Knowvation RM

preserving intelligence

Records Management Overview

The Knowvation RM™ solution was developed to help resolve agency issues that cause Records Management (RM) programs to fail. Sporadic and/or limited Information Management communication with insufficient accountability are an ongoing issue. Unfortunately, there are little or no consequences for non-compliance. Most Federal RM programs are challenged in executing their goals as the most experienced users are unable to spend the necessary time to categorize documents. Instead, in order to respond to FOIA or Public Affairs requests, users must spend significant time locating the documents needed to respond. Finding records subject to a 25-year review depends on voluntary cooperation across multiple Federal offices.

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  • Managing Retention Schedules that can be adjusted quickly and easily
  • Industry leading search technology provides Natural Language processing
  • Provides a range of tailored reports based on customer requirements.
  • Enables straight forward differentiation between permanent and temporary records to apply unique retention rules

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Knowvation RM Technical Capabilities

Records Governance and Records Management Automation

Knowvation RM provides more than just records management − it provides the capability that allows agencies to adopt a “Capture in Place” strategy. To do this, all unstructured electronic files are copied in an enterprise repository as they are created. Once a user creates a file, it comes under governance and will have an audit trail based on the credentials used by the file creator. Data that can be captured and managed include:

  • Shared drive repositories
  • Email
  • SharePoint collections
  • Database records and more
Knowvation RM Example
The repository hashes the files so there is one instance over every identical file. Knowvation RM maintains an audit trail of actions on each file and pulls multiple structured fields of data from the Active Directory (AD) file attributes. This means that once any file is created in the organization, it is under governance for as long as is deemed necessary. As files mature, they are automatically mapped to Knowvation RM’s records management disposition schedule. Knowvation RM complies with NARA’s Universal Records Management requirements and the solution is listed on the GSA schedule under GSA Special Item Number (SIN) 518210ERM. Records are next scheduled for:

  • Destruction
  • Exemption
  • Transfer
  • Declassification

When an agency requires declassification, Knowvation DX’s solution provides machine assistance to the process semi-automatically.

How Knowvation RM Works

Enterprise Data Capture

Support for Managing Government Records Directive (M-23-07)

The Office of Management and Budget (OMB) M-23-07 Requirement

The Executive Office of the President OMB M-23-07 Memorandum issued jointly by the Office of Management and Budget (OMB) and the National Archives and Records Administration (NARA) directs all Federal agencies to Transition to Electronic Records by June 30, 2024. The memorandum reinforces the requirements established in M-19-21 and also describes NARA’s plans to issue updated guidance no later than December 31, 2023.  Our Knowvation RM, along with the services of our Digitization Service Bureau, offers cost effective solutions to help Federal agencies meet these requirements. Key points:

  1. By June 30, 2024, Federal agencies must manage all permanent records in an electronic format.  Our Knowvation RM provides the capabilities all agencies need to comply with the M-23-07 requirement.
  2. After June 30, 2024, Federal agencies must transfer all permanent records in an electronic format and with appropriate metadata.  PTFS Digitization Service Bureau and Knowvation RM provides the file plan, retention scheduling, transfer and file format capabilities for compliance with this M-23-07 requirement.
  3. By June 30, 2024, Federal agencies must manage all temporary records in an electronic format or store them in commercial records storage facilities.  Our Digitization Service Bureau, Knowvation RM and our FedRAMP AWS IaaS/PaaS East (Commercial) and AWS GovCloud hosting facility provides the capabilities all agencies need to comply with this M-23-07 requirement.
  4. After June 30, 2024, NARA will no longer accept transfers of permanent or temporary records in analog formats and will accept records only in an electronic format with appropriate metadata.  Knowvation RM provides the transfer and file format capabilities required for compliance with this M-23-07 requirement.
  5. No later than June 30, 2024, NARA will issue updated regulations and guidance to provide clear standards for electronic recordkeeping, policies to digitize permanent records created from analog formats, policies for disposal of analog originals, as well as guidance on electronic records storage, formats, and metadata. as transfer guidance. NARA will provide guidance to efficiently schedule, transfer, and accession permanent, electronic records through fully electronic processes. Our Knowvation RM already complies with NARA’s Universal Electronic Records Management (ERM) requirements and was awarded contract under GSA MAS SIN 518210ERM to supply the software to federal agencies.  PTFS Digitization Service Bureau has a long history of working with NARA and owns a host of FADGI compliant digitization equipment required to do the job.
  6. No later than December 31, 2023, NARA will finalize ERM standards and requirements for procurement or ERM solutions and services that comply with the Federal Electronic Records Modernization Initiative (FERMI).  PTFS already supports existing FERMI requirements (NARA Universal ERM and 2) procurement of records management software under MAS SIN 518210ERM.

The Records and Information Management (RIM) Challenge

Many agencies already struggle with Records and Information Management (RIM) programs’ migration to a 100% electronic world. Managing all electronic records in a compliant manner adds significant complexity to their duties. As data progresses through the information lifecycle, there are policy and regulatory requirements that may conflict with the people and culture that must implement them.

Seal of the Executive Office of the President of the United States

Records Governance: Automating the Records Management Process

PTFS’ Knowvation RM software will automate Federal agencies’ capabilities for managing all electronic records in a NARA and DoD compliant manner. Our solution delivers the information management and discovery capabilities required for improving the efficiency of programs such as declassification, FOIA, PA and litigation support activities. We offer features that no other records/content management system can for geo-referencing non-geospatial documents and materials. Knowvation RM also includes a base map interface that augments temporal, metadata and full-text search of text-based materials.

PTFS Provides a Total OMB M-23-07 Solution

In addition to automating the records management processes to comply with OMB M-23-07 requirements, hardcopy records must be converted to a digital format. PTFS’ Digital Service Bureau has been in operation for 20+ years and provides the full range of digitization services required to complete conversion efforts of every size. Services includes OCR, duplicate detection and indexing. We know the nuances of digital conversion and document preparation for scanning processes that will be particularly helpful for OMB M-23-07compliance, ie conversion of non-paper materials such as film, fiche, specialized film products, photographs, movie film, and in the conversion of analog to digital video..

The M-23-07 Memorandum

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    GSA Schedule 36 Contract GS03F0140W
    GSA Schedule 70 Contract 47QTCA19D005Y

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