1. 1 Records Management The DoD 5015.2-STD A Foundation For Information Superiority The DoD 5015.2-STD A Foundation For Information Superiority Office of Assistant Secretary of Defense (C3I)I&I D. Burton Newlin, Jr.

2. 2 Record u Record. A record consists of information, regardless of medium, detailing the transaction of business. Records include all books, papers, maps, photographs, machine-readable materials, and other documentary materials, regardless of physical form or characteristics, made or received by an Agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that Agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the value of data in the record. (44 U.S.C. 3301)

3. 3 DoD Records Management Program u DoD Directive 5015.2, “DoD Records Management Program” April 1997 u DoD 5015.2-STD, “Design Criteria Standard for Electronic Records Management Software Applications” November 1997

4. 4 DoD 5015.2-STD u This Standard is effective immediately and is mandatory for use by all DoD Components. u Electronic record management information systems already in use must comply with this Standard within two years of the effective date of this document (Nov 99’).

5. 5 DoD 5015.2-STD Foreword Table of Contents References Abbreviations and /or Acronyms 1. General Information 2. Mandatory Requirements 3. Non-Mandatory Requirements Appendix Definitions

6. 6 DoD 5015.2-STD References (a) Section 2902 of title 44, United States Code, "Objectives of Records Management" (b) Section 3103 of title 44, United States Code, "Transfer of Records to Records Centers" ( C ) Title 41, Code of Federal Regulations, Part 201-9, "Creation, Maintenance, and Use of Records," current edition (d) Title 36, Code of Federal Regulations Part, 1222.10, "Creation and Maintenance of Federal Records," current edition (e) Federal Information Processing Standard Publication 4-1, "Representation for Calendar Date and Ordinal Date for Information Interchange," March 25, 1996

7. 7 Relationships Between Laws and COTS Products

8. 8 1. Tested and Certified Products DoD Records Management Products ForeMost from Provenance, Inc TRIM from Tower Software Corp. CS-CIMS from DynSolutions, Inc with ForeMost 2. Products Scheduled for Testing : 15 June - Saros Document Manager from FileNet, Inc with ForeMost 6 July - Record Manager from Educom Business Solutions with DOCS Open from PC DOCS 3 Aug - DOCS Open from PC DOCS, Inc with e.POWER from USI and ForeMost 24 Aug - Cuadra Star from Cuadra Associates, Inc 19 Oct - RIMS Studio from PSSoftware Solutions

9. 9 Memo of Understanding Between DoD and NARA The collaboration will start with a review by NARA of the government-wide usefulness of a standard, DOD 5015.2-STD, that was recently established for electronic records-management software. NARA will review the DOD standard and the testing program for their applicability throughout the Federal Government. Once this review is completed, NARA and DOD will work together to extend the standard to cover additional aspects of records management.

10. 10 WHAT REMAINS TO BE DONE DoD Records Management Program 1. Continue developing RMA to meet Classification Marking, Privacy and FOIA Requirements. 2. Extend the RMA Certification Program to include the Defense Messaging System. 3. Work with NARA and other agencies to improve management of information contained in records throughout the Government.

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12. 12 DoD Records Management Program Records Management Home Page http://jitc.fhu.disa.mil/recmgt/index.htm http://web7.whs.osd.mil/dodiss/publications/pub2.htm http://www.dtic.mil/c3i/recmgmt.html#d5015 Burt Newlin burt.newlin@osd.pentagon.mil Voice: (703) 614-6642 Fax: (703) 614-7687

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14. 14 DoD Records Management Program GRS-20 (Electronic Records) uGeneral Records Schedule (GRS) 20 uSave all e-mail & Word processing Documents uJudge Friedman directed Archivist to develop permanent plan dealing with electronic records by Sept. 30, 1998 uDoD 5015.2-STD Part of Solution

15. 15 C2.2.4. Storing Records C2.2.5. Scheduling Records C2.2.6. Screening Records C2.2.7. Retrieving Records C2.2.8. Transferring Records C2.2.9. Destroying Records C2.2.10. Access Control C2.2.11. System Audits C2.2.12. System Management Requirements C2.2.13. Additional Baseline DoD 5015.2-STD Chapter 2 Mandatory Requirements C2.1. GENERAL REQUIREMENTS C2.1.1. Managing Records. C2.1.2. Accommodating Year 2000 and Twenty-First Century Dates. C2.1.3. Implementing Standard Data. C2.2. DETAIL REQUIREMENTS C2.2.1. Implementing File Plans C2.2.2. Identifying and Filing Records C2.2.3. Filing Electronic Mail Messages (E-Mail)

16. 16 Example of Technical Requirement u 4.3Accommodating Twenty-First Century Dates. RMAs shall correctly accommodate and process information containing the year 2000 and beyond as well as dates in the current and previous centuries. The capability shall include, but not be limited to, date data century recognition, calculations and logic that accommodate same century and multi-century formulas and date values, and date data interface values that reflect the century. In addition, leap year calculations shall be accommodated (i.e. 1900 is not a leap year, 2000 is a leap year).