Angela Pitts, Sr. Consultant at Enterprise Knowledge, and Dave Simmons, Sr. Records Officer at General Services Administration (GSA), presented a case study in federal electronic records management that detailed the success of the GSA's Enterprise Document Management Solution (EDMS). They detailed the strategies used to identify elements of organizational change management required to successfully transition standard functions of records management (RM)—capture, maintenance, disposal, transfer, assignment of metadata, and reporting—from manual, paper-based practices to more efficient and less costly electronic systems. Records Management is a necessary component of successful Knowledge Management as it systematically manages valuable content created and owned by the business. With technological advancements, most agencies have seen the volume of document records increase exponentially because they are now frequently born and managed as digital content through the records lifecycle. Acknowledging the challenge of managing more content with fewer people, Angela and Dave explained how the design of GSA's lean and agile systems and workflows enabled the agency to reduce the resources and attention needed to manage content collections while maintaining legal compliance and quality standards.

1. ENTERPRISE KNOWLEDGE
Federal Records Management
PRESENTING
GSA
Dave
Simmons
EK
Angela
Pitts
Let’s discuss what should be on your agency’s
road map and get some tips for avoiding
roadblocks

2. ENTERPRISE KNOWLEDGE
We know what content our
business creates and manages
and why
We understand what content our
customer values for long-term
use or protection against risk
(keeping too much for too long)
We incorporate the knowledge
of a document “lifecycle” into our
work processes
We reduce resources and
attention needed to manage
content collections
SWWC?
What does Records
Management have to do with
Knowledge Management?

3. ENTERPRISE KNOWLEDGE
The Future of Federal Records
Compliance aside, there is value for every agency when Records Management is
well-done:
• Saves people time looking for relevant information
• Increases confidence locating information quickly and completely
• Protects individuals and organizations from legal risk.

4. ENTERPRISE KNOWLEDGE
Updated the Agency’s
Record Schedule
Update Content Model with record
schedule and cut-off date metatags
for all documents
GSA - (2013 - 16)
GSA - (2017)
GSA - (2021-22)
GSA - (2019)
GSA - (2020-22)
GSA - (2022-23)
Business Rules built into the
EDMS for retention and disposal
GSA - (2022-23)
Disposal workflows for
destruction and
transfer to NARA.
Incorporate & enforce
Record Markup on
Migration
Build Post-
migration
Markup tools
GSA’s Road Trip
1
2
3
5
4
6

5. ENTERPRISE KNOWLEDGE
Common Roadblocks encountered in RM Projects
Detours
● Backlog management
● The project veers into a different direction
● Reassessment of goals and outcomes
Less-Than-Favorable Conditions
● Unfunded mandates
● Difficulty getting buy-in and participation
Barriers to Access
● Security - Sensitive and Classified Content and Systems
● Legal Holds
Potholes and Construction Sites
● Systems limitations
● Integration with other systems
● Synchronization of metadata

6. ENTERPRISE KNOWLEDGE
What We Learned.
Updated Media-Neutral (all
formats) Record Schedule
Incorporate & enforce
Record Markup on
Migration
Business Rules built into the
EDMS for retention and disposal
Update Content Model with record
schedule and cut-off date metatags
for all documents
Disposal workflows for
destruction and
transfer to NARA.
Build Post-
migration
Markup tools
GSA - (2013 - 16)
GSA - (2017)
GSA - (2021-22)
GSA - (2019)
GSA - (2020)
GSA - (2022-23)
● Build RM on previous accomplishments
● Aim for 100% RM identification on migration - saves do-over work
● Find every document’s freshness date and use it in bulk when possible
● Build systems as though the platform/software will change in 3-5 years
● Be an advocate for content over technology.

7. Q&A
Thank you for listening.
Questions?

8. ENTERPRISE KNOWLEDGE
Thank you!
Dave Simmons, Senior Records Officer
General Services Administration
&
Angela Pitts, Senior Consultant
Enterprise Knowledge