This presentation provides the basic fundementals for managing electronic records within a Government context

1. Ken Matthews ERM Program Manager 1 Managing Electronic Records within a Federal Government

2. What are the problems 2 Massive Volume of e-Records Increases by 30% per annum Volume of unnecessary e-Records 30-60% of all stored documents are copies The problem of authenticity and integrity The problem of migration The problem of searchability, findability, and retrievability

3. 3 Topics To Be Considered How to find eRecords in your organization. Essential factors necessary to correctly manage eRecords. Functional requirements needed to implement of a feasible eRecords solution. The benefits and consequences of applying eRecords management. How to achieve eRecords management that will have sustainable results. Information and tools that can be applied immediately.

4. Defining Some Terms We Will Be Using 4 What are Records? What are E Records? What is Records Management? What is ESI? What are Information Systems?

6. What are Electronic Records, cont… 7 Electronic Records are those materials that meet the definition of a record and are produced or created electronically. In addition: Electronic Records are created by a computer and read by a computer Electronic Records are produced on many different types of media Our hand held devices are producing Electronic Records

7. HOW TO IDENTIFY RECORDS 8 If you answer “yes” to any question below, you may have a record: • Was it created in the course of business? (i.e., correspondence, agreements, studies) • Was it received for action? (i.e., FOIA requests, controlled correspondence) • Does it document activities and actions? (i.e., calendars, meeting minutes, project reports) • Is it mandated by statute or regulation? (i.e., administrative records, dockets) • Does it support financial obligations or legal claims? (i.e., grants, contracts, litigation case files • Does it communicate requirements? (i.e., guidance documents, policies, Procedures)

8. HOW TO IDENTIFY RECORDS, cont… 9 If you answer “yes” to any of these questions, you may have a non-record: • Is it reference material? (i.e., vendor catalogs, phone books, technical journals) • Is it a convenience copy? (i.e., duplicate copies of correspondence or directives) • Is it a stock copy? (i.e., USAID publications or forms) • Is it a draft or working paper? (i.e., draft with no substantive comments, rough notes, calculations) Note: Some drafts are needed to support the decision trail or are required by a records schedule. If you answer “yes” to this question, you may have a personal paper: • Is it only related to your own affairs? (i.e., soccer schedule, PTA roster) Note: Personal planners and calendars may actually be records if they document activities.

9. What is Records Management? 10 Records Management (RM) is the intentional management of all records, regardless of whether they are paper or electronic, created in the course of business activities as an institutional asset for legal, fiscal, administrative or historical purposes through the records' entire life cycle. Electronic Records Management (ERM) applies the same principles in an electronic environment. A successful RM program must now address both paper and electronic records.

10. What is Electronic Records Management 11 ISO standard 15489: 2001 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. AIIM expands this definition to include records of all types including those maintained in electronic format.

11. Many Electronic Records are stored in the Information Systems we work with daily. This Information, which may include Records is referred to as ESI or Electronically Stored Information. Information systems generate and store different types of decisions at different levels of the organizational hierarchy. 12

12. What are Information Systems? 13 There are many types of Information Systems in use in the average work environment, but what are Information Systems? The term Information Systems (IS) refers to the interaction between processes and technology. This interaction can occur within or across organizational boundaries. An information system is not only the technology an organization uses, but also the way in which the organizations interact with the technology and the way in which the technology works with the organization’s business processes.

13. According to Wikipedia… 14 “The Information System consists of four parts which include: procedures, software, hardware, and information or data, which are essentially the same. There are various types of information systems, for example: transaction processing systems, office systems, decision support systems, knowledge management systems, database management systems, and office information systems. Critical to most information systems are information technologies, which are typically designed to enable humans to perform tasks for which the human brain may find very challenging, such as: handling large amounts of information, performing complex calculations, and controlling many simultaneous processes.

14. E Records May Be Found on Any Device That Can Store ESI 15 ESI is Electronically Stored Information, and some of this information may well be eRecords or Electronic Records According to the Federal Rules of Civil Procedures ESI is explicitly defined as a category of information. The rule (Rule 26a) explicitly defines ESI as a specific category of information to be disclosed. There is no longer any ambiguity about whether digital data constitutes a “document”.

15. Where are the eRecords in your organization? 16 I am preparing this presentation on a day when our city is experiencing a major snow storm. Imagine having to go out and look through all that snow for a very costly gold ring that you dropped out there in the snow about four hours ago when the snow was about 10 inches. The snow has reached 20 inches and you plowed a driveway about 30 feet in length, cleaned two cars, and plowed snow around the perimeter of the house as well. Where do you begin? What are some things to consider as one plows through all the information housed in their organization?

16. We need to consider the fact that Electronic Records are house on various type of media 17

18. Information Systems

19. Databases

20. Back up Tapes

21. Films and Photos

22. Hard drives

23. Disk

24. Micro-fiche

25. Word, Excel, Power Points, etc

26. Web Sites, Web 2.0 Apps

27. Cell Phones

28. Voice Mails

30. What do we need to consider if we are going effectively manage Electronic Records 20 Value of a record is determined by content, not format! If we do not manage our Electronic Records they could very well spiral out of control We must make the management of electronic records a part of our normal daily work flow

31. Records Lifecycle 21 Permanent Permanent: To Archives (1 – 3%) to Archives Creation/ Maintenance Creation/ Maintenance Disposition Disposition Receipt and Use Receipt and Use Temporary: Destroyed

33. Scope of Discovery - all relevant information, not just records.

35. Functional requirements needed to implement a feasible eRecords solution 24 Functional Requirements RMA: (1) Create records (2) Store records (3)Manage paper records (4)View records (5) Manipulate records (6) Link metadata (7) Link related record peripheral devices (8)Electronic signature administrator functions (9) Manage & categorize file plans (10) Apply disposition schedules (11) Perform auditing, backup & Recovery Functions

37. Compliancy

38. Reliability

39. Authenticity

40. E-Discovery

41. Scalability

42. Flexibility

43. Cost benefits

44. Space benefits

46. Challenges in the Preservation of Electronic Records 27 Digital preservation: Digital information posses a whole new set of dynamics vastly different than encountered with paper preservation The technical problems associated with the preservation of digital information are in some ways more complex But also it must be noted that we have managerial problems “... the planning, resource allocation, and application of preservation methods and technologies to ensure that digital information of continuing value remains accessible and usable” - Margaret Hedstrom (1998) The challenge of managing electronic records globally The challenge of managing electronic records in an environment of constant change

48. Solutions for handling large volumes of email

49. Long-term storage formats for electronic records and transfer to offline storage facilities

50. Records management of Web sites

51. Archiving of collaboration events, web 2.0

52. Effectiveness of auto-categorization tools

53. Integration with Secure Channel

55. 30 What About the National Archives and Records Administration (NARA)?

56. NARA’s Vision 31 1. We will be a leader in innovation in electronic records archiving. 2. In coordination with our Federal partners we will develop policy and technical guidance to enable responsible electronic records creation and management. 3. With help from our research partners, we will develop and maintain the technical capability to capture, preserve, describe, access and appropriately dispose of any government electronic record. 4. We will manage a coherent, nationwide, and sustainable system for permanent electronic records of the Federal Government.

57. NARA’s Strategic Goals 32 To be sure essential evidence will be created, identified, appropriately scheduled, and managed for as long as needed. 2. To be certain essential evidence will be easy to access regardless of where it is or where users are for as long as needed. 3. To be sure all records will be preserved in an appropriate environment for use as long as needed. 4. NARA's is committed to incorporating capabilities for making changes necessary to realize their vision will continuously expanded.

59. Bring electronic records into the National Archives and the Presidential Libraries, preserve them and provide access, respecting legal restrictions, forever

60. Help customers discover and access holdings

61. Provide authentic copies of electronic records which will support exercise of property and other rights and hold up in court, if needed.

62. Guide and assist federal agencies in lifecycle management of their records

64. NARA’s Solution 35 To the challenges of Electronic Records: ERA = Electronic Records Archives

65. The Wave of the Future 36

67. Develop and follow written policies and procedures,

68. Provide training and support,

69. Develop an adequate system of controls,

70. Develop and implement system audit trails,

71. Conduct routine tests of system performance,

72. Test and document the reliability of hardware and software,

73. Provide adequate security,

74. Establish controls for accuracy and timeliness of input and output, and

75. Create, maintain, and retain comprehensive system documentation.

77. 39

78. Thank You 40 Presenter: Ken Matthews, ERM Program Manager Organization: USAID Contact Information: chapkenmat@gmail.com Twitter: chapkenmat Blog: http://concerningelectronicrecordmanagement.blogspot.com