The Managing Government Records Directive

The Managing Government Records Directive, has the following key deadlines for federal agencies:

  • 2016 – all Email must be managed electronically in a records management system – no more "print and file"
  • 2019 – all permanent records must be delivered to NARA in electronic format only

OTPSS provides best practices for Capstone Email Records Management, as a phased deployment of an eventual enterprise solution for 2019.

 

Best Practices for Capstone RM Readiness Assessment

 

The Readiness Assessment is a one-day complimentary on-site engagement that provides your agency with a review of your plans to address the objectives of NARA/OMB M-12-18. Included in the discovery process are interviews with stakeholders and subject matter experts within your agency regarding the following topics:

  • Current plans for meeting the objectives of the directive
  • Key IT spending priorities
  • Key IT pain points
  • Inventory of paper and electronic records
  • Current records schedules
  • Enterprise taxonomy
  • Email
  • Document Management
  • Electronic and physical Records Management
  • Key office applications and versions
  • Browser standards
  • Operating systems and database standards
  • Directory services standards
  • Key business applications
  • BPM tools and plans
  • Key file types and formats
  • Plans for transfer of permanent records to NARA

RM Readiness Assessment

OpenText Public Sector Solutions provides case management solutions to complement your Enterprise Content Management implementation.  We offer a variety of OpenText solutions to help manage casework documentation in both judicial court cases (i.e. docketing) and investigative initiatives. 

Case management solutions enable you to capture documentation by scanning and remote file transfer. Case workers can easily build repositories for a variety of information including field notes, forms, and correspondences.  Case tracking information can be linked in order to provide a complete snapshot in time, facilitating streamlined reporting and knowledge transfer. 

There are multiple types of case management solutions, including:

  • Social Services – Federal/state government agencies with case worker organizations
  • Legislative – Compliance, regulatory approval type functions
  • Legal/Judicial – Litigations, investigations, public safety

Improve constituent satisfaction by processing and responding to citizen requests more quickly and efficiently

With mandates for open and transparent public sector institutions, government organizations are forced to manage an increasing number of public information requests. OpenText FOIA Request Tracking gives public sector institutions the ability to effectively and securely manage citizen requests for information, from the request receipt through response package submission and any corresponding appeals.

Governments use OpenText FOIA Request Tracking to automate information request processes and eliminate multiple touch-points, duplicated error and backlogs due to inaccuracies. FOIA Request Tracking expedites and automates the process, fulfilling constituent rights to access information from government and promoting transparency of information with guaranteed security and privacy of constituent information.

 

Benefits

With OpenText FOIA Request Tracking, public sector institutions can:

  • Gain efficiencies in managing a multitude of Freedom of Information and/or Access to Information (FOI/ATI) Acts requests; eliminates reliance on paperwork
  • Find information quickly and easily throughout the public information request lifecycle
  • Expedite responses to public information requests and administrative appeals
  • Improve productivity for all staff who handle public information requests
  • Reduce the risk of mismanaged deadlines and requests getting lost or going astray
  • Ensure compliance to institutional FOI/ATI regulations and policies
  • Integrate FOI/ATI processes with their organizational information management operations
  • Increase stakeholder engagement and stakeholder satisfaction

Features

  • Provides an automated business process to route public information requests to appropriate staff and meet response deadlines while adhering to government compliance standards. The business process is broken down into wizard-like steps that guides users through the process and ensures that all appropriate steps are taken.
  • A dashboard contains all the information needed to respond to and manage all public information requests, helping users find information quickly and easily throughout the public information request tracking lifecycle
  • Provides robust redaction capabilities, including tools that allow rapid search and removal of sensitive information from documents, drawings, and images, either automatically with workflow or manually with individual area and text selection tools.
  • Maintains a complete audit trail of all tasks, communication and documents associated with a public information request.
  • Automatically generates letters and e-mail for outgoing correspondence, status updates, and appeals using configurable letter and email templates.
  • All incoming and outgoing correspondence can easily be attached to the public information request case file.

OpenText Public Sector Solutions provides services to enable our customers’ Microsoft SharePoint sites with DoD 5015.02-STD certified Records Management.

OpenText offers a solution for organizations looking to make the most of their investment in Microsoft SharePoint. This approach allows agencies to address common issues, such as:

  • Rapid, uncontrolled growth of SharePoint sites
  • Records Management governance of SharePoint content
  • Archiving old sites that are no longer used
  • Managing rapid content growth and scalability
  • Responding to eDiscovery and FOIA requests
  • Responding to audits
  • Managing other content such as email, transactions, photos, videos and more as part of your audit trail of business transactions
  • OpenText Application Governance & Archiving for Microsoft SharePoint (AGA for SharePoint) is the only solution that combines all content sources for a sound information governance strategy, sophisticated site deployment and management tools, a framework for provisioning native SharePoint business applications with built-in compliance, and the ability to integrate enterprise systems and other content sources in a single solution.

AGA for SharePoint allows you to manage your SharePoint sites and content in a Records Management solution that is DoD 5015.02-STD certified, in an enterprise repository that can also manage your email archive, SAP or other ERP content, Office documents, other media such as sound, video and photos, FOIA and eDiscovery.