FreeDoc^® Winter Records Forum 2023

Leslie Turner, CRM
Ever notice in conversations about managing information that you might use the same word or similar language, but it turns out to mean something completely different? Records professionals and IT often have the same goals, but talk about it differently.This session is all about defining your terms, and getting on the same page when it comes to managing agency public records.

Bill Saffady, PhD
Software evolves with new capabilities to meet customer requirements. Cloud-based configurations offer an alternative to on-premises installation for customers interest in a fast, low-cost start-up. Optional add-on components expand the technology’s scope and integrate with related information management applications and services.This session describes the features and functions organizations should consider when selecting ECM products, with a software survey covering core functionality and special capabilities of market-leading ECM.

Peter Frix, CDIA
Remote work is spotlighting personal productivity and office space planning as the new frontier for enterprise operations. During times of tight budgets, agencies can make small moves to see big wins.This session studies the financial expense of enterprise methods to share and store information. Learn how small steps with cloud-based ECM transforms operations for better space planning, personal productivity and agency compliance.

This business case shows how ECM is used to lessen physical expenses and achieve greater effectiveness with less employee fatigue. Throughout the illustration, steps to automate compliance for auditing and retention are discussed.

Automated routing for editing, review approval & management of contracts. This session shows how methods, once considered ‘leading edge’, have become standardized.

Bill Saffady, PhD
Since the 1950s, records management has made significant contribution to efficient and economical management of office space, an important component of an organization’s operating costs.The closure of offices in response to the COVID-19 pandemic has created another opportunity for records managers to contribute to cost-effective space management. With many offices empty or underutilized, government agencies, companies, and non-profit organizations are reevaluating the suitability and cost of their physical workplaces.If remote working continues, an organization can get rid of unneeded space or avoid the cost to reconfigure or expand its existing space to comply with public health requirements. For this to occur, however, remote workers must have reliable online access to the records they need to do their jobs.

Enterprise content management provides that capability.

This session will discuss the role of ECM as an enabling technology for remote working and a cost-effective investment for organizations that want to reduce their office footprints.

Smart Invoice Capture and Forms combine to improve the Accounts Payable process and support Credit Card and Bank Statement reconciliation. Additional examples illustrate the efficiency and time savings from assembling pre-submittal documentation needed for back-up & review before the check-run.

Leslie Turner, CRM
Emails appeared in our workspace in the 90’s. Thirty years later we’ve got email elephants sitting on our servers. When the pandemic struck, agencies were forced to provide remote work environments. Now those elephants have multiplied to become herds! Plus, recordings of remote meetings (i.e., Teams and Zoom) have taken the place of in-person sessions.This session reviews some of the approaches to manage volumes, with tips and strategies to avoid those elephants taken up space in the room!

Leslie Turner, CRM
What is the Department of Defense (DoD) 5015.2 standard and why is it important? Often seen as “just a records management standard”, this session introduces the standard and describes the different functions it covers, as part of software development. For example, security, portability, data interoperability and more. There’s a reason fewer than 20 vendors are DoD certified. All it takes is effort. Don’t be fooled by imitations! Vendors must PROVE these functions when tested BEFORE award of the DoD5015.2 certification.

Leslie Turner, CRM
The world as we knew it has been completely changed by the COVID pandemic, and
“business as usual” is not usual anymore. History shows that this type of event can be an opportunity to re-examine and re-evaluate. What lessons have been learned? What can your RIM future look like as we adjust to a different way of working, and move forward?

See how Forms and Workflow programmatically manage the disclosure process (PRR). Make PRR a predictable and systemic task to support better compliance, with less staff fatigue. Options include automated gathering of performance metrics for JLARC reporting.