Records Management

ZNet Tech recognizes the importance of full life cycle records management, as records are core to any organization’s effective and efficient operations. ZNet Tech helps organizations develop uniquely tailored records and information management programs that address the creation, identification, retention, retrieval, and ultimate disposition of information and records.

To achieve compliance, efficiency, and effectiveness, ZNet Tech focuses on five hallmarks of a solid records management program:

• Governance – Establish the framework for legal defensibility, privacy, and security by defining business rules; developing strategic plans, policies, procedures, and records schedules; and assigning roles and responsibilities.

• Training, Education, and Awareness – Develop and promote annual, periodic, and specialized training programs to communicate and implement governance.

• Operations and Services – Reengineer business processes and implement a record life cycle framework to manage records at the appropriate level; respond to file requests; provide authorized access; create and maintain record inventories; and prevent the removal, misplacement, or loss of records.

• Compliance Monitoring – Provide risk management, analysis, and assessment services; identify and explain gaps in compliance; and promote business continuity and disaster preparedness and recovery.

• Quality Improvement – Develop plans, analyses, and self-assessments to address program weaknesses and changing requirements and create a cycle of continuous improvement.

FOIA

ZNet Tech provides services and solutions to effectively manage requests and responses in compliance with the Freedom of Information and Privacy Acts. Our program is designed to manage the release of information in an efficient and verifiable manner, protect each agency’s interests, and provide transparency to the American public. ZNet Tech has developed a foundational approach that can be customized to meet each agency’s individual needs.

ZNet Tech can:

• Ensure that all documents and other materials relevant to a particular FOIA request are released or properly withheld pursuant to one of the nine FOIA exemptions.

• Ensure that records generated by other agencies are referred to the appropriate agency for determination of disclosure under the FOIA.

• Establish and maintain control procedures and business rules to ensure adherence to existing laws, regulations, policies, and procedures.

• Ensure delivery of FOIA responses within mandated time limits and assist organizations to eliminate any existing FOIA backlogs.

To create a streamlined approach, ZNet Tech divides its team into four sections:

• Administration and Case Release – Prepare correspondence, provide data entry, maintain updated data on FOIA activity, and fulfill reporting requirements.

• Case Preparation – Gather all documents responsive to a FOIA request; provide scanning and document conversion services; prepare submitter notices, fee letters, and third party authorization letters; and provide customer service and troubleshooting support.

• Case Processing/Quality Control – Redact responsive material pursuant to one or more FOIA exemptions and conduct a quality review of all material.

• Executive Review – Review each FOIA response; provide consultations, guidance, and training; and collaborate with the client to ensure accuracy and compliance.

Privacy Act

Protecting private information is an increasingly important aspect of daily business operations. ZNet Tech assists organizations with the development of programs that increase awareness of privacy concerns; ensure legal and regulatory compliance of information technology systems; and act quickly to prevent, respond to, and mitigate the effects of privacy incidents, such as the loss of personally identifiable
information (PII).

ZNet Tech can:

• Review, analyze, and produce quality Privacy Threshold Analyses (PTAs), Privacy Impact Assessments (PIAs), System of Records Notices (SORNs), Privacy Incident Notifications (PINs), and Computer Matching Agreements (CMAs).

• Offer guidance and support to ensure the presence of privacy safeguards, shepherd documentation through the approval process, and establish file management systems for approved documents and systems.

• Plan, analyze, implement, maintain, and enhance policies, processes, procedures, and tools to ensure appropriate handling and use of personally identifiable information.

• Perform research on a wide variety of issues related to privacy and develop materials for correspondence, reports, speeches, and policy documents.

• Track and review legislation, regulations, and testimony related to privacy and participate in the implementation of Federally mandated privacy laws, regulations, policies, and procedures.

• Create and deliver basic and advanced privacy training courses for employees, contractors, program managers, and system owners.

• In partnership with ID Experts, lead incident response and mitigation efforts, including incident reporting, risk management, mitigation measures, documentation, and remedial training.

• Write and compile client submissions for monthly, quarterly, and annual reporting requirements.