Page 19 - GCN, June/July 2018

CLOUD
Streamlining and automating records management
RECORDS MANAGEMENT IN the digital era is a rapidly evolving activity, and agency employees often struggle to keep
up. Requirements such as the Defense Department’s 5015.2 standard for managing electronic records and rules established
by the National Archives and Records Administration, such as the Managing Government Records Directive (M-12-18), define how agencies must deal with their digital data and documents. But complying with those requirements can be overwhelming.
Fortunately, industry has been developing secure cloud platforms that have the ability to streamline document workflows by automating manual tasks and complex processes across desktop, mobile and partner applications.
Specifically, agencies can implement a records retention schedule that includes categorizing documents based on case type, event type or a period of retention in accordance with DOD’s or NARA’s
Gary Wootten
Vice President of Public Sector, SpringCM
retention rules, enabling federal employees to focus on more substantive activities.
The same approach can be applied to managing the life cycle of contracts. For example, if a contract has a period of performance that expires in 36 months, the contracting team can set a smart rule that will generate an alert at a specified date, allowing contracting officers and legal teams the desired lead time to process the contract renewal.
By implementing a records retention schedule based on a centralized FedRAMP-authorized repository, with automated workflows and business processes, agencies will have the defensible strategy and improved collaboration they now require.
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