FreeDoc Consulting for Records Management Consulting

Records Management (RM) is a proven, common sense strategy to protect the digital enterprise and improve the digital business process.

For those public agencies operating in the age of electronic information, having a sound RM strategy is as basic as organizing your refrigerator, arranging a work bench, or managing the timeline of an ultra-large construction project. Without a RM strategy, an agency may experience spoilage, loss of production, and legal jeopardy.

Listed below are services our consultants commonly provide.

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Records Management

Public Records Requests (PRR)

RCW 42.56

Records Management Assessments and Reporting

Detailed analysis of records management practices in all departments through onsite or offsite interviews. A thorough, customized report outlines the risks and opportunities in administering public records, business processes, and the technological environment.

Mid-level Inventory

An itemized inventory of all agency records performed at the records series level. Accomplished onsite, through remote interviews with staff, or a combination of both. A mid-level inventory report lists each type of record, by department, with storage locations and time frames and supports the creation of a crosswalk for records retention.

Records Management Crosswalk

A records management crosswalk allows each department to view, reference, and apply the correct retention for the records maintained by staff. This empowers individuals to understand and perform the necessary tasks to improve operations, enhance efficiencies, and reduce risk.

Vision and Roadmap – Gap Analysis

A gap analysis measures the current status of a records management program or processes in comparison with standards from the Association of Records Managers and Administrators (ARMA), the National Archives and Records Administration (NARA), and the International Organization for Standardization (ISO) 15489 standard for records and information governance best practices.

Vision and Roadmap – File Plan

A file plan acts as a guideline with recommendations and best practices for designing a system to organize all agency records systematically. It is based on International Organization for Standardization (ISO) 15489 and follows guidance from the Association of Records Managers and Administrators (ARMA) and the National Archives and Records Administration (NARA).

Policies and Procedures

An analysis of current agency records and information management policies and procedures including recommendations for alignment and compliance with the Revised Codes of Washington (RCW), Washington Administrative Codes (WAC), Code of Federal Regulations (CFR), and industry best practices.

“Clean Up” Projects

“Clean up” Projects: FreeDoc staff come on-site to identify and document paper record destruction. Included in the process is a destruction log containing all relevant information to legally destroy eligible public records, lowering risk and opening up invaluable space for your agency

Custom Services

Need additional help with your records management procedures or a custom combination of the services above? Let us know and we will do our best to develop a plan to satisfy your organization’s unique records management needs.

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