NARA (M-19-21) COMPLIANCE
DOMA Technologies, a GSA Schedule Contractor, Supports Federal Agencies With Achieving NARA (M-19-21) Permanent Records Transfer Compliance.
How DOMA Supports Your Compliance Journey
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DOMA is committed to helping federal agencies convert analog permanent records (such as paper and microfilm) to NARA Transfer Complaint records that align with the NARA Strategic Plan and mandate M-19-21. Get a Quote Today.
As a GSA Schedule contractor, our pricing and process are straightforward and commitment-free, meaning you can begin making genuine strides towards meeting your information governance targets on time.
Key Data on the Current State of Federal Agencies’ in Meeting NARA (M-19-21) Standards
The National Archives Records Administration M-19-21 Directive specifically states that by the end of 2019, Federal agencies will manage all permanent records in an electronic format. This includes paper archives, important emails, HR Records, contracts, and any other permanent records. Additionally, agencies are expected to demonstrate compliance with Federal records management statutes and regulations. Data from the A 2017 Report Conducted by NARA* suggests that data governance is an important issue and that many agencies have room for improvement.
DOMA CAN MAKE A DIFFERENCE
Even in situations where an agency has a digital content management blueprint in place, there are often gaps. Our Digital Services and Cloud Services can be deployed quickly as individual micro solutions, or together as part of an integrated strategy. We can help your agency meet NARA’s M-19-21 permanent records transfer mandate.
Scanning & Digitization
Department of the Interior, Bureau of Reclamation (BOR)
NARA Compliant Records Digitization Case Study
- Reduced space needed for physical storage
- Critical information is now easily accessible to authorized users via the Cloud regardless of where they are located
- Compliance with the Presidential Directive on Electronic Records
DOMA’s digitization team handles records transportation, document preparation, record imaging, and indexing of multiple media types including:
- Standard legal, letter-sized paper, & books
- Brittle/fragile paper
- Engineering drawings & blueprints
- High resolution Non-destructive Testing (NDT) images
- DAM infrastructure inspection images and other photographs
- Microfilm & microfiche
- Aperture cards
- 35mm slides
- Video tapes
Upwards of 5,000,000 documents related to specific BOR projects are now digitized, indexed, and stored in the Department’s new eMail Enterprise Records and Document Management System (eERDMS),
Frequently asked questions
In an effort to streamline government operations and align federal agencies with current technology the Office of Management and Budget (OMB) and the National Archives Records Administration issued Memorandum M-12-18, Managing Government Records Directive in August 2012. M-12-18 requires all federal agencies to eliminate paper record-keeping for all permanent and temporary records by the end of 2019. This mandate has contributed to notable growth in federal agencies seeking digital services.
Just this year the Federal government consolidated OMB memorandum M-12-18 and the prior M-14-16 into the revised M-19-21 Memorandum.
Some key points of this directive include:
- By 2019, Federal agencies will manage all permanent electronic records in an electronic format.
- By 2022, Federal agencies will manage all permanent records in an electronic format and with appropriate metadata.
- By 2022, NARA will no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata.
- Beginning January I, 2023, all other legal transfers of permanent records must be in electronic format, to the fullest extent possible, regardless of whether the records were originally created in electronic formats.
You can learn more about this directive and see where we got our statistics by checking out NARA’s Federal Agency Records Management 2017 Annual Report
The NARA Strategic Plan is the current driving force for federally managed records and is an actual mandate to Agencies stating that NARA will not accept analog records after the end of 2022 “whether the records were ‘born electronic’ or not.”
Some Additional Key Points include:
- By FY 2024, NARA will digitize 500 million pages of records and make them available online to the public through the National Archives Catalog
- By FY 2020, NARA will have policies and processes in place to support Federal agencies’ transition to fully electronic recordkeeping.
- By FY 2019, NARA will conduct inspections of records management practices at 10 percent of Federal agencies per year, to ensure that Federal email and other permanent electronic records are being managed in an electronic format.
Part of NARA’s strategy to achieve these goals includes “Enter(ing) into new public-private digitization partnerships with new types of partners.” Don’t get left behind, DOMA can be that digitization partner for your organization. Whether you simply need a few stray records center boxes or multiple file rooms, DOMA can deploy a start to finish solution to get you compliant.
Click to read more about NARA’s Strategic Plan or Download a Copy.
Electronic Records Management (ERM) allows for better access, security, and compliance, but it requires more than just scanning content and storing it the Cloud. A successful ERM solution involves a dynamic shift in how content is generated, managed, and utilized. It can be daunting to make the leap, but DOMA is equipped to help you at any stage of your digital transformation journey.
By December 31, 2022, NARA will, to the fullest extent possible, no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata. NARA and most Federal agencies currently maintain separate policies, practices, and physical infrastructures for managing records in traditional (analog) formats compared to electronic records. This structure is costly and complex, which increases the risk that permanently valuable records in either format may not be appropriately retained. NARA must take decisive action to transition Federal record-keeping to a fully-electronic environment to promote efficiency, increase access to information, and allow NARA and Federal agencies to focus resources on meeting the challenges of managing electronic records.
After December 31, 2022, NARA will no longer accept new transfers of analog records for storage by the Federal Records Centers Program (FRCP) to the fullest extent possible. NARA will continue to store and service all records received by the FRCP by that date until their scheduled disposition date. Once those records reach their disposition date, NARA will accept the permanent records into the National Archives in their original (analog) format. Beginning January 1, 2023, all other legal transfers of permanent records must be in electronic format, to the fullest extent possible, whether the records were “born electronic” or not. After that date, agencies will be required to digitize permanent records in analog formats before transfer to NARA.
Receive a Quote – Fill out the following form to receive a services quote. We will reach out to you to learn more about your needs and challenges. This is the fastest way to get on track with your workplace transformation goals.
Our GSA Contract Vehicles – As a part of the General Services Administration (GSA) Schedules program federal agencies utilize our GSA contract vehicles to make purchasing a DOMA solution simple. As a GSA Schedule vendor, we can offer you proven solutions with a straightforward pricing model.
GSA 51 504 – SIN 51 504 | Physical Records Management Solutions
GSA 51 506 – SIN 51 506 | Document Conversion Services
GSA 51 600 – SIN 51 600 | Electronic Records Management Solutions
GSA 132 51 – SIN 132 51 | Information Technology Professional Services
GSA 132 56 – SIN 132 56 | Health Information Technology Services
DOMA offers a variety of technology solutions designed to help make information management easy.
- Digital Services including Data Extraction and Scanning & Records Conversion from Start to Finish
- Cloud Services including Migration, Strategy, and Managed Services
- Healthcare Information Services designed to help with medical records review and claims development/processing
- The DOMA Experience (DX) Software Platform is our powerful cloud-based Intelligent Content Services Platform that is delivered as a Software as a Service (SaaS) solution. It offers organizations a data-centric application to securely capture, manage, and store content across the enterprise and collaborative tools. Our software is configured to apply appropriate metadata to your digital documents, fast-tracking you to NARA compliance.
WHY CHOOSE DOMA?
A Trusted Federal Partner since 2000
It’s important to select a technology solutions provider that understands how to navigate diverse challenges and help you meet specific targets for your agency. If you’re looking for competent Federal Supply Schedule Contractors look no further. DOMA has a diverse Federal past performance that includes quickly deployed micro solutions and long term, high-volume engagements. An effective ERM solution provided by DOMA Technologies comes with many advantages including:
Workflow Integration that Minimizes Disruption – DOMA knows it’s important that our software and services can interact seamlessly with the platforms and tools you already use.
Accessibility and Efficiency – It doesn’t benefit anyone if your newly converted documents and records are impossible to navigate. With optical character recognition, barcode digitization, electronic forms capture, and intelligent auto-classification you can find exactly what you’re looking for quickly from a centralized, cloud-based repository. In the digital space, we are always accessible, but we understand how important quick in-person support can me. Our Virginia Beach headquarters is centrally located giving us quick access to Washington DC, Virginia, North Carolina, and Maryland.
Federally Compliant Security Standards – DOMA’s secret cleared facility operates within a highly secure chain of custody for any physical records. Additionally, our electronic security meets NIST, HIPAA, SAS70, DoD, and Federal Guidelines. As a GSA approved vendor with a considerable experience developing GovCloud environments you can trust that our AWS Cloud solutions will continue to keep your content safe at every stage of the digital transition.
Read more about Security and Compliance
DOMA GSA Schedule
See how DOMA can help your Agency Prepare
for the Upcoming NARA Deadline
Don’t Miss Out On All We Can Offer
As a GSA schedule contractor, DOMA can make the process of achieving compliance simple. We understand that you have unique challenges and are ready to help you achieve a better workflow.
DOMA IS THE DIFFERENCE. WE ARE PASSIONATE ABOUT PEOPLE & TECHNOLOGY
We are ready to help federal agencies get aligned with the government’s upcoming M-19-21 (formerly – NARA M-12-18) Managing Government Records Directive deadline. Reach out today to get a personalized quote or learn more about how our products and services can support your digital transformation journey.