System Development - MCTILM 2.0 Package

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In order to satisfy a NARA mandate for the identification, maintenance, and ultimately, the disposition of electronic records, the USMC found itself requiring a standardized records center solution capable of being distributed to the entire Marine Corps, agnostic of SharePoint version of environment. However, the USMC’s existing records management procedure developed by the incumbent contracting team was not standardized across the Marine Corps, leaving command units to speculate the requirements for configuring their own, specific records center instance. There was a need across the Marine Corps to provision an electronic record filing solution that was accessible to all USMC end-users within the systems already being utilized for information management. 

CHALLENGE:  In addition to the lack of standardization, the previous version faced numerous issues with the foremost being the inability to extend MCTILM 1.0 capabilities to the prospective upgrade to SharePoint Online. Other issues, based on feedback from users of the previous version of MCTILM, included cumbersome configuration, lost records, rigid data design, inability to “back date” migrated records, as well as the inability to mass upload/undeclare records. MCTILM 1.0 was also not command based, therefore, any unit in the USMC could deploy their own MCTILM instance. Overall, the initial version of MCTILM did not have the simplicity or flexibility to accommodate the expected growth in electronic records management requirements for the immediate future of the USMC. 

SOLUTION: Hartwood meticulously analyzed multiple years’ worth of data and development progress from the incumbent contractors and developed a solution to mitigate as many of the challenges that were discovered during the initial 1.0 phase. We worked closely with the government staff and other key personnel, such as the EIS farm administration team, to ensure that the technical capabilities were available and corresponded to NARA ERM policies. Upon development, we assisted in preparing a test command to pilot the program, ensuring that the product was tested thoroughly by an operational unit. This newest version of MCTILM provides a more customizable SharePoint solution for automatic record retention, categorization, and disposition on a system that requires minimal (<1hr) setup time, into a deployable, single solution file. 

RESULT:  The second pilot program is still underway to test additional workflow capabilities, but initial feedback from the first pilot program (MCAS New River) were positive, specifically with the data structure and ease of setup. HCG has setup additional reporting metrics recently to accommodate and track existing MCTILM deployment instances across the Marine Corps.