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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an executive level, agencies should regularly review record schedules to assess whether records have become obsolete or superseded, consult stakeholders to confirm the owners of permanent electronic records, and maintain the ERM system for the duration of their retention periods.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!

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.

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!