Transforming Federal Records Management - AIIM 2014 Conference Session

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OMB and NARA released the Managing Government Records Directive in 2012 to establish a 21st century framework for records management in the Federal Government. The Chief Records Officer for the U.S. Government invites you to participate in helping the Federal government transition from paper to electronic recordkeeping. In this session, you'll be asked to share your ideas for affordable ways agencies could increase automation of electronic records management while increasing efficiency and effectiveness.

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Transforming Federal Records Management - AIIM 2014 Conference Session

  1. 1. Donald R. Rosen Director, Policy Analysis and Enforcement Office of the Chief Records Officer National Archives and Records Administration April 1, 2014 AIIM Conference Transforming Federal Records Management
  2. 2. Objectives •  Background on Directive •  Progress on Initiatives –  Revised Transfer Guidance –  New Email Guidance –  Records Management Job Series –  Communities of Interest –  Automated Technologies •  Discussion and Questions 2
  3. 3. Managing Government Records Directive 3
  4. 4. Directive 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 email in accessible, electronic format 4
  5. 5. Directive Goal 2 •  Demonstrate compliance with Federal records management statutes and regulations. –  Role of Senior Agency Officials –  Accountability and training 5
  6. 6. Directive Timeline 6
  7. 7. Action: Release new guidance for transferring permanent electronic records, to include additional sustainable formats commonly used to meet agency business needs. 7 Issued NARA Bulletin on January 31, 2014 New Transfer Guidance page http://www.archives.gov/records- mgmt/policy/transfer- guidance.html Revised Transfer Guidance
  8. 8. Transfer Guidance Goals •  Expand number of formats acceptable for transfer to NARA. •  Develop a flexible and extensible framework that can adapt to future needs. •  Balance preference for open, standards based formats with the business needs of agencies. •  Minimize the need for agencies to transform records prior to transfer. 8
  9. 9. Transfer Guidance Approach   •  Identified formats that are: ü  Preferred ü  Acceptable ü  Acceptable for Imminent Transfer (to sunset previously acceptable formats) •  Split the guidance into two pieces: ü  A bulletin that describes scope, authority, general requirements, and contact information. ü  An appendix that includes tables listing formats by category.   9  
  10. 10. 10   Old   (14  formats)   E-­‐mail   Scanned   Images  of   Text   Digital   Photographic   Records   Digital   GeospaCal   Data  Records   Portable   Document   Format     (PDF)   Web  Content   Records   New   (55  formats)   Email   Digital  SCll   Images   Textual  Data     CAD   Digital  Audio   Digital  Moving   Images   Structured   Data   GeospaCal   Web  Records   PresentaCon    
  11. 11. www.aiim.org/infochaos   Do  YOU  understand  the  business     challenge  of  the  next  10  years?   This  ebook  from  AIIM  President   John  Mancini  explains.  
  12. 12. Action: Issue new guidance that describes methods for managing, disposing, and transferring email for Federal agencies that face great challenges in managing billions of emails. 11 Issued NARA Bulletin on August 29, 2013 Ongoing training and resources www.archives.gov/records-mgmt/ email-mgmt.html New Email Guidance (Capstone)
  13. 13. Capstone Benefits •  Reduces reliance on user-dependent policies •  Optimizes access for information requests •  Preserves permanent email records •  Eases the burden on end-user •  Simplifies disposition •  Leverages existing technologies 12
  14. 14. Capstone Implementation (Example) 13   Capstone Accounts of Department AB
  15. 15. Action: OPM will establish a formal records management occupational series to elevate records management roles, responsibilities, and skill sets for agency records officers and other records professionals. 14 DraP  RM  Flysheet  released  in   December   OPM  reviewing  comments  and   feedback   Records Management Job Series
  16. 16. 15   Communities of Interest
  17. 17. Automated Technologies •  Action: Produce a comprehensive plan in collaboration with its stakeholders to describe suitable approaches for the automated management of email, social media, and other types of digital record content, including advanced search techniques. 16  
  18. 18. Automated Electronic Records Management Report and Plan •  Details categories of suitable approaches for automating ERM. •  Discusses outcomes, benefits, and risks.  •  Describes approaches to automation that the Federal government can pursue. •  The plan will be a living document. All comments due by April 26, 2014. –  http://blogs.archives.gov/records-express/2014/03/10/comment- and-discuss-the-automated-electronic-records-management- report-and-plan/ 17  
  19. 19. 18  
  20. 20. Questions for Discussion •  What should the long-term future look like to achieve vastly improved access to government information? •  What steps could we take to get there? •  What else does the government need? 19  
  21. 21. Contact Information All updates can be found on the Records Express Blog http://blogs.archives.gov/records-express/ General questions PRMD@nara.gov Contact information Donald.Rosen@nara.gov 20  

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