A Challenge for Federal Records Management
October 6, 2020
Federal agencies are facing a mandate without adequate funding. This is sure to go smoothly. GCN explains why, for these entities, “Records Management Is About to Get Harder.” The White House’s Office of Management and Budget is requiring federal agencies to completely shift to electronic recordkeeping by the end of 2022, after which the National Archives and Records Administration shall accept no new paper records. The directive presents two challenges which overlap: digitizing existing records and providing a process whereby new records are created digitally in the first place. Officials plan to begin at the intersection of those requirements, invoking a Venn diagram. They must be as efficient as they can because, we’re told, Congress is reluctant to loosen purse strings enough to sufficiently fund the project.
The article cites a recent discussion among federal records management specialists regarding the transition. Reporter Troy K. Schneider writes:
“Although agencies’ readiness levels varied widely, most participants said they were on track to meet the M-19-21 deadlines. Yet whether the available tools and resources are sufficient, however, is another matter. ‘There never are enough resources,’ one official said. ‘We’ve got great resources to the extent that we have them,’ referring to the staff and the record schedules that have been developed, but the work will outstrip them — and this year’s telework-driven embrace of collaboration tools has only increased the degree of difficulty….“Complicating that resource challenge in terms of staff and money is the rapidly growing suite of communication tools agencies use. Too often, participants said, the adoption and deployment of those tools is happening before Federal Records Act requirements are accounted for.”
SharePoint and Office 365 are but two examples of software in which agencies have invested much that may not be able to keep pace with current governance needs and a greatly increased cloud-centered user base. One suggestion is to mimic the Continuous Diagnostics and Mitigation Program now used by the Department of Homeland Security and the General Services Administration for their approved product lists, reporting requirements, and cybersecurity funding. Whatever the solution, we’re told:
“Ultimately, the group agreed, fundamentals are more important than specific technologies. ‘What I’ve seen in looking at my compatriots in other agencies is they spent incredible sums of money to deploy a technology,’ one participant said. ‘And those solutions have not been nearly as effective as they have been sold as because some of the fundamentals hadn’t been done — like understanding your record schedule and the organizational and institutional changes around processes and capabilities that really need to be in place to feed the right records.’”
Indeed, rushing to choose a solution before closely examining one’s needs is a recipe for waste and disappointment. Let us hope decision makers think things through and spend the limited funds wisely. If they do not, our nation’s records are bound to become a huge, paperless mess.
Cynthia Murrell, October 6, 2020
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