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.
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
Database records and more
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. Records are next scheduled for:
When an agency requires declassification, Knowvation DX’s solution provides machine assistance to the process semi-automatically.
How Knowvation RM Works
Support for Managing Government Records Directive (M-19-21)
The Office of Management and Budget (OMB) M-19-21 Requirement
The OMB M-19-21 Memorandum directs all Federal agencies to create, retain, and manage Federal Records in electronic formats with appropriate metadata. Agencies are directed to close agency-operated storage facilities for paper and other analog records and transfer those records to Federal Records Centers operated by NARA or commercial storage facilities. PTFS’ Knowvation RM, along with the services of our Digitization Service Bureau, offers cost effective solutions tp help Federal agencies meet these requirements.
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.
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-19-21 Solution
In addition to automating the RIM process to comply with OMB M-19-21 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-19-21 compliance, 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..