-8000

About Feith:

Feith Systems and Software, Inc., founded in 1979, offers complete, integrated electronic ECM solutions. Feith’s comprehensive BridgeLogiQ suite delivers the most versatile, user-friendly business process management functionality in one integrated solution. With simple, functional, and manageable solutions including the Workflow iQ Business Process center, RMA iQ’s 5015.2 certified-secure Records Management application, Forms iQ Web Form design and implementation tools, the FDD Document Management database, and more, Feith supplies the BridgeLogiQ user full functionality and scalability.

Press Release: Feith Offers Assistance for the Presidential Memorandum on Managing Government Records

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Press Release: Feith Offers Assistance for the Presidential Memorandum on Managing Government Records

FOR IMMEDIATE RELEASE:

Feith Systems to Assist Federal Agencies in Complying With the Presidential Directive on Government Records Management Reform

FORT WASHINGTON, Pa., Dec. 15, 2011 /PRNewswire/ — On November 28, 2011, President Barack Obama issued the Presidential Memorandum for Managing Government Records. This order aims to reform Records Management across all Federal Government Executive agencies. By March 27, 2012, each agency head is required to submit a report to the OMB that describes the agency’s plans for improving its records management program based on the directive.

To assist agencies in satisfying and complying with the directive, Feith Systems & Software Inc., of Fort Washington, Pennsylvania, is offering new initiatives aimed at helping agencies minimize costs, reduce spending, operate more efficiently, maximize records security, decrease paper waste, and keep better track of key records information, as outlined in the Memorandum.

The initiative begins with education about Feith’s “RMA iQ” secure Records Management application, part of the “BridgeLogiQ” BPM Suite, which offers agencies the flexibility to more productively store and manage all relevant records, including secure and classified. This includes scanned and OCR’d (Optical Character Recognition) paper documents – so agencies can transition from paper-based records management to electronic records management as directed in the memo – and electronic documents including computer files from local or network drives and email from mail servers or Microsoft Outlook®.

Secondly, “RMA iQ” moves to help agencies with solutions that offer both at-agency local storage, or – as highlighted in the directive – by deploying cloud-based solutions. Feith has long been a leader in the cloud revolution, having run cloud and ASP (Application Service Provider) solutions for records management for over a decade.

An additional component is Records Security. DoD 5015.2 V3 certification is the main standard of the Federal Government, a distinct achievement considered the benchmark for organizations that manage classified documents, which includes the latest accreditation for the Privacy Act and e-FOIA (Freedom of Information Act). Several agencies currently utilize Feith’s DoD 5015.2 V3-certified “RMA iQ” Records Management solution.

In addition to education about software solutions, Feith is also offering a series of free webinars which aim to answer questions about the directive, its goals, and how agencies can satisfy the mandate before the March 27 deadline. These webinars feature renowned Records Management Expert Tom Edwards. Sessions of this webinar will be offered throughout the first quarter of 2012. Feith also offers semi-monthly webinars on a variety of pertinent industry topics, as well as quarterly BPM and Workflow seminars at the Hyatt Regency Capitol Hill in Washington DC. Schedules can be found at https://www.feith.com/events.

For information:

Web: https://www.feith.com
Contact:  more-info@feith.com
Phone: 215-646-8000

About Feith:

Feith Systems and Software, Inc., founded in 1979, offers complete, integrated electronic ECM solutions. Feith’s comprehensive BridgeLogiQ suite delivers the most versatile, user-friendly business process management functionality in one integrated solution. With simple, functional, and manageable solutions including the Workflow iQ Business Process center, RMA iQ’s 5015.2 certified-secure Records Management application, Forms iQ Web Form design and implementation tools, the FDD Document Management database, and more, Feith supplies the BridgeLogiQ user full functionality and scalability.

Press Release: Feith to Assist Agencies in Satisfying the Managing Government Records Directive

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Press Release: Feith Offers Assistance for the Presidential Memorandum on Managing Government Records

FOR IMMEDIATE RELEASE

FORT WASHINGTON, PA – September 7, 2012 – On August 24, 2012, the National Archives & Records Administration (NARA) and the White House Office of Management and Budget (OMB), issued the “Managing Government Records Directive“, ordered by President Obama in last November’s Presidential Memorandum. This Directive outlines the process to reform Records Management across all Federal Government Executive agencies, with a series of progress deadlines beginning November 2012, towards a goal of full compliance before the end of the decade.

Feith Systems & Software Inc., of Fort Washington, Pennsylvania, is announcing a plan to assist all Agencies in satisfying the challenges of the Directive with its RMA iQ 5015.2 Records Management application. RMA iQ stores and manages all relevant records, including electronic documents such as files from local or network drives, email, and Microsoft SharePoint®, as well as scanned and OCR’d (Optical Character Recognition) paper documents. With RMA iQ, agencies can capture, categorize, review, create disposition schedules, and transfer records to NARA, including all metadata and attachments.

With Executive Agency email volume in the millions of emails per day, one of the Directive’s key assessments is current procedures are just not suitable for this magnitude of email records management. Feith is already well-established as a solutions leader in helping manage emails – such as from mail servers, Microsoft Outlook®, and Google Gmail™ – as records through automation, with installations at some of the most advanced Federal Agencies. Additionally, Analyze iQ, Feith’s next generation auto-categorization and classification tool, will automate decisions from email or existing file-share according to the agency’s General Record Schedule (GRS) as applied to the file plan.

Feith can also offer both in-house local storage, or cloud-based solutionsas encouraged by the Directive. Feith has long been a leader in the cloud revolution, having run cloud and ASP (Application Service Provider) solutions for over a decade.

RMA iQ is certified DoD 5015.02, the main standard of the Federal Government, considered the benchmark for organizations that manage classified documents. This also includes accreditation for the Privacy Act, e-FOIA (Freedom of Information Act), and top secret object management. Some of the most advanced Federal agencies already utilize Feith’s RMA iQ solution.

Feith offers free webinars which discuss Records Management issues, including how agencies can satisfy the Directive and meet its deadlines. The webinars can be registered for at https://www.feith.com/rmu/.

For more information, please contact Feith Systems at (215) 646-8000 or more-info@feith.com.

About Feith:

Feith Systems and Software, Inc., founded in 1979, offers complete, integrated content management solutions. Feith’s comprehensive BridgeLogiQ suite delivers the most versatile, user-friendly Business Process Management functionality in one integrated solution. With simple, functional, and manageable solutions including Workflow iQ, Forms iQ web forms, and RMA iQ 5015.2 certified-secure Records Management, Feith supplies the BridgeLogiQ user full functionality and scalability.

Contact:

Don Feith, President
Feith Systems and Software, Inc.
215-646-8000
more-info@feith.com
https://www.feith.com