White House Releases Memo Regarding Government Records Management

Focusing on records management reform, President Obama released a new Memorandum for the Heads of Executive Departments and Agencies on November 28^th, 2011. Prompted by Executive order 13589, promoting more efficient spending, the memo discusses modernizing the records management systems to reduce operational costs while increasing efficiency. 

One of the primary concerns in adopting digital document management methods is that if data management practices and policies aren’t updated across the board, we are likely to face a major bottleneck in processing, which could effectively overflow into other resources at agencies disposal.

Agency heads have been tasked with ensuring that all records management activities are completed successfully and within all applicable regulations, as well as submitting a report to the Archivist and Director of OMB. This report will contain information of each agencies current records management processes and plans for improvement while also identifying obstacles and needs of each agency.

Once all reports have been received and evaluated by OMB, OMB will be releasing a Records Management Directive intended to create a government wide framework for records management. This includes promoting policies that enable agencies’ to better address their records management needs and expediting the transition from paper-based records management to a digital solution, when applicable.

We have yet to see what the impact of what this memo will be, but any time an Executive Order mandating a move to technology is made, we know the intent is increased operational efficiency. And from a FOIA perspective, we know it is a good move. Better records management processes help FOIA teams receive their responsive records faster by uploading electronic documents right into their redaction and case tracking software for faster review and processing of requests. 

While we don’t know exactly where this memo will take us, it seems like it is a step in the right direction for Freedom of Information offices. Read the memo now by clicking HERE.