Agency-wide Records Management Inventory & Digitization Initiative
CLIENT:
The Department of Defense, Defense Media Activity (DMA)
CHALLENGE
The Defense Media Activity (DMA) was in need of support to implement an electronic records management system (ERMS) that would address the new requirement as set forth in OMB/NARA M-19-21 to manage all records in an electronic format. The agency faced a common problem – how to migrate only the records that need to be kept while appropriately disposing of the rest. They also had legacy paper records that needed to be digitized and saved in the ERMS, as well as a shared drive that required updates after an Activity reorganization. At the same time, the Activity was preparing for an inspection from the National Archives and Records Administration (NARA) to evaluate DMA’s records management program.
SOLUTION
Malbaie deployed a team of records specialists to review and make recommendations for all records. We created a simple and intuitive process for analyzing each paper and electronic record, which in turn allowed the client to efficiently review and accept recommendations for implementation. The team was also aligned to support the Project Managers of the new Electronic Records Management System (ERMS) deployment initiative to ensure records management requirements and best practices were incorporated into the back end of the system design and development. These actions undertaken by the Activity and the Malbaie team are helping to prepare all key stakeholders for routine and regulatory compliance inspections.
OUTCOME
Our team played an integral role in supporting the Component Records Management Officer prepare for an on-site NARA inspection. The pre-assessment led by our team and our experience in supporting inspections resulted in the agency’s passing! Malbaie has also submitted recommendations for over 230K records for acceptance. The inventory and implementation of disposition for these records has allowed DMA to ensure intellectual and security control over their records, both for current and legacy offices. Moreover, our involvement with the creation and refinement of business rules for DMA’s new ERMS is providing valuable reference tools and mentorship for successful user adoption.
