Case Studies

National Science Foundation (NSF) – Records Management

by | Dec 1, 2016


  • The National Science Foundation (NSF) is an independent federal agency created by Congress in 1950 “to promote the progress of science; to advance the national health, prosperity, and welfare; to secure the national defense…”
  • The NSF is the funding source for approximately 24 percent of all federally supported basic research conducted by America’s colleges and universities
  • The RMS is the heart of an end-to-end grant management solution providing a single-source repository to manage records through the entire records cycle − creation through electronic transfer to NARA.
  • The solution is an advanced record retirement system encompassing a number of key characteristics that represent records management best practices replacing a legacy systems.

Problem / Situation

  • NSF identified a need to implement a Documentum based Records Management System (RMS) to improve records management and to facilitate eventual adoption of electronic content to National Archives Records Management.


  • The Records Management System utilizes Documentum Records Manager leveraging the functionality of the platform for Records Retrieval and Retirement as well as grants management.
  • RMS allow the Division of Admin Services to maintain familiar processes while experiencing improvements in process management, communication and collaboration offered by the platform
  • Automated processes supports efficient records management cycles and flows.
  • Reduced record redundancy and enabled collaboration and record policy reuse


  • Defining official electronic records for records with components that are produced by disparate systems.
  • Ensuring that the delivered system is intuitive and minimizes the training requirements for the 250 records managers and support staff.
  • Defining a record exchange process with the National Archives and Records Administration that will support the retirement of large quantities of data.

Armedia Services

  • Documentum Architecture
  • Documentum Development
  • Application Architecture
  • Training
  • Migration Services
  • Reports
  • Search


  • Documentum Content Server
  • Documentum Records Manager


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