Records Management

Our records management capability provides a systematic, compliant, and technology-driven approach to organizing, storing, and maintaining records for federal, state, and local government agencies under government contracting frameworks. We ensure the integrity, accessibility, and security of critical records throughout their lifecycle—from creation to disposition—while adhering to stringent regulatory standards and contractual obligations. With expertise in both physical and digital records management, we enable agencies to meet operational needs, support audits, and preserve institutional knowledge with efficiency and precision.

 

Core Capabilities:

• Records Lifecycle Management
• Design and implement records management plans that cover creation, classification, storage, retrieval, and disposition.
• Apply federal retention schedules, such as those outlined by the National Archives and Records Administration (NARA), to ensure compliance.
• Manage the transition of records from active use to archival storage or secure destruction as required.
• Regulatory Compliance and Standards Adherence
• Ensure alignment with federal regulations, including the Federal Records Act, 36 CFR, and agency-specific policies.
• Maintain compliance with security and privacy requirements, such as FISMA, HIPAA, and FOIA, for sensitive and classified records.
• Conduct regular audits and assessments to verify adherence to contractual and legal standards.
• Digital Records and Information Management
• Deploy electronic records management systems (ERMS) to digitize, index, and retrieve records efficiently.
• Implement metadata standards and search functionalities to enhance accessibility and usability of digital archives.
• Ensure data integrity and cybersecurity through encryption, access controls, and backup protocols.
• Physical Records Storage and Retrieval
• Provide secure, organized storage solutions for physical records, including climate-controlled facilities and inventory tracking.
• Facilitate rapid retrieval of documents to support operational needs, audits, or legal requests.
• Manage space optimization and cost efficiency in physical records storage operations.
• Training and Process Improvement
• Train agency personnel and contractors on records management best practices, policies, and tools.
• Assess and refine records management processes to reduce redundancies and improve turnaround times.
• Provide guidance on transitioning legacy records into modernized formats or systems.
• Audit Support and Disposition Services
• Prepare comprehensive documentation and records inventories to support internal and external audits.
• Execute secure disposition of obsolete records, adhering to approved destruction methods and timelines.
• Maintain detailed logs and certificates of destruction to ensure traceability and accountability.

Tools and Technology:

• Utilize industry-standard records management software (e.g., Documentum, OpenText, or custom ERMS) for digital archiving and retrieval.
• Employ scanning and imaging technologies to convert physical records into secure digital formats.
• Leverage cloud-based platforms with robust security features for scalable, accessible records storage.

Proven Outcomes:

• Successfully managed large-scale records portfolios, ensuring 100% compliance with NARA and agency requirements for government clients.
• Reduced retrieval times and storage costs through efficient digitization and process optimization.
• Supported seamless audit processes with accurate, well-maintained records, earning high marks for reliability and organization.