NARA Bulletin calls out compliance concerns for agencies using some online collaboration tools 

The National Archives and Records Administration (NARA) has recently released a bulletin outlining concerns regarding compliance for federal agencies utilizing collaboration platforms for intra and inter-agency communication and collaboration.

In a time when online collaboration tools have become integral to efficient remote work and a staple in the government work culture, this bulletin serves as an important reminder for federal employees to exercise caution in their daily use of these tools due to risks of non-compliance with federal records requirements.

Collaboration platforms, such as Google Workspace, Microsoft 365, Box, and Zoom, offer a range of capabilities from video conferencing, real-time document editing, file sharing, to scheduling and messaging, facilitating an environment for rapid and effective collaboration.

However, agencies – and agency personnel – need to be hyper-vigilant about the context in which they are employing this “convenient” software, and the content they are generating in massive volumes day-in and day-out – intentionally or not.

The “convenience” of purchasing a single one-size-fits-all software application actually comes with significant costs that exceed the price of adoption. It is imperative for agencies to acknowledge that they are creating federal records as they use these tools, and that using even tools like email and team messengers for case processing poses risks. There’s the potential failure in retaining relevant records and an added complexity for employees and IT departments navigating through various potential records locations.

This is where FOIAXpress, our collaboration portal, and our other government business process management and case management software solutions, become invaluable assets to agencies and records administrators. For instance, FOIAXpress offers agencies the capability to collaborate in the specific context of their FOIA case processing while seamlessly managing the records requirements specific to these activities. This means employees can focus on their tasks without the constant worry about compliance.

In light of the NARA bulletin, it is prudent for federal agencies and employees to approach the use of collaboration tools with informed caution and awareness. Adopting tools designed with specific use cases in mind will facilitate compliance with federal records requirements, ensuring that the process of collaboration is as smooth and risk-free as possible.