Records Management Consulting Services

FreeDoc ® applies proven Records Management strategies to empower enterprise information for financial results.

Electronic forms and workflow are a necessity in the digital age, but an effective strategy is first needed to manage your information. By itself, an effective strategy will reduce legal risk, while increasing productivity and happiness at work. The best organizations invest in this.

Next comes enterprise productivity. Organizing the way information is acquired and maintained is like designing a workspace. How it’s laid out determines a project’s success, and a person’s enjoyment doing it!

Below are some of the Records Management services that FreeDoc ® has provided our US agencies and institutions.

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Records Management

Public Records Requests (PRR)

RCW 42.56

Records Management Consulting, Business Assessments and Reporting

FreeDoc ® Records Management Consulting conducts a detailed analysis of how an enterprise acquires and manages its information. This provides a valuable assessment and can provide management with a ‘blueprint’ to improve agency operations. The Business Assessment and Records Analysis (BARA) is performed primarily through interviews with knowledgeable people as subject matter experts. Upon of the assessment, customers receive a 30-50 page report of the legal risks and violations observed, as well as the opportunities that are available. Finally, the report outlines 10-20 recommendations to make immediate improvements.

Mid-level Inventory

An itemized inventory of all agency records can be performed at the records series level. FreeDoc ® Records Management Consulting begins with an onsite tour, followed by web video interviews with staff. This mid-level inventory report lists each type of record by department, and volume, with storage locations and time frames to support creation of a crosswalk for records retention.

Retention Schedule and Records Management Crosswalk

FreeDoc ® Records Management Consulting recommends every organization maintain an enterprise retention schedule and update the schedule regularly. A records ‘crosswalk’ identifies enterprise records by 1) common name, 2) legal name and 3) term of retention. Having a crosswalk allows individuals within a department to view, reference, and apply retention to each record. This allows an organization to improve the quality of information being retained by empowering individuals to understand and perform the necessary tasks as needed. Agencies without a retention schedule would benefit from professional Records Management Consulting services to create one. Contact FreeDoc ® for a discussion of your needs.

Vision and Roadmap – Gap Analysis

A gap analysis measures the status of a records management program as it is currently, with well known standards and best practices. These sources will include recommendations from the Association of Records Managers and Administrators (ARMA), National Association of Government Archives and Records Administrators (NAGARA), 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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