IQ Archivist is an integrated records management system that enables you to create, preserve, manage, dispose, and transfer electronic records. As an add-on (for purchase) module, IQ Archivist is not like other records management applications that only provide a data vault for storage and retrieval. It uniquely combines the superior business process management features of IQ with robust records management capabilities for an effective and comprehensive solution to government offices’ most critical needs.
IQ Archivist allows you to create official electronic records, store and search for records, designate retention schedules for each record, and reduce time spent responding to FOIA requests. Contact your Lockheed Martin Project Manager if you are interested in purchasing the IQ Archivist module.
IQ Archivist extracts information for creating records based on rules you set up in IQ. Once a workflow is closed, IQ Archivist automatically selects the relevant electronic data and objects to archive as new records, including documents, attachments, correspondence, report summaries, and more. You can recall an original record for editing and create amended records. By using the repository web service, you can even submit content into IQ from other applications, thus managing all of your IQ and non-IQ records in one location.
Two major drawbacks to maintaining a paper filing system are storing bulky paper records and remembering where they are warehoused. IQ Archivist saves you time when performing research and retrieving records. Quickly find what you’re looking for by searching through indexed records that are stored in a central repository. Gain access to existing records including e-mails, faxes, scans, and workflows/business processes, in addition to perform ad hoc reports using information within IQ. IQ Archivist provides an auditable history of record interactions through workflows so that you can keep track of every action.
You can maintain control over records by categorizing them using file plans and setting retention schedules. IQ Archivist manages the process of deleting a record after a specified period of time or saving it indefinitely. You can control file plans and retention schedules through an automated or manual process, or a combination, so that they are integrated with workflow business processes. Once a record reaches the end of its retention schedule, IQ Archivist will prompt you for a final disposition. You can also configure IQ to automatically purge Archivist records whose disposition is Destroy and disposition date is before or equal to the date of the monthly purge. Note: Records marked as ON HOLD are not purged.
Responding to Freedom of Information Act (FOIA) requests can be time consuming and in some cases, finding a specific record is nearly impossible. IQ Archivist’s robust search feature eliminates spending weeks and possibly months searching for records. Because e-records are automatically generated when a workflow is closed, the process of retrieving a record happens in a matter of seconds. Records that are involved in the FOIA process or under legal review can be placed on hold for later retrieval. IQ Archivist puts critical information in the hands of government and its constituents in an efficient and timely manner.