Records and Document Management

GSA Schedule 36
Contract #GS-25F-0041N

BNF Technologies provides overall guidance to agencies to effectively control the creation, organization, maintenance, use, and disposition of records in accordance with federal regulations. BNF staff appraises and selects records of sufficient value to warrant permanent preservation for administration and research. We appraise and identify records for long-term preservation and transfer to a Federal Records Center (FRC), provide guidance and training in Federal records disposition, and prepare the forms necessary to accomplish transfer of records. BNF develops and installs new classification and indexing scheme(s), and reviews each agency’s records for compliance with National Archives and Records Administration (NARA) and CFR guidelines. We also reorganize, re-label, re-file, and dispose of duplicate records and review, schedule, re-classify and dispose of records. In addition, BNF staff also develops and recommends standards, procedures, techniques, and technology designed to assure the continued protection, accountability, and retrievability of the records documenting the agency’s organization, policy, function, decisions, and essential transactions. We recommend policies to facilitate the segregation and disposal of temporary records and non-record materials and to protect records of permanent value.

We audit programs, conduct 100% inventories, design Records Retention and Disposition schedules; prepare File Plans; identify and code Records Series; prepare all required government documentation, and interface with the WNRC.

We use the latest data entry and reporting systems, full text retrieval database management systems, scanning and OCR, and imaging systems. We have established and managed records centers, customer libraries and technical data centers and operated reproduction centers.

We have earned a reputation for providing the highest quality services and management oversight. We also have built the reputation among partners and customers for smart decisions, quick response, and fair play.

Needs Assessment and Analysis Services consist of a comprehensive assessment of the customer’s existing objectives, capabilities and obligations. BNF Technologies will provide the Agency with recommendation(s) to meet or exceed organization’s overall performance by providing “total office solutions."

BNF conducts business process re-engineering and workflow processes analysis in planning the introduction of records management automation, migration and transition requirements. BNF implemented master records file plans, management, schedules and organization of agency records, including paper, electronic, video, photography and other information resources. Our Records Management expertise has spanned the areas of assessment of an Agency’s organization, functions, methods of operation and associated record keeping, to hands-on disposition of its records. The assessment of an organization’s workflow is key to determining the best-fit solution for application of records management programs and systems. Requirements analysis and business process reengineering are primary ingredients to the BNF methodologies before recommending system solutions.

BNF develops and implements Shared Network Space (SNS) Initiatives for Federal agencies to better organize their electronic documents within an electronic document repository, and prepares agency record material for future electronic storage, access, and retention. The SNS is a designated storage area that contains electronic folders and files used by multiple staff throughout the agency. The SNS is used by agency staff working together on cases or other projects with access to the same folders and files. Because the space is shared, BNF develops a con­sistent system for creating and naming folders and files, and for limiting access to folders and files to those employees who need the information. The participation in the SNS initiatives that are developed and implemented at Federal agencies is important and necessary to ensure that Federal agencies are compliant with Federal guidelines concerning E-records and E-government regulations. Additionally, the legal and efficient management of electronic records is essential to the effective operation of agency programs, avoids costly litigation, and conserves agency resources. Technologies change and the requirements for different agencies vary widely. We have performed this service in part or whole for several of our agency clients including developing the agency’s specific requirements and examining the current technology solutions available. BNF has thus become sought after for our up-to-date expertise in providing effective solutions.

We provide complete records and document management needs analyses and services:

  1. Needs Assessment and Analysis Services
  2. Retention Schedule and Files Plans
  3. Total Disposition Services
  4. Document Conversion
  5. Shared Network Space Initiatives