Deadlines are looming for Federal government agencies to transition to electronic records systems, and as those who have done it will attest, the process is not easy or swift. So first steps are important, and as you begin collecting requirements and planning, consider the fundamental building blocks of your records program. You need to put the foundations in place to successfully manage electronic records, including a modern, flexible, media-neutral records retention schedule, and up-to-date policies that encompass all electronic record formats, e-mail, and social media, before you make a decision about purchasing or developing software to manage records electronically.
A modern records schedule:
Is based on content rather than record type
Facilitates the transition to electronic records management
Aids in separating transitory from permanent records
Assists in grouping together records relating to a project, activity or decision
Makes categorizing records easier
NetSmith has been assisting Federal agencies, such as Government Accountability Office (GAO), Federal Housing Finance Agency (FHFA), and the Department of Education in developing and implementing simplified records retention schedules since 2005. We can help you move from an outdated, overly complex records schedule to one that can readily be programmed into any electronic recordkeeping system you use.
Our RM consultants will work with you to develop a flexible, simplified records schedule that meets your current needs and positions you for future growth and the development of new technologies and types of media. We will assist you to:
Perform a functional analysis of your mission programs and work processes and the information they produce
Conduct inventories and interviews
Analyze and categorize holdings to define the relationships among the items
Crosswalk current records series to new categories
Craft broad, comprehensive bucket descriptions
Review the results with stakeholders and obtain approvals
Facilitate submission of new schedules to the National Archives for approval