1. Tribal Interior Budget Council Meeting OST Update
Presented by:
Deb DuMontier - Acting Special Trustee
July 24-27, 2017
Flagstaff, AZ
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2. Service – Integrity – Excellence – Respect
Today’s Topics
Executive Leadership Changes
FY 2018 Budget
New Debit Card
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3. Executive Leadership Changes
Jerry Gidner
Principal Deputy Special Trustee
Washington, DC
Started July 9, 2017
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4. Executive Leadership Changes
Jim James
BIA Deputy Bureau Director
Field Operations
Albuquerque, NM
Started July 9, 2017
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5. 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
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6. 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
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7. 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
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8. 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
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9. 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)
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10. Office of Trust Records

11. AMERICAN INDIAN RECORDS REPOSITORY

12. MOVING RECORDS STORAGE TO THE DIGITAL AGE
OMB/NARA Directive M – Managing Government Records - “requires that to the fullest extent possible, agencies eliminate paper and use electronic recordkeeping”
OMB Directive M – 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 (2012).
DOI was working on IT Transformation and the Enterprise Records and Document Management System (eERDMS)

13. 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

14. 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

15. INDEXING AT THE AIRR

16. 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

17. RECORDS STORAGE AT THE AIRR

18. RECORDS STORAGE AT THE AIRR

19. 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

20. 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.

21. 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 (2012).
DOI was working on IT Transformation and the Enterprise Records and Document Management System (eERDMS)

22. CONTACT INFORMATION
John White, Deputy Special Trustee – Program Management
(505)
Karen Foster, Director, Office of Trust Records
(505)
Maria Meredith, Office of Trust Records
Management Analyst
(913)
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23. Trust Evaluation System Re-engineered Process
Self-Governance Compacts
Re-engineered Process
(i.e. Tribal Methodology)
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24. Service – Integrity – Excellence – Respect
TRUST EVALUATIONS
Required annually for Tribes/Consortiums that manage trust programs under Self Determination Compact agreements. (25 CFR, Part )
Performed by the Office of the Special Trustee for American Indians (OST)
Criteria (25 CFR, Part )
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25. CURRENT TRUST EVALUATION PROCESS
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26. RE-ENGINEERED TRUST EVALUATION PROCESS
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27. 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
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28. 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.
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29. 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.
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30. 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 ( 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)
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31. 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
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32. CONTACT INFORMATION
John White, Deputy Special Trustee – Program Management
(505)
Elizabeth Wells Shollenberger, Director , Office of Trust Review & Audit
(505)
Cecilia Smith, Management & Program Analyst (Detailed)
(505)
For additional information, please visit the project website:
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33. Questions / Comments? Thank You!
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