by clicking on the page. A slider will appear, allowing you to adjust your zoom level. Return to the original size by clicking on the page again.
the page around when zoomed in by dragging it.
the zoom using the slider on the top right.
by clicking on the zoomed-in page.
by entering text in the search field and click on "In This Issue" or "All Issues" to search the current issue or the archive of back issues respectively.
by clicking on thumbnails to select pages, and then press the print button.
this publication and page.
displays a table of sections with thumbnails and descriptions.
displays thumbnails of every page in the issue. Click on a page to jump.
allows you to browse through every available issue.
FCW : August 15, 2014
Records management 24 August 15, 2014 FCW.COM Hollywood are more believable than what we are getting from this White House and the IRS." Analysis by outside experts has only added to the frustration. It is hard to lose an email message, said Steve Marsh, founder and CEO of Smarsh, a company that provides archiving platforms for organizations. "It s surprising to me that the record- keeping in government doesn t appear to be on par with the pri- vate sector," he said. "In the broker/ dealer community, there are very restrictive regulations to preserve records so there s no way they can be lost." Those regulations and constant testing seek to keep companies honest. "In the nancial services world...examiners are testing com- panies ability to produce records," Marsh said. "They will say, for example, We need all emails from John to Jane, from this date range, and you have 48 hours to produce them. They ve been doing it that way for a decade." In the public sector, though, he doesn t see that kind of testing. "Far too often we hear, Oh, we can t do it. It s too expensive, " he said. However, for most agencies, it s less expensive to do it the right way. Ful ll- ing an investigative records request can take thousands of person-hours and cost the organization more than what a simple records management system would cost, Marsh said. For example, the IRS said it has incurred nearly $10 million in direct costs in responding to congressional requests since last May. Congress, meanwhile, is eyeing xes of its own. On July 24, the House Over- sight and Government Reform Com- mittee approved the Federal Records Accountability Act, which would make a senior of cial at each agency respon- sible for Records Act compliance. The bill would also require agencies to re employees who intentionally and mali- ciously destroy federal records and would mandate that all email, chat and instant messages by senior executives be auto-captured electronically. Does the email provider make a difference? There is no one-size- ts-all solution to agencies email needs. Some have moved to Gmail, including the General Services Administration and Interior, but a majority of agencies use Micro- soft Outlook or other, older systems. Chen said it s less about the email service and more about the foundation of the agencies storage program and its ability to adapt to changing tech- nologies. According to Marsh, however, using Gmail would give agencies an advan- tage for storing their email. "You probably would not be hear- ing about a failed hard drive," he said. "You would have an entire history of an employee s email, even without an archive. A failed hard drive wouldn t cause that to be lost." Furthermore, agencies have other options for storage. For instance, Inte- rior uses Gmail for departmentwide email but not for archiving. Instead, it relies on OpenText s cloud-based solu- tion to manage its more than 2 million email messages per day. "The IRS could essentially burn down and you would still have copies available." --- STEVE MARSH The role of the cloud In a 2012 survey of 100 federal records managers by Iron Mountain, 93 per- cent of respondents said their agency was signi cantly prioritizing records management. That same year, NARA compiled the results of 241 agencies records management self-assessments and found that more than two-thirds were taking steps to improve the integrity and usability of their elec- tronic records. However, slightly fewer --- 64 percent --- required senior career of cials and politi- cal appointees to receive training on managing records under their direct control. Although the technology to improve federal records storage and retention is available, agen- cies still have a lot of work to do. According to Montel, the key is having the exibility to anticipate quickly evolving technology. "Policy has to meet the demands of today but also be thinking ve years down the road," Montel said. "You have to know where the industry is going and be open and forward-thinking enough." Marsh said a cloud-based records retention system could be a good solution for many agencies. "If those [IRS] emails were being archived by any cloud provider, you would have multiple copies of those emails," he said. "The IRS could essen- tially burn down and you would still have copies available through a search tool like Google --- available almost instantaneously." In Iron Mountain s survey, only 9 percent of respondents said their agencies were "very strong" when it came to using cloud computing appli- cations and other new technologies to manage data. "It s so much more than filing paper," Chen said. "It requires records management, IT and legal expertise all aligned around the same strategy to build that model of information governance." ■
July 30, 2014
August 30, 2014