Inspection Software for the National Archives and Records Administration (NARA)

National Archives and Records Administration (NARA)With the upcoming 4th of July celebrations, we at FMS are proud to have worked with the National Archives and Records Administration (NARA) over the past year to help them better maintain and preserve the important documents of our nation. Here’s what we did in our new case study: Inspection Software for the National Archives and Records Administration (NARA)

About the National Archives

The National Archives and Records Administration (NARA) is the record keeper for the United States. Of all documents and materials created in the course of business by the United States Federal government, only 1%-3% are important enough for legal or historical reasons that they are kept by NARA forever.

Natonal Archives Building in Washington DC

Background

To ensure the quality of work performed by their Facilities Management service providers, the National Archives and Records Administration performs both random and targeted inspections of completed work orders.

Problem

Inspection findings were documented on paper, which ironically, wasn’t efficient for the NARA. Reports were manually created to generate the service results. This manual process was time consuming and prone to human error.

Solution

FMS was selected to create a professional, multiuser system to collect the inspection results electronically and generate a variety of management reports.Within two months, we deployed our solution which offers data entry screens to replicate a variety of existing forms and many new management reports. An intuitive user interface made it easy for users without requiring extensive training. More importantly, we established a solid database foundation to improve NARA processes both today and into the future.

Operational Impact

  • Stores inspection results into a shared database
  • Increases efficiency and accuracy of the collection and reporting process
  • Gathers information and performs statistical analysis in ways that were previously not available
  • Eliminates the need to maintain paper files