Tribal Interior Budget Council Meeting OST Update Presented by: Deb DuMontier - Acting Special Trustee July 24-27, 2017 Flagstaff, AZ Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect Today’s Topics Executive Leadership Changes FY 2018 Budget New Debit Card Service – Integrity – Excellence – Respect

Executive Leadership Changes Jerry Gidner Principal Deputy Special Trustee Washington, DC Started July 9, 2017 Service – Integrity – Excellence – Respect

Executive Leadership Changes Jim James BIA Deputy Bureau Director Field Operations Albuquerque, NM Started July 9, 2017 Service – Integrity – Excellence – Respect

Executive Leadership Changes Douglas Lords BIA Deputy Bureau Director Trust Services Albuquerque, NM Completed all required tribal consultations Ten consultations and one listening session Aggregated and synthesized all feedback into report for the Secretary Report was completed prior to transition of administrations to ensure continuity with new leadership Department took all input from the report, evaluated the needs of tribes and Interior, and drafted letter to Congress with specific recommendations Starts August 20, 2017 Service – Integrity – Excellence – Respect

Executive Leadership Changes Helen Riggs Deputy Special Trustee Trust Services Albuquerque, NM Starts August 20, 2017 Completed all required tribal consultations Ten consultations and one listening session Aggregated and synthesized all feedback into report for the Secretary Report was completed prior to transition of administrations to ensure continuity with new leadership Department took all input from the report, evaluated the needs of tribes and Interior, and drafted letter to Congress with specific recommendations Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect OST Budget OST’s Enacted FY 2016 and FY2017 Budgets were $139,029,000  OST’s FY 2018 Request Level is $119,400,000 Reflects a 14% across the board cost savings Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect New Debit Card Changed from JPM Chase to Money Network Cardholder Services Mailed 6,000 letters on May 12, 2017 to current cardholders informing them of the change in vendor New card were mailed to current cardholders by June 30, 2017 Disbursement of funds to cardholders began June 30, 2017 Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect OST Special Projects OST SPECIAL PROJECTS DIGITAL CENTER FOR EXCELLENCE (DCE) TRUST EVALUATION SYSTEM (TES) Digital Center for Excellence (DCE) Trust Evaluation System (TES) Service – Integrity – Excellence – Respect

Office of Trust Records

AMERICAN INDIAN RECORDS REPOSITORY

MOVING RECORDS STORAGE TO THE DIGITAL AGE OMB/NARA Directive M-12-18 – Managing Government Records - “requires that to the fullest extent possible, agencies eliminate paper and use electronic recordkeeping” OMB Directive M-17-22 – Comprehensive Plan for reforming the Federal Government and reducing the Federal Civilian Workforce – identify opportunities to adopt new technology to automate process and increase efficiency and budget savings Digital Center of Excellence (DCE) Six phase plan Transition to electronic records through digitization OST, BIA and BIE paper records 2011- Presidential Memorandum – Managing Government Records led to M-12-18 (2012). DOI was working on IT Transformation and the email Enterprise Records and Document Management System (eERDMS)

DCE - PHASED PROGRAM TIMELINE Phase I Phase II Phase III Phase IV Phase V Phase VI Physical Eval Pilot Discovery Incoming Historical Regional Phase II Pilot - Conducted AIRR Digitization Pilot Project 100 boxes were prepped, digitized, conducted quality assurance review and researched Then tested for accuracy, speed, readability, reliability and retrievability 2014 Contacted DOI IT Transformation DOI Study 2015 Developed Pilot Plan 2016 Conducted Pilot for 100 Most Requested Boxes Not for distribution. For discussion only. Pre-decisional

To Be Process Current Process Phase I Phase II Phase III Phase IV Phase V Phase VI Physical Eval Pilot Discovery Incoming Historical Regional To Be Process Current Process Boxes Received at AIRR Boxes Received at AIRR Boxes Indexed and Entered into the BISS Boxes Indexed and Entered into the BISS Boxes Sent to NARA Phase II Pilot - Conducted AIRR Digitization Pilot Project 100 boxes were prepped, digitized, conducted quality assurance review and researched Then tested for accuracy, speed, readability, reliability and retrievability Boxes Retrieved from NARA for Research Boxes Sent to NARA Boxes Digitized and Metadata Captured Boxes Retrieved from NARA for Research Boxes Returned to NARA Boxes Returned to NARA Images Stored on Local Server Not for distribution. For discussion only. Pre-decisional

INDEXING AT THE AIRR

To Be Process To Be Process Phase I Phase II Phase III Phase IV Phase V Phase VI Physical Eval Pilot Discovery Incoming Historical Regional To Be Process To Be Process Boxes are Retrieved from AIRR Holdings at NARA Boxes Received at AIRR Boxes Digitized and Metadata Captured Boxes Digitized and Metadata is Captured Phase II Pilot - Conducted AIRR Digitization Pilot Project 100 boxes were prepped, digitized, conducted quality assurance review and researched Then tested for accuracy, speed, readability, reliability and retrievability Images are Stored in the Digital Records Repository in the Cloud Images are Stored in the Digital Records Repository in the Cloud Where Does the Digitized Paper go? Boxes sent to NARA Not for distribution. For discussion only. Pre-decisional

RECORDS STORAGE AT THE AIRR

RECORDS STORAGE AT THE AIRR

Phase I Phase II Phase III Phase IV Phase V Phase VI Physical Eval Pilot Discovery Incoming Historical Regional Evolve to a point where digitizing could occur at the field level Designed with input from OTR, ASIA, BIA and Department Records Officer Phase II Pilot - Conducted AIRR Digitization Pilot Project 100 boxes were prepped, digitized, conducted quality assurance review and researched Then tested for accuracy, speed, readability, reliability and retrievability Not for distribution. For discussion only. Pre-decisional

DOI/OST/OTR/BIA/ASIA BENEFITS DOI - Addresses Office of Management and Budget (OMB) released Directives M-12-18, “Managing Government Records” and M-17-22, “Comprehensive Plan for Reforming the Federal Government and Reducing the Federal Civilian Workforce” DOI/OST - Reduction of storage costs – paper vs. digital image OST/OTR/BIA/ASIA: Preservation of records versus deterioration Enhanced clarity and quality of digital images Streamlined processes for more immediate local access to records For FY 2018 the cost estimate for storage of textual records $1,187,515 for approximately 455,000 cubic feet of storage vs. $230,000 of digital storage resulting in $957,515 savings annually. Per Maria, $10,000 for 10 terabytes of cloud storage which accommodates 100 million images/approximately 20,000 boxes.

TRIBAL TRUST RECORDS Storage of Tribal Trust Records at the AIRR Memorandum of Agreement with OST Secure storage (access only to those granted by the Tribe) Copies provided upon request Tour of AIRR Facility Training and technical assistance provided by OTR Regional Records Liaison (RRL) 2011- Presidential Memorandum – Managing Government Records led to M-12-18 (2012). DOI was working on IT Transformation and the email Enterprise Records and Document Management System (eERDMS)

CONTACT INFORMATION John White, Deputy Special Trustee – Program Management (505) 816-1328 John_White@ost.doi.gov Karen Foster, Director, Office of Trust Records (505) 816-1065 Karen_Foster@ost.doi.gov Maria Meredith, Office of Trust Records Management Analyst (913) 956-2611 Maria_Meredith@ost.doi.gov Service – Integrity – Excellence – Respect

Trust Evaluation System Re-engineered Process Self-Governance Compacts Re-engineered Process (i.e. Tribal Methodology) Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect TRUST EVALUATIONS Required annually for Tribes/Consortiums that manage trust programs under Self Determination Compact agreements. (25 CFR, Part 1000.354) Performed by the Office of the Special Trustee for American Indians (OST) Criteria (25 CFR, Part 1000.355) Service – Integrity – Excellence – Respect

CURRENT TRUST EVALUATION PROCESS Service – Integrity – Excellence – Respect

RE-ENGINEERED TRUST EVALUATION PROCESS Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect BENEFITS For Tribes/Consortiums Less intrusive Time to complete the evaluation will be more flexible Feedback will be more timely Evaluation report will be received more timely For OST Information Technology (IT) is leveraged Evaluation processes are streamlined and more efficient Travel costs will be significantly reduced Overall costs to perform evaluations will be reduced More evaluations will be performed with the same amount of resources Service – Integrity – Excellence – Respect

WEB-BASED APPLICATION SCREENSHOT ▪ This is a Tribal Employee screen ▪ The “My Workspace” on the left indicates the employee is working on the “Acquisitions and Disposals” program. “My Workspace” shows the Tribal Employee all the programs that are assigned to them for completion. ▪ Above the “My Workspace” is the Auditor’s name assigned to the evaluation and there is the ability to hover over their name and contact information will appear for quick and easy reference when questions arise. ▪The center section is displaying the “Evaluation” tab. This is where the Tribal Employee answers questions for the program they are assigned to complete and upload supporting documentation. The Required Documents tab will be shown in the next slide. ▪ The second tab “Required Documents” displays a list of all documents required to complete the Acquisition and Disposal program. ▪ Once the employee completes the Evaluation questionnaire they will “Submit for Review” to the Tribal Supervisor using the button on the right side of the screen. The status bar across the top highlights the current status of the program. Service – Integrity – Excellence – Respect

WEB-BASED APPLICATION SCREENSHOT ▪ This is the Required Documents tab in the Tribal Employee screen and shows all the Required Documents necessary to complete the Acquisitions and Disposals program. ▪ You have the ability to upload your documents on this screen, or upload them as you answer question by question in the “Evaluation” tab. Service – Integrity – Excellence – Respect

ACCOMPLISHMENTS TO DATE Developed re-engineered evaluation process Manually tested the re-engineered evaluation procedures on the 9 pilot tribes Refined and finalized evaluation questions. Established webpage (www.doi.gov/ost/tribal-methodology) that has up-to-date project status and other pertinent information (i.e. FAQs) Web-based application is over 70% complete Conducted User Acceptance Testing of tribal module (2/27 - 3/10/2017) Service – Integrity – Excellence – Respect

Service – Integrity – Excellence – Respect UPCOMING User Acceptance Testing TES Software - September 2017 Departmental Approvals – In Process Security Cloud Hosting Section 508 Compliance Implementation and Rollout – Fiscal Year 2018 Service – Integrity – Excellence – Respect

CONTACT INFORMATION John White, Deputy Special Trustee – Program Management (505) 816-1328 John_White@ost.doi.gov Elizabeth Wells Shollenberger, Director , Office of Trust Review & Audit (505) 816-1253 Elizabeth_WellsShollenberger@ost.doi.gov Cecilia Smith, Management & Program Analyst (Detailed) (505) 816-1259 Cecilia_Smith@ost.doi.gov For additional information, please visit the project website: www.doi.gov/ost/tribal-methodology Service – Integrity – Excellence – Respect

Questions / Comments? Thank You! Service – Integrity – Excellence – Respect