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Customers interested in records management services benefit from the breadth of our experience and our inter-related information management skills, because records management today entails more than traditional paper records management techniques. ASRC MS views records and information from an Enterprise perspective, building Information Architecture, in order to serve the needs of “Information Communities”.
We recognize the importance of understanding the Federal agency IT environment in order to propose solutions that work well and support the overall drive to e-Government, and do it at a reasonable cost. Our broad information management credentials mean we can provide up-to-date solutions by leveraging innovative technologically to information management, retrieval, and dissemination problems; integrating records into an overall content management framework.
Federal records must be managed according to statutes and regulations, along with the assurance that they retain their reliability, authenticity, integrity, and usability for future generations, so they can serve as the essential evidence of an agency’s activities.
Components of our Information Management Service Offering
Records Management Program Planning and Evaluation Services:
- Needs assessment studies
- Requirements analyses for a Records Management program
- Evaluate a customer’s “as is state” for conformance to Federal statutes and regulations, industry best practices, and organizational policies
- Cost benefit /risk analysis
- Business case/model for justification for the establishment/improvement of a records management program
- Formulation of action plans for program improvement
- Models and approaches for specific records management activities including communications, policy and guidance, education and training, program evaluations, schedule development, file plans, inventories, disaster/COOP planning, etc.
Records Management Program Operations Services:
- Development of process and policy documentation, guidance, and file plans
- Development of records schedules, including media neutral schedules
- Communications plans including, web sites, newsletters, posters, and other communications products
- Development of databases to support records management activities
- Conduct inventories and records management clean-up campaigns
- Preparation for physical relocation of offices
- Management of sensitive records
- Methods to provide public access to records
- Records management training
- Records management evaluations/audits
- Planning for disaster recovery activities
Supporting Migration to Electronic Records Management:
- Assist programs in identifying records management requirements as part of systems development, and readiness to move to electronic recordkeeping
- Identification of vital records.
- Preparation and implementation of system test plans
- Training of staff for the transition to electronic records including change management
- Management of the operational aspects of records management software
- Development of taxonomies and metadata classification
- Management and use of content and information from all sources
- Management of Web records
- Electronic Document Management: Scanning, and Indexing services
- Quality control of electronic filing
- Implementation and disposition of disposable records.
- Evaluations and audits
- Ongoing maintenance of the records management functionality (e.g., updating tasks to be performed on a decentralized basis)
Sample Information Management Services Contracts
USPTO - Information Resources and Facilities Services Contract
ASRC supports the work of the USPTO through its contract with the Office of Search and Information Resources Administration (SIRA) and, within SIRA, the Scientific and Technical Information Center (STIC). ASRC employees provide a wide range of library and information management support services to patent examiners, trademark attorneys, and a variety of other USPTO employees and contractors. Highlights of our scope of work include:
- In-depth, expert research, using in-house and commercial databases to provide our customers with time-sensitive and mission-critical information to engineers, scientists, business experts, and attorneys in the Patent and Trademark Examining Corps as well as managers, judges, and others
- Acquisition, cataloging, and maintenance of extensive collections of print and electronic books, journals, and reports needed by USPTO employees
- Development and maintenance of STIC web sites to provide USPTO employees with desktop access to information resources
- Organization maintenance and quality assurance of an archival collection of over 100,000 digitized nucleic or amino acid sequences, submitted as part of patent applications
- Ready reference services including the retrieval and delivery of thousands of in-house and interlibrary loan document requests
- Support for STIC marketing efforts including design and text for printed and electronic documents, fliers and brochures as well as planning, staffing and supporting out-reach events such as EIC open houses and PTO Community Day
EPA - Information Management Centers Support
ASRC MS provides a full range of support to the U. S. Environmental Protection Agency (EPA) Libraries and Records Centers in nine out of ten regions, in nine laboratories, and in all but two national administration offices across the United States. Staff includes professional librarians, information systems analysts and specialists, professional trainers, database administrators, webmasters, technicians, and certified records managers. This is a large, complex contract, with over 210 personnel supporting 49 cost-reimbursable task orders at 21 locations nationwide.
ASRC MS’s comprehensive and innovative library, research, and records management team of information professionals manage and maintain a growing collection of working files including Administrative Records, Federal and National Priorities List dockets, Brownfields’ files, and Oil Spill and contract files.
Training is a significant part of this contract. ASRCMS staff develops fact sheets, handouts, and other marketing materials for the EPA. The staff prepares training materials and conducts courses including Federal Docket Management System training and other Agency-wide online training. ASRCMS staff was awarded the National Archives “Archivist’s Achievement Award” in 2003 for their online training. ASRCMS staff maintains and manages file rooms, assists in office and building relocation, develops records schedules and file plans, and transfers records for storage. The team coordinates activities for the annual EPA library, records, and web conferences, including protocol and logistics.
IRS - IRS Asset Forfeiture Support
ASRCMS provides legal research, financial analysis, and administrative services to support task forces, U.S Attorney’s Offices, and state, federal, and local law enforcement agencies involved in asset forfeiture.
A staff of approximately 80 employees located at various government facilities, utilize various software packages and database programs, to review case files for financial analysis, assist with the prosecution of defendants involved in illegal activity, and provide data entry assistance to monitor seized assets.
The Data Analysts and Legal Technicians in the field handle a variety of responsibilities from conducting monthly and year-end inventory of seized assets to assisting with the discovery of case information needed for litigation. Legal Technicians also create exhibits for trials.
ASRC MS prepares print and computer-based presentations and facilitates meetings of IRS and law enforcement management and personnel for money laundering and high profile fraud cases. We also provide correspondence and memoranda preparation, and general documentation preparation and support.
ASRC MS provides budgetary, tracking, and financial projections for IRS: Criminal Investigations (IRS:CI), and provides trending analyses and projections of future revenues and inventory levels.
Department of Labor
ASRC MS supports the custom case management application for the Division of Federal Employees Compensation (DFEC). We provide functional analysis of all requests, and analysis of use case development. ASRC MS serves an integral role to the full development and release management including project planning, resource allocations, integration and testing.
Additional functional support areas include:
- Data Architecture and Data Warehousing
- Quality Assurance
- Enhancements to the Case Management Application
- Operations and Maintenance of Legacy Systems
- Migration to New Architecture
- Help Desk Functions Related to the Case Management Application
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