Services
We Provide A Wide Range Of Services
Flamingo Services Subject Matter Experts can help your organization with a wide range of services specializing in records and content management and business process improvements.
How We Can Help You?
Organizations are subject to litigation and public companies especially are under increased scrutiny by regulators and shareholders. Effectively managing an organization’s information assets can no longer be an after-thought. It must be a primary business function. An organization can no longer close its eyes and allow its valuable records to remain unstructured, unmanaged and unavailable. Organizations must be able to account for their records and information assets, but they must have mechanisms in place to assure that records and information management policies and procedures are being followed.
- American business cranks out over 90 billion documents each year, which are copied and/or saved an average of 11 times.
- According to GartnerGroup, the average manager spends 10-40% of his/her time searching for or waiting on needed information.
With a viable records management program in operation, an organization can control both the quality and quantity of the information that it creates, maintain that information in a manner that effectively serves its needs, comply with laws and regulations, and efficiently dispose of the information when it is no longer valuable (Penn, Ira A., Anne Morddel, Gail Pennix, Kelvin Smith, Records Management Handbook)
Developing an enterprise content management strategy starts with a records retention schedule and file plan.This allows the organization to create, manage and dispose of records with confidence. A comprehensive strategy is based on this foundation and can only be developed when the organization can fully account for the records and content it currently maintains and the content and records management infrastructure already in use.
Once the Retention Schedule is developed, organizations can develop a file plan designed to identify security/access requirements, plan for vital records protection and business continuity, along with developing storage and management plans.
All of this leads to a comprehensive enterprise content management strategy. This allows organizations to fully leverage existing ECM technologies and existing infrastructure to improve business practices, ensure compliance, and decrease risk.
Our Methodologies
Flamingo Services uses a collection of industry-proven methodologies to ensure our engagements are as beneficial and effective as possible for your clients. Below is an example of one of our methodologies.
Records Evaluation Dashboard (RED)
Flamingo Services Records Evaluation Dashboard (RED) consolidates best practices and published by the Association for Records Managers and Administrators (ARMA) and the International Standards Organization (ISO).
During a RED engagement detailed information is gathered for seven key areas of records management. These key areas provide a complete view of a records management program from program governance, to program effectiveness, to the use of supporting technologies.
Areas assessed by RED:
- Policies and procedures surrounding an organization’s records management system
- Program structure which must support the overall business plan of the organization
Classification plan effectiveness, which is a critical element in providing consistency in how records are managed and retrieved - Records security and protection procedures, which ensure that records are protected from premature destruction, unauthorized access or modification, as well as physical damage or loss
- Active program effectiveness, which is concerned with the management of records that are being used to conduct current business transactions
- Inactive program effectiveness, which is concerned with the management of records that are being maintained for legal and regulatory purposes
- Monitoring of the records management program and training of employees to ensure compliance with records management policies and procedures throughout the organization
Once the organization is scored on each of these areas, specific recommendations can be developed to improve areas of deficiency and enhance areas where the records management program is mature. This allows Flamingo Services to help clients plan strategically to decrease costs, lower risk, and increase worker productivity. As one client at a large government agency put it, “This methodology created an objective, measurable and well-developed assessment of our current capabilities resulting in numerous key recommendations, including a technology roadmap for development of an enterprise-wide archive for unstructured records.