To manage records, you have to know what they are. You can't manage the records you don't know you have!
A backlog of documents onsite or off, an orphaned file room, or stand-alone applications and data sets stored on network, departmental or individual dives, in other words, unidentified, uncontrolled, and possibly unprotected records and information; common situations that can put your agency at risk.
An inventory of un-captured records can help mitigate risks by enabling you to:
Identify and control access to mission critical and sensitive information
Mitigate potential disclosure risks in litigation
Avoid the unlawful or accidental destruction of official records
Respond to congressional, Freedom of Information Act (FOIA), Inspector General, and court ordered requests
Preserve historically important information
Reduce storage space and costs by identifying and eliminating transitory, obsolete, and duplicate documents and records
NetSmith Records Consultants have the knowledge and scope of experience to ensure an effective and efficient inventory of your records and information.
To conduct a records inventory, our Records Consultants:
Conduct an initial survey to estimate the size of the inventory project
Identify the locations of all physical, electronic, and other media that have not been processed or reviewed for record content
Review and organize to separate non-record (personal, reference, duplicate) documents and information from records and potential records
Quantify the volume of records involved
Develop, or select an existing inventory tracking tool metric
Catalog the records by capturing the required metadata to identify, describe and retrieve the records
Assign retention periods in accordance with the records schedules
Indicate restrictions on access and use due to Privacy Act, FOIA, vendor confidentiality, security, or other sensitive content
Develop a plan to schedule any unscheduled records
Prepare records for transfer to NARA
Whether you are transitioning to a new records management system, preparing to update your RM policies and procedures, or just want to ensure that all of your record assets are captured and protected, NetSmith can help you accomplish your goals.