U.S. Department of the Interior U.S. Geological Survey USGS Records Management Program: Initiatives, Opportunities, and Assistance Administration and Enterprise.

Slides:



Advertisements
Similar presentations
Fe Angela M. Verzosa1 Effective Records Management.
Advertisements

23nd Annual BIA Alaska Region Tribal Providers Conference- Trust Services Record Presented by: Office of Trust Records.
2009 Data Protection Seminar
and Electronic Records Retention: IT Requirements Paul Dworak Office of Compliance
Identification and Disposition of Official University Records University of Texas at Arlington Records Management.
Review Questions Business 205
Records Management for UW-Madison Employees – An Introduction UW-Madison Records Management UW-Archives & Records Management 2012 Photo courtesy of University.
John L. Baines OIT Security and Compliance Retention: Preserving Public Records.
Information Governance and the Presidential Memo on Managing Government Records: Converging Issues and the Search for New Ideas Presidential Memorandum:
Records Management at UW-Green Bay Or, I am out of space and just want to throw some things away!
Briefing for NOAA Managers
National Archives and Records Administration, 2003 Federal Records Management for Managers What’s in it for me?
Coping with Electronic Records Setting Standards for Private Sector E-records Retention.
1 ELECTRONIC MAIL RETENTION & DISPOSITION D. Dawson, CRM State Records Manager Dept. of Education & Early Development.
Developing a Records & Information Retention & Disposition Program:
University of Illinois Archives Slide 1 Issues in Electronic Record Keeping Presentation to Electronic Records Working Group Chris Prom, Assistant University.
Records Management Briefing
1 From Filing Cabinet to Desktop and Network: Records Management in N.C. State Government Ed Southern Government Records Branch N.C. Office of Archives.
Record management Responsibilities for departing senior officials
RECORDS MANAGEMENT City of Oregon City “ That was then… this is now!”
Department of Commerce Records Management Training.
Created May 2, Division of Public Health Managing Records What is a Record? What is a Records Retention & Disposition Schedule? Why is this Important?
Caroline J. Walters, MA, MLS University Records Officer.
Records Management Fundamentals
Arizona State Library, Archives and Public Records
Why Information Governance….instead of Records & Information Management? Angela Fares, RHIA, CRM, CISA, CGEIT, CRISC, CISM or
ARMA Charlotte - Piedmont Educational Seminar 2007 Managing Public Records Law and Practice In North Carolina Government Records Branch Division of Historical.
Policies and Procedures Deb Bartlett Joy Faerber Office of Procedures, Records, and Forms Revised May 2015.
Electronic Records Management: What Management Needs to Know May 2009.
Agenda General Records Management Overview General Records Management Overview Records Inventory Records Inventory Instructions Instructions Administrative.
Archiving Records Offsite Using the State Records Center (SRC)
The History of Data / Records SLAC Jean Marie Deken, M.A., M.L.I.S., C.A. Archivist and Head SLAC Archives and History Office 2 nd Workshop.
Records Officials: United States Army Individual Roles and Responsibilities.
NARA INITIATIVES ON GEOSPATIAL DATA RECORDS FGDC Coordination Group Meeting, May 3, 2005 Ken Thibodeau, Director Electronic Records Archives Program Management.
RECORDS MANAGEMENT Office of Compliance. OBJECTIVES Four main objectives of a Records Management Program: –Increase efficiency of record keeping. –Protection.
Ecords Management Records Management Paul Smallcombe Records & Information Compliance Manager.
Records & Information Management (RIM) Risk: Is Your Company Exposed? March 19, 2013.
Presidential Memorandum on Managing Government Records Paul Wester Chief Records Officer for the U.S. Government National Archives and Records Administration.
NASA Records Management SSP Transition Patti F. Stockman NASA Records Officer November 2, 2005.
An introduction to records management at Clemson University Records Management Office 139 Anderson Hwy, Suite 100 Clemson, S.C
1 Strategic Plan for Digital Archives Programme DAP PROJECT SCOPE OVERVIEW STATUS.
RECORD RETENTION Arizona State Library, Archives and Public Records.
Records Management: The Public Records Act, the Library of Virginia, and You Glenn Smith Records Management Analyst.
United States Army Records Management Training Module 1 Part B.
Managing the Paper Mountain Kaushika Patel, Rockland BOCES Maureen McCarthy, Lower Hudson Regional Information Center.
1 Records Management Organization The Committee provides guidance on operating the company’s records management program.
2010 Long-Term Surveillance and Maintenance Conference Records Storage and Accessibility John Montgomery Team Lead, Archives and Information Management.
All Employee Basic Records Management Training. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities.
An introduction to records management at Clemson University Records Center is located at the Library Depot 103 Clemson Research Blvd Anderson, S.C
Legal Holds Department of State Division of Records Management Kevin Callaghan, Director.
03/08/1999UT Austin: GSLIS LIS Information Management LIS /8/99 Martha Richardson.
Surveying and Scheduling Records of OCIO Presented by Jennifer Wright Smithsonian Institution Archives Records Management Team February 16, 2005.
Surveying and Scheduling Records of SCEMS Presented by Ginger Yowell & Mitch Toda Smithsonian Institution Archives Records Management Team October 2, 2007.
Information Resource Stewardship A suggested approach for managing the critical information assets of the organization.
NDGA Workshop September 2005 U.S. Department of the Interior U.S. Geological Survey USGS National Geospatial Digital Archive activities.
CITY OF PHOENIX RECORDS MANAGEMENT AND E-PRIVACY Margie Pleggenkuhle City Clerk Department March 18, 2004.
RECORDS MANAGEMENT TRAINING City of Oregon City. INTRODUCTION TO RECORDS MANAGEMENT
Records Management Maintaining District Records. Agenda  Role as Department Records Liaison  Records Management Basics  Transferring Records to Records.
RECORDS MANAGEMENT TRAINING City of Oregon City. INTRODUCTION TO RECORDS MANAGEMENT.
Records Management Reality
UW-Madison Guidelines for Managing the Records of Departing Employees*
Leveraging the Data Map – A Case Study November 15, 2016
Electronic Records Management Program
Records Management & ARIMS
Records Management Fundamentals
RECORDS AND INFORMATION
Arizona State Library, Archives and Public Records
Information Governance Part 2
RAMP-TRIM Training modules ppt Training Modules Overview Highlights
Garrison Okinawa Incoming Soldiers and Civilians Records Management Brief Lawrence L. Brown.
Presentation transcript:

U.S. Department of the Interior U.S. Geological Survey USGS Records Management Program: Initiatives, Opportunities, and Assistance Administration and Enterprise Information Office of Enterprise Information Christina Bartlett March 10,

Agenda Review basic records management concepts Review records lifecycle Demonstrate Records Management Benefits Highlight requirements for electronic records and offsite storage Review potential savings Update on Records Management Contacts Records Management Initiatives 2 March 10, 2014

Records Management Program Areas 1) Establish Policies (recordkeeping requirements ) 2) Files maintenance 3) Essential Records (formerly vital records) 4) Training 5) Active and robust records disposition process 6) Evaluate the RM Program 3 March 10, 2014

Records Management is… Identification, accessibility, and preservation of information throughout the lifecycle Foundational elements are Records Disposition detailed in NARA-approved records schedules  Permanent – long-term researcher or historical value  Temporary – destruction/deletion based on business need Nonrecords Disposition at USGS discretion  Stocks of publications – excluding archival copy  Reference documents and files  Duplicates of “official” files 4 March 10, 2014

What is a record? A record is  Any documentary material, i.e. books, papers, maps, photographs, data sets  Regardless of physical form or characteristics Has contextual information supportive reports  Made or received in the course of government business or under Federal law  Preserved or appropriate for preservation  To document as evidence of functions, policies, decisions, procedures, operations or due to the informational value of the data 5 March 10, 2014

It’s a record, if….. It is evidence of agency of function, organizations, or activities. Your office received for action or used it in your official duties Your office has oversight duties on the project Your office needs it to document activities or decisions Records a business activity or event It proves a transaction Has business, legal, or historical value to the USGS It supports facts about your work It helps to identify who participated in a decision with you 6 March 10, 2014

Lifecycle of Records 7 First Stage: Files created/received Second Stage: Files maintenance and use Third Stage: Implement Disposition March 10, 2014

Assistance: Records Management Contacts 8 Records Officer (RO)  Bureau-wide oversight Records Liaison Officers (RLO)  Mission or Regional and EROS level point of contact  Responsible for guidance to Records Liaison Coordinators Records Liaison Coordinators (RLC)  Science Center or Program level point of contact  Raise questions or issues to RLO or RO  Coverage Science records only Administrative records only All records March 10, 2014

Records Management Contacts 9 March 10, 2014

USGS Facts Over 400 USGS locations producing records  124 RLO/RLCs for 9,300 people= 75 to 1 person 79 USGS records schedules approved over time  Provide disposition of temporary and permanent records Offsite temporary storage is critical for some records  100 year records retentions  50 year records retentions 360 permanent record items – preserved indefinitely  Requires USGS preservation while in our custody  Includes costly “special needs” records – temperature/humidty 10 March 10, 2014

Records Disposition Possibilities 11 March 10, 2014

Sample RM Savings Herndon Warehouse – one program office  15 pallets – approximately $75,000 in program savings Federal Records Center – Initial Offsite storage reviews  In 2012 saved $1,792 in admin costs/annually Permanent record transfers  112 boxes in FRC – savings $306  648 USGS offices - $15,539 Total Sample savings: $92,637 = 253 furlough days Multiply this potential savings by RLOs and RLCs 12 March 10, 2014

Average Monthly Storage Costs 13 $11. 37/ sq ft Totals $ $23.98/ sq ft Totals $ $0.23/cu ft Totals $1.61 USGS Office space USGS warehouses NARA FRC One science project consisting of 7 boxes March 10, 2014

2013 RM Opportunities Enable cost savings and resource efficiencies Enhance scientific discovery capabilities Comply with and report on Federal initiatives  OMB/NARA Memorandum (M-12-18)  Department of the Interior records management system (eERDMS) Comply with Federal regulations Timely responses to data calls or protection requirements  Congressional,  FOIA, or  Discovery requests  Litigation holds  Document productions 14 March 10, 2014

Records Management Benefits Compliance with ELT Requirements Reduction in costly office space implementing disposition Information inventories facilitates current/future projects Facilitates searches by Records Liaisons not scientists Records Liaison network raises program, science center, Region or Mission area RM issues Compliance with Information Quality requirements  Integrity  accuracy 15 March 10, 2014

Electronic Records Management 36 CFR 1236 Must protect records against technological obsolescence Must design and implement migration strategies to counteract hardware and software dependencies Plan for the migration of the records to a new system before system is retired Carry out upgrades of hardware and software to retain the functionality and integrity Ensure the retention of record functionality and integrity requires Retain the records in a usable format until their authorized disposition date. Any necessary conversion of storage media to provide compatibility with current hardware and software Maintain a link between records and their metadata through conversion or migration Ensure that migration strategies address non-active electronic records that are stored off-line 16 March 10, 2014

Records Storage Facilities 36 CFR 1228 Storage facility regulation Covers  Facility requirements  Fire Safety requirements  Environmental Control requirements Must also comply with  Privacy Act requirements  Federal Acquisition Regulations  Freedom of Information Act  National Fire Protection Act 17 March 10, 2014

When facilities don’t comply…. 18 A Document Management company roof collapse – formerly a Safeway grocery store in June 2012 Image of Roof collapse Roof parts breaking through the bay door March 10, 2014

Records Management Initiatives Role Based Training  Training Records Liaisons Service Desk Usage  Central contact point and consistent responses  Track issues and establish metrics  Drives training and policy initiatives Policies  Survey Manual Chapter updates – New Employee, Exiting, Records Management Digitization Efforts – “Analog to Digital” efforts 19 March 10, 2014

Records Management Initiatives (cont) Improved communication regarding document productions, FOIA, and Information Quality Act activities Evaluate USGS records management program 20 March 10, 2014

References Christina Bartlett, Records Officer USGS Records Management intranet Records Management Contacts list Records Management Contacts Litigation Holds listing Litigation Holds 21 March 10, 2014