Colligo NewsCase Study: US Federal Government Agency Uses Colligo for Email Records Management for FOIA Requests

Colligo was the missing link in providing an end-to-end electronic records and information management solution. Colligo solves the problem of classifying and properly managing case-based emails. Their solution got the job done and was easily adopted by the end users.”

Amina Elgouacem, CEO, NEOSTEK – lead consultants on the US Federal Government Agency project

US government agencies have been challenged in the governance of email records since the issuance of the Managing Government Records Directive, M-12-18 addressing the heads of all executive departments, agencies, and independent agencies. The overarching message of the directive emphasizes the government’s objective of “Improving records management [to] improve performance and promote openness and accountability by better documenting agency actions and decisions.

For one US Federal Government Agency, difficulty responding in a timely way to FOIA (Freedom of Information Act) requests prompted a change in how they approached email management. Working with award-winning Information Management and IT consulting firm, NEOSTEK, Colligo email manager was used to provide economical and email record management using SharePoint.

Summary


Challenge

  • Storing email in records in Outlook PST files was error prone and inefficient when responding to FOIA requests.
  • Needed to comply with all federal guidelines, including Presidential Memoranda, US Code, Federal Records Act and other Agency specific guidance.

Solution

  • Enabled much faster search by storing all records (email and other file types) in SharePoint and tagging each record with rich metadata.
  • Simplified record capture by integrating SharePoint folder access directly into the Outlook application.

Results

  • Reduced time to respond to complex FOIA requests from 160 hours to 1 hour—a savings of almost $24,000 per request.
  • Achieved 100% user adoption of the new process.
  • Became compliant with Federal RIM Program Maturity Model and the Universal Electronic Records Management Requirements.

How Colligo and NEOSTEK helped a US Federal Agency become NARA compliant and reduce FOIA costs

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US Federal Government Agency Reduces Costs of FOIA Requests

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