RECORDS MANAGEMENT

Adhering to the DoD Standard 5015.2 Design Criteria Standard for Electronic Records Management Software Applications, ANSI/ARMA Standard, and compliance to NARA standard of Developing and Implementing an Enterprise-wide Electronic Records (ERM), IIS provides ERM implementation that include – records retention, establishing policies and procedures, access and indexing, compliance and accountability, and disposal of records and policies, procedures outlined to establish a pattern for systematic document retention and destruction. IIS conducts thorough review of processes, gap analysis to assess the requirements, identify problems and establish an approach to troubleshoot them with full set of collaboration tools for flexible platform that helps create and develop retention policies and custom workflows, and design the right collaborative experiences for client’s needs. IIS uses the industry standard best practices for implementing an electronic record and archive management system by leveraging the ISO 15489 ECM and RM Implementation Methodology and works with the relevant stakeholders to fully document requirements for implementation of Documentum and Alfresco RM to:

  • Determine the records type created in each business process and information needed to be included in the records
  • Decide the form and structure of records created and captured, and the technologies to be used
  • Determine the metadata created with the record through records processes and persistently link and manage the metadata
  • Determine the requirements for retrieving, using and transmitting records between business processes and other users
  • Assess the risks entailed by failure and have authoritative records of activity
  • Preserve records and make them accessible to meet business requirements and community expectations
  • Comply with legal and regulatory requirements, applicable standards and organizational policy
  • Ensure that the records are maintained in a safe and secure environment
  • Ensure that records are retained adhering to the specified requirements
  • Identify and evaluate opportunities to improve the effectiveness, efficiency and quality of processes, decisions, and actions resulting enhanced records creation or management

records-management

We leverage our electronic records management and alfresco records management experience to provide cutting edge solutions through a holistic approach that includes scheduling retention policies, integrating regulatory and operational requirements, developing, refining and editing electronic records management policies and procedures as authorized by NARA/OMB 2016 and 2019, ISO 15489, MoReq and VERS, and performing other electronic and hardcopy support services adhering to the guidelines and requirements of our clients.

We align our RM processes with Documentum and Alfresco RM to offer robust and efficient process automation capability to capture and ingest recorded data over paper-based record systems. Our proven processes provides easily searchable and retrievable ERM records of different magnitude more quickly than paper systems, and backs-up or copies the electronic data made easily available and safely stored in off-site locations. To manage and support implementation of Documentum and Alfresco electronic records management system, and manage any type of documents such as HTML, text, XML, Microsoft Office documents, Adobe Flash, scanned images, media, and video files, IIS uses our expertise in records management through establishing best practices and guidance for development of standard operating procedures. Our approach for records management support include:

Create Share Records Management Site

  • Create share dashboards and customize homepage to change the layout and the content appearing within including top navigation links to site page
  • Engage customer team members in project collaboration and provide collaboration pages for use in Records Management site, and provide links to RM site

Metadata and the Content Model

  • Create content model framework defining content data storage methods within the repositories that can be retrieved when required
  • Create new content models, assign names to the elements, allow global co-existence with the names used within all other content models that are defined already

Creating the File Plan

  • Provide a holistic approach to model the File Plan and structure the plan based on the processes, activities, and transactions
  • Create containers (series, category, and folder) ensuring the functions property in a way similar to a standard filesystem folder with special restrictions and characteristics
  • Implement the plan within RM by adding containers to the File Plan
  • Benefits of File Plan:
    • Allows customer staff members to consistently recall File Plan classifications when filing and retrieving records
    • Enables compliance with statutory and regulatory requirements
    • Provides an audit trail for activities that have occurred
    • Allows records to be disposed of when they are no longer needed

Creating Disposition Schedules

  • Create Disposition Schedule, forming the instructions and steps required to describe the end of the life of a record; remove or dispose of a record; and steps for retention, transfer, and ultimately destruction
  • Adhere to agency’s Document archival, retention, transfer, and destruction requirements while also adhering to NARA and OMB’s standards
  • Use time-based triggers and event based triggers to specify when an action would occur on a specific record

Filing Records

  • Classify and place records correctly into the File Plan using different methods for various types of documents by Filing an electronic record from share, Filing a non-electric record from share, and Filing from another Share site
  • Use the RM site within Share along with standard Share sites to manage other types of documents, content, and collaboration data within the agency
  • Use Standard Share sites to manage and create new documents, make use of document management capabilities like versioning and workflow
  • File a document from a standard Share site within a Share site Document Library, a document is selected and marked to be moved into the RM site

Managing Records

Use different record actions to manage the agency records using Download Action, Edit Metadata, Copy Record, Move Record, File Record, Delete Record, and Audit Log