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FCW : August 30, 2016
EXPERTS: MANNIX LITONJUA, Chief Operating Officer, Armedia JAMES BAILEY, Co-Founder, President and CEO, Armedia TARA COMBS, Records Management Solution Specialist, Alfresco Q: What are the biggest technology challenges agencies may face in meeting the 2019 mandate? A: Most of the challenges deal with legacy systems and manual processes agencies still have in place. For example, many agencies still print and manually file all e-mails, or use e-mail archiving systems that save all e-mails even when it’s not required. Other agencies use first-generation electronic records management systems that include multiple discrete solutions from different vendors. Although they meet the minimum needs for records management, they’re expensive and complicated, and often can’t handle unstructured data like social media posts, video or content from mobile devices. And because these multiple systems are usually older, they often use proprietary technology, which means they don’t integrate well or at all with each other. Q: Some agencies chose to meet the 2016 mandate with SharePoint Archive and Exchange. Why isn’t that a good approach for meeting the 2019 mandate? A: While it will work to some extent to meet the 2016 mandate, it won’t work for the 2019 mandate because it’s not truly a records management system. For example, Office 365’s built-in eDiscovery capability can only search a maximum of 10,000 mailboxes on a single search. It also has a maximum number of keywords, holds, and items displayed in preview. It can take up to an hour for legal hold to take effect. And keyword statistics don’t appear for searches that include more than 100 mailboxes. So it’s a quick fix for 2016, but it won’t do the job for 2019. Q: How can agencies effectively manage records in a way that will fully satisfy the 2019 mandate? A: The best way to meet the NARA mandates is by finding a way to capture and manage all records in a single records management repository. A single system consolidates all data sources into one searchable repository that includes all types of electronic content. If that is not an option, then you need a flexible records management system that can interoperate with other systems and act as the system of record. Q: How can agencies turn these challenges into opportunities? A: When you consolidate all your data sources into one records management solution, you’re getting more than just compliance. You’re getting a comprehensive knowledge base that can facilitate big data analytics. You’re also saving money and facilitating more efficient, smoother processes. Those types of benefits can help satisfy other agency requirements, such as managing FOIA requests or creating insightful ad-hoc reports, in terms of budget and faster response times. Meeting the Challenge of the 2019 Records Management Mandate ADVANCED IT Playb k The best way to meet the NARA mandates is by finding a way to capture and manage all records in a single records management repository. Agencies face many technological challenges when it comes to fully meeting the 2019 mandate for managing electronic records. In this Q&A, experts from Alfresco and Armedia explain these challenges and offer solutions to help overcome them. Meeting the Government Records Directive 2019 Mandate requires an enterprise approach
August 15, 2016
September 15, 2016