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Federal records managers are expected and often required to understand the importance of the DoD 5015.2 or the Design Criteria Standard for Electronic Records Management Software Applications. However, for many others, the importance of this certification or design standard in the eyes of the public sector can be challenging to fully understand. Since its implementation, the DoD 5015.2 certification has become the global benchmark not only for federal agencies, but also for public and private organizations worldwide.

One key driver in the federal market related to this push for better records standards is OMB M-12-18 or the NARA/OMB Managing Government Records Directive mandates that requires:

  • All permanent records must be managed in digital format by 2019; and,
  • Email must be managed in electronic format in a Records Management system by 2016.

Additionally, the federal government is experiencing several other push-factors including:

  • The PortfolioStat initiative that requires all agencies to reduce duplicative solutions and modernize business processes in order to leverage IT as a strategic asset which drives both cost savings and increased efficiencies.
  • Increasing visibility of privacy and compliance requirements such as FOIA, Privacy Act, HIPPA and more.
  • Collaboration as one of the three key components itemized in the Open Government Directive, which requires agencies come up with a plan to better collaborate internally among other agencies as well as with citizens to better enable agency objectives.

While the process to implement these initatives is a complex one, the solution to achieving compliance can be simple. All of these requirements demand the implementation of an enterprise content management (ECM) platform with business process management (BPM) capability that can be merged with the organization’s existing applications and processes.

When choosing an ECM platform, you’ll want to make sure it provides Information Governance throughout the lifecycle of all content, providing standardized metadata, security and access controls, version control, workflow aligned to organization processes/procedures/controls, retention, archival, federated and advanced search.

Alfresco is the only proven ECM, open source platform to be D0D 5015.2 certified making the company uniquely positioned as the cost effective full featured alternative to proprietary solutions. Alfresco has a simple, but sophisticated user interface and automated controls that let authorized users set permissions, disposition and retention policies across a single scalable repository. Alfresco also provides a flexible and scalable BPM engine that enables users to initiate and participate in workflows that are based on organizational processes. This combination of easy-to-use yet powerful content and business functionality enables government users to save time and costs.

Records management is a key component of this infrastructure, providing the basis for records retention, legal holds, disposition and intelligent storage management of both digital and physical records. In the past, this has been accomplished through integrating an expensive, separate records management application on the backend –this is a costly, but avoidable burden.

With today’s DoD certification, Alfresco can alleviate the need for government agencies to integrate and maintain a separate records management applications on the backend to provide a more effective holistic solution that is scalable and easy-to-use.

As a part of the Managing Government Records Directive, agencies are in the process of defining the taxonomy for their records as well as the process for transferring them to NARA. The DoD 5015.2 standard helps these efforts by:

  • Setting Mandatory Metadata Standards for all records, including for different kinds of files such as email, photos and office documents as well as metadata requirements for classified records;
  • Defining the best methodology for destruction of electronic records at the end of their lifecycle;
  • Providing a standard approach for transfer of records from one agency to another, and for transfer from an agency to the NARA; and,
  • Defining requirements for FOIA and Privacy Act solutions.

As the government continues implementing these new changes, consistent standards across the board help to alleviate the chaos that can result from each agency having varying approaches to records management policies. For this reason, many agencies consider DoD Certification a standard checkbox when evaluating candidates for records management solutions.

But don’t take our word for it! Government agencies including the Department of Housing and Urban Development, the Food and Drug Administration as well as the Consumer Financial Protection Bureau are already taking advantage of the DoD 5015.2 certification benefits Alfresco’s platform provides.

Be sure to check out the links above and let us know how we can help ease those compliance headaches!

 

About the author

James Bailey

James Bailey

James Bailey is the co-founder and President of Armedia, an Alfresco Platinum Partner. James has over ten years of experience in engineering and development of enterprise applications. Before co-founding Armedia, James worked for Sapient, Center for Naval Analysis, Southern Company and United States Army Reserves.

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  • bill gould

    Hi James – are there specific criteria regarding the 5015.2 standard and cloud storage/access, or does 5015.2 assume on-premises repositories? Or perhaps more simply put, can a cloud based system be 5015.2 compliant? I should probably read the DoD document myself. Thoughts?

    • http://www.armedia.com/ James Bailey

      DoD 5015.2 does not assume on-premise repositories or limit
      the use of cloud storage/access. The standard focuses on mandatory
      capabilities/requirements (i.e. access control, metadata, file plan) and less
      on the how (i.e. shall use on-premise storage.)

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