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?
Understanding government records management.
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.
Do you have a record?
If you answered “yes” to any of the following, you are managing records that must be properly retained and governed:
Was it created in the course of business?
Includes correspondence, agreements, studies, and other materials generated during day-to-day operations. If it reflects organizational activity or decision-making, it is considered a record.
What is received for action?
This includes Freedom of Information Act (FOIA) requests, controlled correspondence, and any external communications that require a response or formal handling. These documents initiate or inform organizational action.
Does it document organizational activities and actions?
Includes meeting minutes, reports, calendars, and other materials that capture how an organization operates. These records provide an official account of business activity and decisions.
Is it required by statute or regulation?
For example, legal, financial, and administrative records mandated by governing laws or regulatory frameworks. These records must be retained and managed according to defined requirements.
Does it support financial obligations or legal claims?
Includes contracts, grants, and case files that establish or support financial commitments, liabilities, or legal positions. These records are critical for audit and compliance purposes.
Does it communicate organizational requirements?
For example, policies, procedures, and guidance documents that define how an organization operates. These records establish authority and ensure consistent execution of responsibilities.
How VASTEC Helps
VASTEC provides secure records management and digital storage solutions that help government and commercial organizations organize, protect, and modernize their information lifecycle.
Our services are designed to support compliance, improve accessibility, and ensure records are managed in accordance with regulatory requirements.
Continue your digital transformation journey with VASTEC.
Our specialists help agencies modernize records, reduce paper backlogs, and improve access to critical information.
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.
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.