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The Federal Directive for M-12-18 deadline has arrived and a new directive was issued to extend requirements for agencies transitioning to electronic records. The new directive, M-19-21 (Transition to Electronic Records), includes initiatives established with M-12-18 and expands on those requirements to eliminate paper records by 2022.
Here are a few of the core M-12-18 mandates:
The additional M-19-21 mandates include the following, in addition to the initiatives established with M-12-18:
The requirements within themselves can be overwhelming in addition to costs (funding) associated in order to achieve these goals.
The National Archives and Records Administration (NARA) released the Universal Electronic Records Management Requirements to help identify high-level business needs for managing electronic records at federal agencies and to assist with evaluating vendor software to meet these requirements.
Meeting Record Storage Requirements
In order to meet the minimum storage requirements, agencies will need to review and assess their record management processes to ensure records are stored electronically. Designated electronic record repositories must meet the minimum requirements set forth by Federal Directives (M-12-18 & M-19-21).
The minimum storage requirements include:
Other electronic repository areas to evaluate are:
The NARA Universal Electronic Records Management (ERM) Requirements provide additional details and uses cases for storage requirements for assessing and evaluating record storage requirements.
Meeting Records Management Requirements
Agencies must review file plans and evaluate record repositories to ensure they meet minimum requirements set forth by Federal Directives:
Another resource to assist with identifying additional requirements is NARA’s Universal Electronic Records Management (ERM) Requirements.
Federated Records Management
Federal agencies must respond to challenges of M-12-18 that now include the M-19-21 directive. Record Managers will need to assess both electronic and physical record processes to ensure they meet the minimum directive requirements. Electronic Record Repositories will need to be designated and appropriate planning for the move from paper to electronic conducted.
Consider a Federated Records Management approach in leveraging your current investments to meet Federal directives. A true Federated Records Management solution provides Records Managers with capabilities to Monitor, Classify, Manage and Dispose records regardless of where they are stored. This also should include the ability to lock down records (immutable) so files cannot be deleted or modified. This can be very beneficial and cost effective for planning a framework where you are effectively storing and managing records.
By utilizing a Federated Records Management approach, the following benefits can be achieved.