Previously, we wrote about the risks created by the ambitious deadline set by the U.S. National Archives and Records Administration (NARA) for federal agencies to convert to (mostly) all electronic records management by the end of 2022. One risk we did not mention in that article: the COVID-19 pandemic.
2020 started like any other year, and even in the beginning, NARA’s mandate posed significant challenges to the federal government. It’s a lot of ground to cover in a relatively aggressive timeframe, and progress to date has been mixed. According to NARA’s own “Federal Agency Records Management 2018 Annual Report,” nearly three-quarters (73%) of eligible electronic records are not being transferred to NARA as of Fiscal Year 2018 (the report for FY2019 will likely be released within the next month or so).
And that’s before a new crisis reared its head this year, significantly disrupting normal work operations: the global COVID-19 pandemic. In fact, the impact has been severe enough that NARA itself issued new guidance about records management while staff are teleworking, recognizing that the situation has created new challenges:
- What if employees use personal accounts and applications to create government records?
- How and where do teleconferences conducted via applications like Microsoft Teams and Zoom fit into records management?
- What if employees print government records at home?
The situation also introduces potential security and privacy concerns with federal employees accessing government records from their homes and personal devices. Successfully tackling an ambitious deadline during difficult conditions requires records administrators to be smart in how they move forward. A carefully planned, strategic implementation is more important than ever.
Choose cloud-based solutions
COVID-19 reinforces the importance of a records management system that’s accessible remotely. After the COVID-19 outbreak, we wrote, “Digital, cloud-based document management offers resiliency against emergency situations.” The ensuing months have only underscored this point: a solution that’s flexible enough to enforce appropriate records handling protocols while allowing employees to work in a variety of scenarios is critical.
Focus on clear-minded prioritizations
Every agency is in a different situation; indeed, sometimes even different teams within agencies are in different situations. As a result, there’s no one-size-fits-all answer to the question of how to meet the 2022 deadline – or even if it’s logistically possible. Every agency must figure out their highest priority areas of interest and focus on those. For example, the agency might focus on “good enough” for now, while leaving themselves space to go back and correct any issues. GCN, an information resource for public sector IT managers, recommends getting “a classification or file plan terms applied to the content, which will give records managers that much needed visibility, along with the space to go back and fix things when there is more time.”
Get help from allies
These are not challenges that agencies must face alone. NARA, for example, has been developing and launching online training modules to help records administrators master electronic record-keeping. Third-party records management experts already certified under GSA Schedule 36 also stand ready to assist.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit https://www.penielsolutions.com or email info@penielsolutions.com.