Year One of the Managing Government Records Directive Lisa Haralampus Federal Records Management Policy Section Head Office of the Chief Records Officer.

Slides:



Advertisements
Similar presentations
Managing Government Records Directive ACERA Meeting November 6, 2012 Don Rosen Director of Policy, Analysis and Enforcement Office of the Chief Records.
Advertisements

2009 Data Protection Seminar
Introduction to Records Management Policy
Policy on digital records preservation in the NSW public sector Cassie Findlay Senior Project Officer, Government Recordkeeping.
What is GARP®? GARP® is an Acronym for Generally Accepted Recordkeeping Principles ARMA understands that records must be.
VERS Development and Thinking Howard Quenault and Nicholas Leask.
NARA's Agency Services Bimonthly Records and Information Discussion Group (BRIDG) Wednesday, April 16, 2014.
Briefing on Presidential Records Act and Federal Records Act Amendments of 2014 (HR 1233, PL ) Gary Stern and Paul Wester Wednesday, December 10,
The National Declassification Center Releasing All We Can, Protecting What We Must Public Interest Declassification Board NDC Project Update April 22,
Information Governance and the Presidential Memo on Managing Government Records: Converging Issues and the Search for New Ideas Presidential Memorandum:
Graffiti Reporting A partnership of Local and State Government; My Local Services App enhancements.
Briefing for NOAA Managers
National Archives and Records Administration, 2003 Federal Records Management for Managers What’s in it for me?
Use of Oregon Statewide Electronic Records Management Systems (ERMS) Price & Services Agreements (PSA) DAS SPO Representative Lena Ferris DAS EISPD Representatives.
Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative.
National Archives and Records Administration 1 Welcome to E-Government, E-Records, and You Establish your audio connection: –Dial –Enter.
Developing a Records & Information Retention & Disposition Program:
Coordinating Center Overview November 18, 2010 SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 1 Meeting 1.
Author(s): David A. Wallace and Margaret Hedstrom, 2009 License: Unless otherwise noted, this material is made available under the terms of the Creative.
Procurement Transformation State of North Carolina
Department of Commerce Records Management Training.
AIIM Presentation Selecting and Implementing A Records Management System June 5, 2008.
Presented by Mitch Toda and Shawn Johnstone Archives and Information Management Team, Smithsonian Institution Archives August 6, 2009.
Embedding Records Management into Agency Processes The FEA Records Management Profile Laurence Brewer, CRM National Archives and Records Administration.
Records, Archives, and Transparency in the Development Community Initiatives from the World Bank Group Archives Elisa Liberatori Prati, World Bank Group.
XBRL Voluntary Program on the EDGAR System April 2005 Brigitte Lippmann Attorney Division of Corporation Finance Jeffrey Naumann Enabling Technologies.
ARMA NORTHERN VIRGINIA CHAPTER MAY 18, 2011 Records Management, Transparency and Open Gov: An Update from NARA.
Public Records Management Advanced Real Property Seminar September 15, 2010 Presented by: Tom Vincent, NCDCR Local Records Management Analyst.
U.S. Department of the Interior U.S. Geological Survey USGS Records Management Program: Initiatives, Opportunities, and Assistance Administration and Enterprise.
1 EDMS 101 Speaker: Monica Crocker, DHS EDMS Coordinator Overview of current project(s) Objective of this section: This session outlines EDMS fundamentals.
Records Managers’ Forum 28 February Draft standard on the appraisal and disposal of State records Catherine Robinson Senior Project Officer, Government.
Betsy L. Sirk Section 508 Coordinator NASA Goddard Space Flight Center
Managing the Retention of Electronic Records Ann Marie Przybyla Electronic Records Symposium Region 9, November 2007.
What Agencies Should Know About PDF/A September 20, 2005 Susan J. Sullivan, CRM
May 16, 2007 Enterprise Content Management- Paperless Government: Association of Governmental Accountants Enterprise Content Management- Paperless Government:
Donald Rosen and Cindy Smolovik National Archives and Records Administration Office of the Chief Records Officer BRIDG Meeting August 21, 2013 Managing.
Presidential Memorandum on Managing Government Records Paul Wester Chief Records Officer for the U.S. Government National Archives and Records Administration.
Implementing the Standard on digital recordkeeping.
Allegra Huxtable Manager Government Recordkeeping Tasmanian Archives and Heritage Office.
What Agencies Should Know About PDF/A-1 April 6, 2006 Mark Giguere
GovernmentConnect is a software solution that supports business operations and all important business processes within government institutions. It enables.
0 Office of Performance Assessments and Root Cause Analyses (PARCA) PARCA EVM Update Presenter: Phone:
1 Strategic Plan for Digital Archives Programme DAP PROJECT SCOPE OVERVIEW STATUS.
The Government Recordkeeping Survey 2008 Natalie Dewson, Senior Advisor, Government Recordkeeping Programme, Archives New Zealand.
August, 2013 Grants Circular Reform Update Office of Management and Budget For more information visit
Washington State Archives Presented by: Russell Wood – State Records Manager Julie Woods – Local Government Records Specialist Managing Your Records Public.
Records and the Law Jan Liebaers Cayman Islands National Archive.
Managing Records: Good government, Better business. FOI Presentations to Boards & Committees Cayman Islands National Archive November 2008.
Enterprise Archiving, Retention and Discovery System Jim Albert Deputy Director Department of Information Services April 19 th 2007.
Legal Holds Department of State Division of Records Management Kevin Callaghan, Director.
Donald Rosen National Archives and Records Administration Office of the Chief Records Officer BRIDG Meeting June 19, 2013 Managing Government Records Progress.
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.
ERM E-Gov Initiative Transfer of Permanent Geospatial Data Records to NARA Briefing for FGDC Coordination Group Bruce Ambacher, NARA September 2, 2003.
Health Sciences Administration Brown Bag Training Topics in Records Management November 12, 2015.
The Records Management Vision The Records Management Vision: Our Journey Towards Solutions for Everyday Life Ronald G. Smith, CRM Records and Information.
Defining Success Meeting the Records Directive: Business Rules for Capstone Success Jason R. Baron, Esq., Information Governance and eDiscovery Group,
An FBI Case Study: Incorporate RIM Into System Development Processes Tammy J. Strickler, CRM Records Automation Section Records Management Division, FBI.
Building an Effective Paperless Records Management Governance Structure BADM 559 Enterprise IT Governance Professor Michael Shaw By Moh’d A. Obeidat 12/15/2008.
Office of the Chief Information Officer 1 Records Management & IT Management A Necessary Collaboration in Complying with DOE and A-130 Requirements.
UW-Madison Guidelines for Managing the Records of Departing Employees*
SAA-COSA Annual Meeting Session 301: Capstone Officials & Public Records Arian D. Ravanbakhsh Office of the Chief Records Officer for the U.S. Government.
VERMONT INFORMATION TECHNOLOGY LEADERS
Cover.
Bulk Data Task Force Update Government Publishing Office
DEVELOPING A HIGH PERFORMING FEDERAL WORKFORCE THROUGH INTERAGENCY COLLABORATION Randy Bergquist Chair, Interagency Chief Learning Officer Council.
Capstone Approach to Management NATO Archives Committee Meetings
CGSB and Electronic Records
WHERE TO FIND IT – Accessing the Inventory
Presentation transcript:

Year One of the Managing Government Records Directive Lisa Haralampus Federal Records Management Policy Section Head Office of the Chief Records Officer National Archives and Records Administration

Learning Objectives Learn about the Managing Government Records Directive Learn about guidance produced by NARA in support of the goals of the Directive Understand the responsibilities placed on Federal agencies as they work towards implementing the goals in the Directive 2

3

Backbone of Open Government “When records are well-managed, agencies can use them to assess the impact of programs, to reduce redundant efforts, to save money, and to share knowledge within and across their organizations. In these ways, proper records management is the backbone of open Government.” The White House Memorandum re: Managing Government Records, November 28, 2011 The White House Memorandum re: Managing Government Records, November 28,

5

6

Directive Goals 7 Require electronic recordkeeping to ensure transparency, efficiency, and accountability Demonstrate compliance with Federal records management statutes and regulations

Goal #1: Require electronic recordkeeping to ensure transparency, efficiency, and accountability By 2019, agencies manage all permanent electronic records in electronic formats By 2016, agencies manage permanent and temporary in accessible, electronic format 8

Goal #2: Demonstrate compliance with Federal records management statutes and regulations Role of Senior Agency Officials Accountability and training 9

SAOs ensure permanent records identified for transfer and reported to NARA Agency Records Officers identify all unscheduled records, regardless of format NARA revises transfer guidance NARA issues cloud reporting requirements NARA shall convene Senior Agency Official (SAO) meetings OPM establishes RM occupational series NARA produces plan for automated management of electronic records NARA establishes a Community of Interest NARA identifies RM analytical tool Short Term Action Items 10 NARA issues guidance

Agencies manage all records in electronic format SAOs ensure records Schedules submitted to NARA NARA completes overhaul of GRS Federal agencies manage all permanent records electronically NARA issues improved Request for Records Disposition Authority process

Guidance 12 Challenge: Issue new guidance that describes methods for managing, disposing, and transferring for Federal agencies that face great challenges in managing billions of s Solution: The “Capstone” Bulletin issued August 29, 2013 NARA issues guidance

Visualizing Capstone Accounts 13

Capstone Benefits Reduces reliance on user-dependent policies Optimizes access for information requests Preserves permanent records Approach to manage legacy accounts Eases burden on end-user Simplifies disposition Reduces unauthorized destruction Leverages existing technologies 14

15 Ongoing Responsibilities When using the Capstone approach, agencies must continue to... Schedule records Prevent the unauthorized destruction of records Ensure records are retrievable and usable Consider whether should be filed with related records Capture and maintain metadata

More Capstone Information 16

Transfer Guidance Challenge: Identify new transfer formats NARA can accept for permanent electronic records Solution: The “Transfer Formats” Bulletin issued January 31, 2014 [6 file formats become 54 file formats] 17 NARA revises transfer guidance

Goals for Revised Transfer Formats Provide direction to agencies on acceptable transfer formats to balance preference for open formats with agency business needs Expand the types of formats that NARA accepts Acknowledge formats that are ubiquitous in the market place Minimize need for agencies to transform records prior to transfer 18

File Format Categories 19 Digital Photographs Scanned Text Digital Posters Computer Aided Design Digital Audio Digital Moving Images Digital Still Images GeospatialPresentation Textual Data Structured Data Web records

A Change in Approach 20 Identified formats that are Preferred Acceptable Acceptable for Imminent Transfer (sun-setting soon) PreferredAcceptableImminent Transfer Structured Data ASCII Text CSV, Comma Separated Values (RFC 4180) XML, Extensible Markup Language OpenDocument Format Spreadsheet (ODS) Microsoft Excel Office Open XML Microsoft Excel 97 Binary Document Format (xls )

Example of Transfer Formats Tables 21 gov/records- mgmt/policy/transfer -guidance- tables.html

Social Media Guidance 22 Challenge: Develop new guidance for managing social media records Solution: The “Social Media” Bulletin issued October 25, 2013 Results: High-level requirements and best practices for capturing records created when Federal agencies use social media

RM Challenges with Social Media 23 Articulate clear processes, policies, and recordkeeping roles and responsibilities Areas to consider include: – Identifying records – Defining ownership – Terms of service (TOS) – Communicating policies – Monitoring use and value – Monitoring changes to TOS

Methods to capture social media records include: – Using web crawling software – Using web capture tools to capture content – Using platform APIs – Using RSS Feeds, aggregators, or manual methods – Using tools built into some social media platforms to export content Social Media Capture 24

Mobile Guidance Posted 3 blogs on Records Express in March 2014 Identifies benefits, risks Discusses possible records management implications Considering guidance 25

Records Management Job Series 26 OPM establish RM occupational series Challenge: Create a specific Federal job series for people working in Federal records management including records officers, analysts, specialists and others Solution: Dec 31 st, 2013 OPM issued a draft occupational flysheet. Ongoing conversations about moving forward with the skills needed for Records and Information management

Records Management Training Challenge: Train all designated “Agency Records Officers” in Federal agencies as well as inform all staff in agencies of their records management responsibilities 27 Agency Training by 2014 Solution: The “Training” Bulletin issued December 4, Agency Records Officers must receive the NARA Certificate of Federal Records Management Training

Communities of Interest 28 NARA establishes a Community of Interest Challenge: NARA will cooperate with Government-wide councils to establish a Community of Interest (COI) that brings together leaders from the information technology, legal counsel, and records management communities to solve specific records management challenges Solution: 1.The Federal Records Officer Network (FRON) 2.The Electronic Records Management Automation Working Group

Federal Records Officers Network 29

ERM Automated Working Group 30

31 Challenge: Produce a comprehensive plan in collaboration with stakeholders to describe suitable approaches for the automated management of , social media, and other types of digital record content, including advanced search techniques Automated Technologies NARA produces plan for automated management of electronic records

Automated Technologies Following the Sept 10, 2013 Industry Day, NARA put out Request for Information Over 50 vendor responses on ERM Automation Wiki Available to anyone with.gov or.mil account on OMB MAX ERM Automation wiki – Use them! They’re there for you. 32

Automated Technologies 33

Automated Technologies The information gathered, the responses, the working group helped inform the report/plan Draft posted on Records Express March 10 th Comments requested by April 25 th Document consists of two parts Report: Outlines approaches to automation with outcomes and risks Plan: Proposes exploring a variety of steps to make those approaches more accessible and affordable for agencies 34 Records-Management-Report-and-Plan_3.6.14_finaldraft.pdf

Automated Technologies Report: Suitable approaches for automating ERM and their outcomes, benefits, and risks. NARA Stance on DOD Approaches to Automation – No Automation – Rule Based Automation – Business Process and Workflow Automation – Modular, Re-usable ERM Tools – Autocategorization 35

Automating Technologies 36 Plan: Acquiring Affordable Automated Solutions A. Approved electronic records automation vendors on a central procurement vehicle B. Electronic Records Management Line of Business, with one or several agencies offering their ERM services to other agencies C. Integrated workflow or rule-based electronic records management in other Lines of Business D. Modular records management components that can be used in many infrastructures

Contact Information Updates on our progress can be found on the Records Express blog at /records-express/ General questions: Presenter: 37

Q & A Conversations 38