Centralized Electronic Records Repository Project Presented to: Project Certification Committee Presented by: State Records Center and Archives Certification Phase: Close Out Executive Sponsor and Agency Head: Melissa Salazar, State Records Administrator Agency CIO: Pete Chacon Date: September 26, 2018

Overview -- Project Background and Objectives -- Lessons Learned -- Next Steps

Project Background and Objectives --The State Records Administrator (SRA) is mandated by statute to provide efficient and effective records management programs. -- The SRA does not have the means of establishing effective management over electronic records, which compromises the ability to perform statutory functions. -- The SRA implemented the Centralized Electronic Records Repository (CERR) to manage and store electronic public records, with a priority on the classification of e-mail records. -- The primary objective of the CERR is to provide a standardized method and tools for State agencies to capture, manage, store and retrieve electronic records.

Accomplishments The establishment of a Functional Records Retention and Disposition Schedule (FFRDS) that eliminated redundant records series. A repository for electronic records was created that addresses the need to preserve records for their legal retention while alleviating agencies from retaining those records beyond their operational need. A framework for the governance of electronic records (e-mails) was created to give guidance to public entities. 

Lessons Learned   The establishment of pilot agencies needs to happen early in the project. The launching of proactive change management trainings or activities was needed due to the large paradigm shift from Outlook to HPE Records Manager as a repository. The estimate of contingency and management reserves was greatly under estimated. Both the known and unknown events impacted the project schedule significantly.

Next Steps -- Continue to seek additional partner agencies in need of service.