U.S. Department of the Interior
Records Management focuses on records created, received, and used by the Department of the Interior (DOI) in conducting official business. DOI has established records management systems for retaining and retiring paper records; however, DOI lacked an electronic system(s) to assist employees in the day-to-day creation, management, and disposition of electronic records. AEEC’s Records Management Initiative provided the Department of Interior with an enterprise-wide centralized approach to Electronic Records Management (ERM). AEEC’s development of an approach to ERM for the Department of Interior involved defining the existing ERM business processes for each DOI Bureau and identifying gaps, compliance shortcomings, and areas requiring department/enterprise-wide consistency. This engagement required significant business process analysis and re-engineering in preparation for the technology requirements definition and comparison. AEEC had the following objectives for the ERM system:
- Provide mechanisms to manage DOI agency records as required by law through their life cycle
- Reduce the cost associated with operating multiple disparate records management systems, including administration, maintenance, and training
- Provide the ability to read records beyond the life of the system that created them and to alleviate the need to maintain outdated software
- Provide a central access point for active and inactive records of an agency
- Software development
- Software requirements definitions
- Systems design and development
- Software application maintenance
- Help desk support
- Maintenance and upgrades of hardware and software
Furthermore, AEEC’s subject matter experts (SMEs) delivered:
- Analysis and documentation that outlines how DOI Bureaus will meet legal and regulatory compliance policies issued by the NARA, OMB, ERM and DOI, including the identification of all potential sources of electronic records within the bureaus and agencies.
- COTS recommendations regarding functional advice, costs, implementation considerations, compatibility, and change management issues.
- A set of clearly defined user and functional requirements to support an enterprise-wide electronic records management system.
- A detailed implementation plan for the prototype of one or more of the recommended COTS products.
- A plan for a records management technology implementation pilot.