What federal agencies need to know about electronic records management, metadata and compliance
Electronic records management (ERM) is the systematic management of records in digital form throughout their lifecycle, from creation and capture through classification, retention, retrieval and disposition. As organisations create and receive more information electronically, effective records management helps ensure important records remain organised, accessible and appropriately managed.
For U.S. federal agencies, the transition to electronic records has also been driven by government-wide records management requirements. Initiatives including M-19-21 and its successor, M-23-07, have accelerated the move away from paper-based processes towards electronic recordkeeping.
What is M-19-21?
Memorandum M-19-21, issued in 2019, established requirements for U.S. federal agencies to transition recordkeeping to a fully electronic environment. It directed federal agencies to:
- Ensure federal records are created, retained and managed in electronic formats with appropriate metadata
- Develop plans to close agency-operated storage facilities for paper and other analogue records
The memorandum originally established a December 2022 deadline. In December 2022, M-23-07, Update to Transition to Electronic Records, reinforced the requirements of M-19-21 and updated the target dates to 30 June 2024.
Who is impacted by M-19-21?
Only United States Federal agencies must comply with M-19-21.
Why did the US Federal Government issue this directive?
The transition to electronic records is intended to reduce the cost of creating, using, storing and retrieving federal records in paper format. Electronic records management can also improve efficiency, accuracy and the management of records throughout their lifecycle.
What is electronic records management?
Electronic records management (ERM) is the systematic management of digital records throughout their lifecycle, from creation and capture through classification, retention, retrieval and disposition. It helps organisations ensure records are properly managed, accessible when needed and retained for the appropriate period.
For a broader look at managing records across Microsoft 365, see our guide to SharePoint records management.
What should federal agencies consider next?
With the basics covered, the next step is ensuring your electronic records management approach makes it easy for employees to capture, classify and manage records consistently. So, how can Colligo help?
How can Colligo help?
Colligo helps federal agencies put electronic records management into practice by making it easier for employees to capture, classify and manage records within Microsoft 365. Colligo can help by:
- Making it easier to apply metadata. Colligo supports automatic or manual metadata application, depending on your agency’s needs. Users can tag electronic records, including Word, Excel and PowerPoint files, emails and attachments, to support consistent classification and improve findability.
- Helping capture and organise electronic records. Records can be captured, tagged and stored according to your agency’s records management requirements, helping make electronic records management part of everyday workflows.
- Improving search and discoverability. Accurate metadata makes records easier to find, saving employees time and reducing information management risk.
- Helping agencies get more from Microsoft 365. Colligo extends Microsoft 365 and SharePoint to make it easier for employees to manage records within the applications they already use.
Where can I find more information about metadata?
Learn more about how metadata supports electronic records management, search and findability with these resources:
- How to Solve the Problem of Search with SharePoint Metadata
- Email Metadata: Key to Modern Document Management in M365
- A Practical Guide for Metadata in SharePoint
What if I still have questions?
We can help. Get in touch to learn more about electronic records management, metadata, or how Colligo can support your federal records management and compliance efforts.
