Shannon Heim, Author at Feith Systems

Video: 2023 EDRM Conference – Managing Records in Office 365

June 28, 2024April 21, 2023 by Shannon Heim

Are government agencies making progress towards achieving their goals outlined in M-19-21 and M-23-07? According to a survey conducted by DGI prior to their conference on eDiscovery, Records & Information Management, over half of the respondents reported that they either have not met their objectives or are unsure about their progress. Only 6% have achieved their objectives thus far, while 40% expect to meet them by June 2024. This indicates that there is still a significant gap and room for improvement for agencies to reach their targets, particularly in the case of Office 365 which poses a major challenge for larger organizations.

In light of this, Feith’s Senior Records Management consultant, James Jones, examines strategies for addressing the primary source of records for most agencies.

Shannon Heim

Shannon is the Senior Marketing Associate at Feith Systems and Software. With a deep commitment to enhancing digital transformation and transparency for government, Shannon promotes innovative solutions for efficient and accountable operations. In addition to her marketing duties, she contributes her expertise to Records Management University, helping to educate records managers.

NARA Expands Capstone Approach to Include Messaging Platforms

June 28, 2024January 6, 2023 by Shannon Heim

As the leader in Federal Records Management software, we at Feith Systems are excited to see the release of NARA Bulletin 2023-02, which expands upon the role-based approach for managing electronic messages, also known as Capstone. This approach, which was introduced in NARA Bulletin 2013-02, has been widely adopted by federal agencies and offers an alternative method for managing email records.

Under the role-based approach, the final disposition of records is determined by the role or position of the record creator or receiver. Records of high-level roles and positions are often scheduled as permanent for transfer to the National Archives, while the records of all other roles and positions may be scheduled for disposal as temporary records. This approach is now being expanded to include other types of electronic messages beyond email, as the use of additional electronic messaging platforms has grown in recent years.

At Feith, we understand the importance of proper records management in the federal government, and that’s why our records management platform includes the ability to manage Capstone. Our platform includes features such as the ability to keep track of Capstone officials and automatically control Capstone records, making it easy for agencies to comply with NARA guidelines.

One of the key benefits of the role-based approach is that it allows for more efficient management of records, as agencies are able to prioritize the records of high-level officials for permanent retention. This is particularly important in the era of electronic communication, as the volume of messages exchanged can be overwhelming. By focusing on the records of key decision-makers and other officials, agencies can ensure that the most important information is properly preserved for future reference.

In addition to the role-based approach, NARA Bulletin 2023-02 also provides guidance on the definition of “electronic messages” and the record status of these messages. According to the bulletin, electronic messages are defined as electronic mail and other electronic messaging systems that are used for purposes of communicating between individuals. This definition includes texts, chats, and instant messages, as well as other types of electronic communication.

Importantly, the bulletin also reiterates existing policy that text messages and chat communications created or received in the course of agency business are likely federal records, and agencies must follow NARA-approved disposition authorities for these records. This means that agencies must begin capturing and preserving electronic messages that meet the definition of a federal record, in order to comply with NARA guidelines and the Electronic Message Preservation Act (EMPA) of 2021.

At Feith, we understand the challenges that agencies face when it comes to managing electronic records, and that’s why our platform includes tools and features specifically designed to make it easy for agencies to comply with NARA guidelines. With our platform, agencies can easily capture and preserve electronic messages, and can also use our Capstone management tools to ensure that records are properly classified and scheduled for disposal or retention.

In conclusion, NARA Bulletin 2023-02 is an important development for federal agencies, as it expands upon the role-based approach for managing electronic messages and provides guidance on the record status of these messages. At Feith Systems, we are committed to helping agencies navigate these complex issues, and our records management platform includes the tools and features needed to manage Capstone and ensure compliance with NARA guidelines.

Shannon Heim

OMB Extends M-19-21 Deadline to June 30, 2024

June 28, 2024January 5, 2023 by Shannon Heim

Feith Systems is a leader in Federal Records Management software, and we are excited to see the release of OMB/NARA M-23-07, Update to Transition to Electronic Records. This memorandum reinforces the importance of strong records management for transparency and accountability in government, and reaffirms the goal of transitioning federal agencies to a fully electronic environment.

The new memorandum extends the deadlines for this transition to June 30, 2024, due to implementation delays caused by the COVID-19 pandemic. This extension will allow agencies more time to complete their transition to electronic records and to fully embrace the opportunities that this transition affords.

At Feith Systems, we believe that moving beyond paper-based processes and transitioning to an electronic environment is a critical step in improving government efficiency and effectiveness. Our Federal Records Management software is designed to help agencies manage their records electronically, ensuring that they are easily accessible and properly stored for eventual transfer and accessioning by NARA.

Under the new memorandum, all permanent records in federal agencies must be managed electronically by June 30, 2024. This includes records that are eligible for transfer to NARA or to Federal Records Centers. After this date, all agencies must transfer permanent records to NARA in electronic formats, with appropriate metadata in accordance with NARA regulations and transfer guidance.

Temporary records are also affected by the new memorandum. By June 30, 2024, all temporary records in federal agencies must be managed electronically to the fullest extent possible. Agencies may request a limited exception to this requirement from NARA if replacing specific analog records with electronic systems would be burdensome to the public, the cost would exceed the benefit, statutory or regulatory barriers impede implementation, or there is exceptional intrinsic value in the original format.

After June 30, 2024, NARA will no longer accept transfers of permanent or temporary records in analog formats, and will accept records only in electronic formats with appropriate metadata. This means that agencies must ensure that their records are properly digitized and properly formatted before transferring them to NARA.

Meet Requirements with Feith

Feith Systems is committed to helping federal agencies meet these new requirements and transition fully to an electronic environment. Our Federal Records Management software is designed to assist agencies with every aspect of this transition, from digitizing and formatting records to storing and transferring them in compliance with NARA regulations.

We understand that transitioning to an electronic environment can be a complex and time-consuming process, and we are here to help. If your agency is in need of assistance with the transition to electronic records, we encourage you to contact Feith Systems to learn more about our Federal Records Management software and how it can help your agency meet the requirements of OMB/NARA M-23-07.

Shannon Heim

USDA Adopts the Feith RMA iQ Platform

June 28, 2024October 6, 2022 by Shannon Heim

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

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

Shannon Heim

Library of Congress goes live with the RMA iQ Platform

July 10, 2024October 4, 2022 by Shannon Heim

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

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

June 28, 2024April 28, 2022 by Shannon Heim

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

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

Shannon Heim

NARA Releases Machine-Readable GRS

October 7, 2024December 17, 2021 by Shannon Heim

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.

Shannon Heim

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

June 28, 2024August 27, 2021 by Shannon Heim

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/

Shannon Heim

Video: Transform the Agency, with RMA IQ

June 28, 2024August 26, 2021 by Shannon Heim

Shannon Heim

Records Management University

June 28, 2024July 20, 2021 by Shannon Heim

Welcome to Records Management University, the world’s best and only entirely free course dedicated to serving Records Management professionals.

With many looking to keep their skills sharpened in this brave new world of Records Management, our digital course is the perfect opportunity to keep up with the changes in the work environment. RMU gives a global view of the benefits and challenges of being a Records Manager and covers many of the less-discussed areas and ideas in RM theory.

RMU is led by the Dean of Records Management Michael Edwards, and our latest addition and Director of Student Affairs Raymond Davis.

Picked by AIIM International as one of the Top 5 Best Records Management Resources, and with over 7,000 RM and IG professionals already signed up, RMU is an ever-expanding and well-regarded resource.

Making RM Education Fun

RMU was founded by Mitch Farbstein. His theory of education is simple: education needs to be fun, and students need theoretical frameworks with which to apply ideas.

That approach to education made RMU a truly unique experience. It’s one of the first things people notice about RMU — the classes are just different! There’s laughter, interesting ideas, and fun conversation. We continue this legacy today.

A Different Kind of Class

RMU began 6 years ago, and the format hasn’t changed. Each semester includes 5 or 6 classes that cover all aspects of Records Management, and each semester has a big theme to connect the ideas together.

The first semester’s theme was Jeeps. (Yes, Jeeps! We told you it is an unusual series.) Jeeps are unique among vehicles because they are truly modular. You can modify them to fit your unique needs and personality. Similarly, there’s no such thing as a one-sized-fits-all approach to RM.

Since then we’ve used themes from Famous Explorers to the World’s Most Famous Documents to lay the framework for his discussions around RM theory, technique, and technology.

Viewers find that RMU’s unusual style of teaching makes the viewer genuinely want to keep watching. For RMU, it’s all about building relationships between the subjects that we are teaching and topics that keep the students interested.

This Semester of RMU

This Spring 2021 semester is no exception. Encouraged to adapt to meet the changes in our global work environment, Dean Michael is focused on the technologies that make Records Management possible.

The topics and conversations will cover everything from the changed landscape of Records Management, to your role in it. RMU will spend these next 5 classes showing the viewer how to champion a socially distanced world of Records Management. You can tune in this spring.

Classes start soon, register today!

Every RMU session is pre-approved for 1 CRM Credit from the Institute of Certified Records Managers and can claim up to 5 CRM credits per semester. CUEs can also be applied to ARMA IGPs and AIIM CIPs.