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.
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
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3.
Managing Government Records Directive
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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
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5.
Directive Goal 2
• Demonstrate compliance with Federal
records management statutes and
regulations.
– Role of Senior Agency Officials
– Accountability and training
5

6.
Directive Timeline
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7.
Action: Release new guidance for transferring
permanent electronic records, to include
additional sustainable formats commonly used
to meet agency business needs.
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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.
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.
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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.
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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.
www.aiim.org/infochaos
Do
YOU
understand
the
business
challenge
of
the
next
10
years?
This
ebook
from
AIIM
President
John
Mancini
explains.

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.
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
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14.
Capstone Implementation (Example)
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Capstone
Accounts of
Department AB

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.
15
Communities of Interest

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.
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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/
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19.
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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?
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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
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