Introduce a user-friendly electronic records system; light on administration and IT support, to create a single source of authority to better manage information assets.
After a site or major DOE program has closed, records should be maintained for epidemiological reasons, environmental monitoring, pension administration, etc. Most of these records have retention periods of 75+ years, and many have permanent retention and will eventually be transferred to the National Archives and Records Administration (NARA).
The Records and Information group under LM’s Archives and Information Management (AIM) team is responsible for over four million records that had previously been managed in a heavily customized electronic content management system, consisting of disparate applications. As legacy sites continue to transfer information assets into LM’s custody, records team members are responsible for indexing incoming records, capturing the electronic information into the content management system, and ensuring the proper physical storage in the record storage facility for the entire lifecycle.
The records team responds to approximately 1,800 stakeholder requests each year, including Freedom of Information Act (FOIA) and Privacy Act requests, litigation, and other general requests for information.
The electronic content management system was complex to manage, worked in a siloed fashion, and because of its complexity could only be accessed by key records staff. LM emailed their records to the records team who would then capture them into the records management system, using one of 1,500 unique record codes. This process resulted in redundant copies being kept in local file shares, and a low adoption of the electronic content management system with large repositories of unmanaged information residing in file shares.
LM wanted to move forward to create an easy-to-use single source system to optimize information storage and records management, to make storage and access more accurate, less redundant, and increase labor and monetary efficiency.