full life-cycle document management ... 2 • document management life cycle • defining full-life...

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

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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 TRENDSFederal & Commercial

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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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Federal Market Trends: Presidential Directive Timeline

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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.


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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


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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


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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


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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.


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USE: ENTERPRISE CONTENT SOLUTIONSWHERE ARE THE OPPORTUNITIES:

Document Conversion

Data Entry

Post Digitization Indexing

Document Processing


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


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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


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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


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WHERE ARE THE OPPORTUNITIES:

Document Destruction

Document Conversion

Data Entry & Post Digitization Indexing

Document Processing


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.


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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WHAT’S NEXT?

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CURRENT DOCUMENT MANAGEMENT LIFE CYCLE

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NEW FULL-LIFE CYCLE DOCUMENT MANAGMENT

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CREATE

CAPTURE

CLASSIFY

STOREUSE

ARCHIVE

DISPOSE

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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Surveys

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• We are going Green this year! • To access the survey, log into the app, click on the

session • The survey link will be located at the top of the session

description

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full life-cycle document management ... 2 • document management life cycle • defining full-life...

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