Secure & Compliant Records Management for Government
VASTEC offers a full range of consulting services to help government agencies modernize, organize, and secure their records. Our expertise spans:
- Database and inventory management design
- Online or cloud-based document and records storage
- Document and records security
- Regulatory compliance
Unlike software vendors, VASTEC’s team of experts are product-neutral. We don’t sell records management platforms which means we bring an unbiased perspective and deep experience across a wide range of solutions. Our team helps you identify the best-fit system for your needs and supports you throughout setup, testing, and implementation. VASTEC also provides ongoing support if needed.
What is a Record?
A record is any information created, received, and maintained in the course of business or organizational activities. While often associated with documents, records can take many forms — both physical and digital — including books, videos, audio files, contacts, maps, photographs, and machine-readable data. Essentially, if the information holds value to your organization, it qualifies as a record.
If you answer “yes” to any of the following questions, you likely have a record:
Was it created in the course of business?
For example, correspondence, agreements, studies.
Was it received for action?
For example, Freedom of Information Act (FOIA) requests or a controlled correspondence requesting specific information.
Does it document organizational activities and actions?
For example, calendars, meeting minutes, or project reports.
Is it mandated by statute or regulation?
For example, administrative records, legal/financial records, or dockets.
Does it support financial obligations or legal claims?
Such as contracts, grants, or litigation case files.
Does it communicate organizational requirements?
For example, guidance documents, policies, procedures.
All organizations produce and manage records. Some do it well, and others perhaps haphazardly. Records management includes a set of recognized practices related to the life cycle of your records. Your organization needs to identify, classify, archive, preserve, and destroying records. It would be best if you did each of these functions well and properly.
Taking control of your documents and other information from creation through destruction is the essence of Records Management (RM) for government and business entities. Many organizations, federal, state, and local governments must abide by retention schedules determined by law.
VASTEC provides a range of record management and online storage services to assist government and business organizations in all aspects of proper and secure records management. Our methods meet all regulatory compliance requirements.
Core Records Management Services Offered by VASTEC
- Electronic Records Management
- Strategic Assessments and Planning
- File Plan Development and Management
- Hosted Data Repository: VASTEC On-Demand
- Taxonomy Training
- Metadata Classification
- Retention Scheduling
- DoD 5015.2 Compliant Solutions
The last service in this list is vital. DoD 5015.2 outlines the baseline functionality required for records management applications used by the U.S. Department of Defense and has been endorsed by the National Archives and Records Administration (NARA).
Your Trusted Partner in Records Management
Partner with VASTEC for expert guidance on all your records management needs. We provide timely advice on evolving standards, best practices, emerging technologies, and regulatory changes, helping you stay ahead of the curve.
Managing electronic records poses unique challenges, including long-term accessibility, compatibility across software versions, and rapidly advancing security threats. Keeping pace with these changes is critical to safeguarding your data and maintaining compliance.
With extensive research and deep industry expertise, VASTEC is the partner you can rely on to navigate the complexities of modern records management securely and effectively.
VASTEC is here to help you meet the challenges of the NARA M-19-21 deadline. Speak with one of specialists to learn how we can assist you.
Federal Records Act
The Federal Records Act of 1950, as amended, establishes the framework for records management programs in Federal Agencies. As the primary agency for records management oversight, the National Archives and Records Administration (NARA) is responsible for assisting Federal agencies in maintaining adequate and proper documentation of policies and transactions of the Federal Government. This is done by appraising records (determining record value and final disposition of temporary or permanent records), regulating and approving the disposition of Federal records, operating Federal Records Centers and preserving permanent records.
NARA Standards
The National Archives and Records Administration (NARA) is the nation’s record keeper. NARA has instituted a list of records management standards that all Federal Agencies must remain in compliance with.
ISO standard 15489
2001 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. ISO considers management of both physical and electronic records management.