Is your agency confident in its ability to convert to electronic records by 2022? In 2019, the President released a Memorandum (M-19-21) to “end the National Archives and Records Administration’s (NARA) acceptance of paper records by December 31, 2022.” The memo follows NARA’s 2017 report stating that 98 percent of federal agencies are confident in their ability to switch to electronic records.
Many agencies are still in the discovery stage, looking for the most comprehensive, cost-effective solutions to end their reliance on paper records. There are many elements that go into the process, from services to convert and transfer existing documents to software that generates new files electronically. If your agency is unsure where to start, you may want to check out these tips on choosing the right Electronic Records Management (ERM) solution:
_____
Lifecycle
Products that do not satisfy NARA ERM requirements will be in violation of the 2022 deadline. Agencies should not invest in these types of products, as they will be noncompliant with federal regulations in a matter of months. A full ERM solution encompasses the six sections of NARA’s Universal ERM Requirements:
- Capture
- Maintenance and use
- Disposal
- Transfer
- Metadata
- Reporting
While most products are only successful in one or two of these areas, eCase excels in satisfying all NARA ERM requirements, offering comprehensive e-filing features such as reporting and document workflows. From FOIAXpress to eCase Audit, Investigations, Contracts and HR, eCase tracks all records and processes on one unified platform, enabling full-lifecycle records management for your agency.
_____
Data Hosting
With the full transition to electronic files, it makes sense to choose a data center that offers secure hosting. And with the Office of Management and Budget (OMB)’s “Cloud Smart” initiative, agencies are encouraged to step away from hosting data on-premises in favor of cloud services. Plus, converting your data to the cloud is a smart way to save on cost and IT resources.
When looking for the best cloud-hosted software, your agency should consider a Software-as-a-Service (SaaS) solution that is FedRAMP certified. eCase is a fully web-based and cloud-hosted solution on the AINS FedRAMP-certified cloud at our Top Secret cleared facility. AINS also has strong partnerships with Amazon Web Services (AWS) and Microsoft Azure to meet the most stringent security and availability requirements, including FedRAMP-high.
_____
Configuration
How do you ensure your ERM product will continue to meet business needs and federal requirements into the foreseeable future and beyond? Choosing the wrong product can prove costly if the product is not designed to adapt to change. All eCase solutions are built on the eCase Platform, a highly configurable and scalable case management solution. Our mature COTS application suite is proven to meet new business needs beyond the typical five-year period of performance.
_____
If you’re concerned about meeting NARA ERM Requirements through eCase, our Product Experts are ready to walk you through the process. Simply contact us at info@ains.com with questions or to schedule a demo to learn more.
