Electronic Records Management – Meet New Standards

In this digital age, organizations must evolve in order to keep up with constituents’ expectations or competitors’ efficiencies. This means cutting costs wherever possible, negotiating the most favorable contract terms, and making sure your internal processes are top notch. Organizations seeking to improve from the inside out have turned to electronic records management (ERM). A record is any information created, received, and maintained in the transaction of business. This includes paper documents and files, electronic documents, email, social media, web content, data, and metadata. Records management is a strategy integral to effective organizations to enforce legal and statutory compliance for retention. Transitioning to an electronic records management solution allows for automation, reduction of storage costs, and timely destruction.

Not only is electronic records management the solution for modern businesses, federal agencies are now required to transition to managing their records electronically. The National Archives and Records Administration (NARA) has a goal to move federal agencies’ business processes and record keeping to a fully electronic environment and cut out paper records entirely by December 31, 2022. 

In the first released set of electronic records management requirements from August 2017, NARA required six sections based on the lifecycle of ERM:

1. Capture
2. Maintenance and Use
3. Disposal
4. Transfer
5. Metadata
6. Reporting

These requirements provide technical guidance to vendors in creating ERM tools and specifications for agencies to consider when procuring solutions. The agency can meet the requirements by contracting with any vendor within the NARA guidelines.

Next Phase Solutions is an 8(a) business that specializes in procurement, building out custom solutions, and taking business processes digital. We have over 40 plus years of composite experience in crafting solutions tailored to our customers. With a solution from NPS, alleviate any concern about achieving NARA compliance. As an electronic records management vendor, our promise is to provide you with the best solution. We have proven record management success that goes beyond your document management system. The software that we provide automatically enforces consistent and organization-wide records policies, protects records from loss and tampering, and stays compliant.

To learn more about the endless capabilities we can provide with our adaptable solutions and what we can do for you, visit our website npsols.com.

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