ERA UPDATE ACERA November 6 th and 7 th 2012

Items 2  Status  Operations and Maintenance  Corrective and Adaptive  Data at Rest  Q&A November 2012 ACERA Brief

Operational Status 3 Operations: NARA and the operations and maintenance contractor, IBM, have been successfully sustaining the ERA instances since award was made in February. NARA Operations Staff, not the contractor, are now managing annual HW and SW licenses. Based on a recent survey the overall level of satisfaction for the ERA helpdesk is at approximately 80%. In addition, the overall user satisfaction results showed an increase in user satisfaction for 8 of the 11 areas questioned. November 2012 ACERA Brief

Right Sizing Operations 4 Problem:  The current data center at ABL is at or near capacity. Physical space is limited.  Cooling is near capacity.  Electrical consumption has increased from an average of 281,922 KWH / month to 373,226 KWH / month.  Production equipment is at or near end of life. Options: Plan for Additional Growth vs. Data Center Consolidation  Two of ERA’s TDL’s will support OMB’s Federal Data Center Consolidation Initiative (FDCCI)  Cloud TDL #3 – Will move the bulk of the Test and Development infrastructure into the cloud, thus freeing up space in the ABL data center and reducing power consumption.  Refresh TDL #4 – Phase 1 will reduce 17 racks of equipment to 3 racks, thus freeing space in the ABL data center and significantly reducing power consumption. Additional phases will ensure that equipment is upgraded/refreshed as appropriate. November 2012 ACERA Brief

Corrections and Adaptations Status August 2012 ISSC Budget Brief 5 Enhancements To address the remaining challenges with ERA, the program office and business requirements group (BRG) members are identifying and prioritizing enhancement tasks. NARA has triggered three (3) technical direction letters (TDLs) based on these desired enhancements.  TDL #1 (completed 9/12) enhances Base search and file download functionality.  TDL #2 (in process) will correct performance problems with Base.  TDL #3 (in process) will correct errors in and adapt the OPA instance as follows:  Correct a data ingest problem related to the Archival Research Catalogue (ARC).  Correct NARA Reference Unit Names within OPA.  Analysis and root cause determination of errors that occur when viewing OPA search results of 100 per page.  Adapt reports on OPA server storage space, directory listings and files sizes, and usage and access statistics. While a number of potential TDLs are under consideration, NARA has identified the following additional high priority tasks that will further enhance ERA:  TDL 1c and 1d: Further Base search and download corrections and adaptations  EOP Small Fix TDL: Which will correct a file export problem.  EOP to OPA Integration TDL: Which will adapt OPA so that EOP records, including messages, will be publicly available.

Overall Status August 2012 ISSC Budget Brief 6 Challenges and Successes User satisfaction with the system remains a concern. While there are positive trends users are not completely happy with ERA. This is a clear indicator that further system enhancements are needed.  NOTE: Overall satisfaction with ERA is at 58% (up from 56% in April) Successes:  The unclassified Congressional Records Instance of ERA (CRI) was successfully upgraded and established in a secure facility at Archives II.  TDL #1 was successfully delivered.  All known ERA licenses have been accounted for and annual support agreements were triggered.

Corrective and Adaptive TDL Table 7 November 2012 ACERA Brief FY 12 Corrective and Adaptive TDLs TDLFYDescriptionAwarded Completed / Projected Date 1a12Base Search and Download5/11/20129/30/2012 1b12Base Performance Assessment6/25/201210/30/ OPA Small Fixes8/22/20122/12/ Development and Test in Cloud9/25/20123/25/ Tech Refresh - NetApp Storage9/25/20123/25/2013 FY 13 Corrective and Adaptive TDLs (Planned) TDLFYDescriptionAwardedEstimated Date 1c13Reserved - Fix PerformanceN/A5/15/2013 1d13Reserved - Re-establish DownloadN/A7/15/2013 tbd13EOP Small FixesN/A4/15/2013 tbd13SE Small FixesN/A6/1/2013* tbd13O&M Security and Operational FixesN/A8/1/2013 tbd13Integration between EOP and OPA - Implement designN/A9/15/2013 tbd13Analyze and design an alternate site to support COOPN/A4/28/2013 tbd13Complete Tech RefreshN/A9/30/2013

Data at Rest Summary (see Archival Data-at-Rest white paper) 8 NARA’s vision of “archival data-at-rest” is to ensure that Federal electronic records that are created and stored in the Cloud can also be archived and made publicly available in the Cloud. As Federal agencies transition administrative systems and data storage to Cloud environments, increasing volumes of Federal records will be generated in these hosted environments. As those records age, they will transition from “active” records to “inactive” records (infrequently referenced or changed) and will eventually be either archived or disposed of. Inactive and archived electronic Federal records will become “data-at-rest”, which must be retained, managed, and preserved in an efficient and cost-effective manner. Data-at-Rest eliminates the expensive and time consuming process of physical transfer and support (i.e., de-installation, transport, installation, data processing, operations and maintenance, annual support, etc.) November 2012 ACERA Brief

Q&A August 2012 ISSC Budget Brief