Post on 02-Apr-2018
FULL LIFE-CYCLE DOCUMENT MANAGEMENT SOLUTIONS
Providing full scale services from A-ZLaTrecia C. Frieson, CRM, ECM
Objectives
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• Document Management Life Cycle• Defining Full-Life Cycle Solutions• Market Trends: Federal & Commercial
– Areas of Interest:• Document Management: Conversion, Processing, & Data Entry,• Document Warehousing & Archival• Document Destruction
• What’s NEXT
DOCUMENT MANAGEMENT LIFE CYCLE
WHERE DO WE FIT?
LIFE CYCLE STAGE CURRENT SATURATION
Create
Capture 80%
Classify 80%
Store >20%
Use
Archive >20%
Dispose/Destroy 15%
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CURRENT LOB SATURATION
Capture• Document Conversion & Scanning• Digital Mail
Classify• Processing• Data Entry & Indexing
Dispose• Document Destruction• Cloud Hosting/Electronic Records
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MARKET TRENDS• There has been an increase in needs for document and
records management services in FY 16 & 17.• Many of the trends are a direct result of the Presidential
Memorandum on Records Management, PaperworkReduction Act, FOIA, and Open Government &Transparency. All of which result in trends such as:Records management shifts to information governance.
Cloud and Big Data storage/management.
Centralized records management
Focus on security
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Turning Trends Into Opportunities
Develop File Management Systems
Enterprise Content Solutions
Manage Records Electronically
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TURNING TRENDS INTO OPPORTUNITIES
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STORE: DEVELOP FILE MANAGEMENT SYSTEMS
There has been a continuing requirement to provide physical
records storage in more than half of the federal opportunities
soliciting document management and conversion services.
Many of these opportunities, but not all, require records storage
solutions that meet ISO standardization, and NARA (National
Archives and Records Administration) guidelines.
TURNING TRENDS INTO OPPORTUNITIES
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STORE: DEVELOP FILE MANAGEMENT SYSTEMS
GET IN THE GAME!Partner with vendors who currently meet storage
requirements, but lack labor resources will aid in meeting the strict requirements of NARA & ISO
Invest in Inventory Management Software solutions to provide real time data and tracking of records
Provide temporary storage solutions for records during conversion & digitization projects and provide destruction or transfer services to the Federal Records Center/NARA as required
TURNING TRENDS INTO OPPORTUNITIES
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STORE: DEVELOP FILE MANAGEMENT SYSTEMS
WHERE ARE THE OPPORTUNITIES:
Document Storage & Warehousing
File Room Management (On & Offsite Hosting)
Inventory Management
Temporary Boxed Record Storage and Staging
WHAT YOU NEED TO KNOW:
NARA Federal Records Standards
Federal Records Center Training
General Records Schedules & File Plans
TURNING TRENDS INTO OPPORTUNITIES
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USE: ENTERPRISE CONTENT SOLUTIONS
Many federal agencies have discovered that by managing all types of electronic content under one system and creating a central, searchable repository, agencies can avoid duplication, foster collaboration, and support an increasingly mobile workforce
TURNING TRENDS INTO OPPORTUNITIES
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USE: ENTERPRISE CONTENT SOLUTIONS GET IN THE GAME!
Increased demands for subject matter expertise in suggesting & providing solutions that are congruent with Enterprise Content Management (ECM)
Performing business process analysis that includes an assessment of current functions, core business needs/drivers, and developing a road map for the long-term are paramount to the success of full life-cycle program
Partner with vendors who meet NIST, FISMA, and FedRAMP requirements which are a standardized approach to security assessment, authorization, and continuous monitoring for cloud products and services
Avoid the cookie-cutter approach! Not one solution fits all document management & ECM needs. Work with your customer and varying vendors (where necessary) to provide solutions that best fit their needs.
TURNING TRENDS INTO OPPORTUNITIES
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USE: ENTERPRISE CONTENT SOLUTIONSWHERE ARE THE OPPORTUNITIES:
Document Conversion
Data Entry
Post Digitization Indexing
Document Processing
WHAT YOU NEED TO KNOW:
NIST, FISMA, & FedRAMP requirements-ensure your vendor of
choice meets
Is Section 508 Applicable to your customer
Understand how your customer will use the information
TURNING TRENDS INTO OPPORTUNITIES
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ARCHIVE: MANAGE RECORDS ELECTRONICALLY
The Presidential Memorandum requires records to be managed electronically by end of 2019. The Paperwork Reduction Act* requires “Federal agencies to become more responsible and publicly accountable for reducing the burden of Federal paperwork on the public, and for other purposes.” Opportunities for document conversion & document processing are steadily on the rise with the shift towards information governance.
Paperwork Reduction Act of 1995; 44 United States Code 101
TURNING TRENDS INTO OPPORTUNITIES
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ARCHIVE: MANAGE RECORDS ELECTRONICALLY
GET IN THE GAME! NPA’s currently offering document destruction without document
conversion as a service should shift towards a more holistic approach that includes conversion & digitization services
Likewise, NPA’s who currently offer document conversion without document destruction should shift towards a similar holistic approach—but one that may include partnering with other NPA’s who provide destruction to maximize the success of opportunity capture
Paperwork Reduction Act of 1995; 44 United States Code 101
TURNING TRENDS INTO OPPORTUNITIES
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ARCHIVE: MANAGE RECORDS ELECTRONICALLY
WHERE ARE THE OPPORTUNITIES:
Document Destruction
Document Conversion
Data Entry & Post Digitization Indexing
Document Processing
WHAT YOU NEED TO KNOW:
NIST, FISMA, & FedRAMP requirements-ensure your vendor of
choice meets federal cloud-based standardization
Understand how your customer will use the information
Expand your horizon with memberships to AIIM, DGI, ARMA, etc.
TURNING TRENDS INTO OPPORTUNITIES
WHAT ABOUT COMMERCIAL?Many of the same trends in the federal marketplace are congruent in the commercial marketplace. However, there are a few X factors:• TIME- responding to RFI/RFQ’s require more agility and faster
turnaround and ramp-up. Getting your market strategy together today-will save you time tomorrow
• TRICKLE DOWN-State & Local governments often have similar needs as federal customers but with more flexibility
• LESS STRINGENT REQUIREMENTS FOR SECURITY- while still maintaining comparable industry standards
• BECOME A SME-commercial customers are looking for you provide the latest info on trends & best practices
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FINAL THOUGHTS
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• Look beyond document conversion & destruction. Think FULL LIFE-CYCLE. Treat the LOB as a circular component of information governance. Doing so will help your customer operate in a way that’s more economical, open, and usable, which benefits its overall mission
• Take an enterprise approach. By managing all types of electronic content under one system and creating a central, searchable repository, agencies can avoid duplication, foster collaboration, and support an increasingly mobile workforce.
• Follow a multi-year roadmap. A roadmap with a phased plan will help agencies budget more effectively over the next three years. Implementation will be much less onerous if it’s parsed out over time. It also gives agencies enough time to see what works and what doesn’t and to apply those lessons along the way
• Know that a document management solution doesn’t happen in a vacuum. Responsibilities don’t stop once an agency meets the 2019 deadline. New systems will bring change to the work environment, and WE should be prepared to address them
FINAL THOUGHTS
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UTILIZE ALL AVAILABLE RESOURCES
• SourceAmerica LOB Extranet-see Rachel Osero (Director, NPA Development, Strategy & Innovation)
• Association for Information & Image Management (AIIM)• National Archives & Records Administration (NARA)• Digital Government Institute (DGI)• Association of Records Management Administration (ARMA)• National Association for Information Destruction (NAID)
Q & A & Contact Information
CONTACT INFOLATRECIA C. FRIESON, CRM, ECM
8401 OLD COURTHOUSE RDVIENNA, VA 22182
(571)226-4663
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