1. 4 MAR 2015
The Department of the Navy

2. The Department of the Navy
TOTAL STAFF 900,000 +
2015 Budget 147,000,000,000
• Navy PersonnelActive Duty: 325,859
• Ready Reserve: 107,055 [As of Feb 2015 ]
• Selected Reserves: 58,445
• Individual Ready Reserve: 48,610
• Reserves currently mobilized: 2,741 [As of 5 May 2015]
• Navy Department Civilian Employees: 195,259
• Ships and Submarines Deployable Battle Force Ships: 273 total: 10 aircraft
carriers 9 amphibious assault ships 10 amphibious transport docks 12 dock landing
ships 22 cruisers 62 destroyers 5 frigates 4 littoral combat ships 71 submarines
• Ships Deployed: 98 (36%)
• Aircraft (operational): 3700+
• United States Marine Corp: 300,000 U.S. Marines and civilians

3. 3
Crisis and Contingency Operations
• Operation Unified Assistance (2004 Tsunami)
• Haiti 2010 (Earthquake)
• Operation Tomodachi (2011 Japan Earthquake/Tsunami)
• 2011 Pandang Earthquake
• Anti-Piracy Operations (Ongoing)
• Numerous other relief operations around the
world
• ISIL Operations
• Operation Enduring Freedom (Afghanistan)

4. 4
Dr. James Willson-Quayle
Director, DON/AA-DRMD
Navy Records
Management
Program
Joel Westphal (GS-14)
Deputy Director
Navy Records Manager
SECNAV
Directives/Forms
Program
Ms. Posey (GS-13)
Directives & Issuances
Program Management
Navy Declassification
Program
Ms. Bullock (GS-14)
Declassification Program Manager
Joel Westphal (GS-14)
Deputy Director
Directives and Records Management Division

5. 5
Navy Records Scope
• 1.2 million cubic feet stored at National
Archives Records Centers
• Cost to store and service - 20 million per year
• More than 1600 Electronic Information
Systems
• 6600 different retention schedules
• Records range from Unclassified to Top Secret

6. 6
The First Records Crises and U.S. Navy
• One of the first, if not the first adopter of modern records management
techniques developed by LCDR Emmett J. Leahy
• First working records centers
• Some of the very first records schedules in the US Government
• Help create first leaders of our National Archives

7. Task and Records Management Problem
“Managing Government Records” Directive
OPNAV TV-5 Task System
Congressional Task System
Marine Corps Action
Tracking System
Records Management System
This approach is no longer
viable for the Department of
Navy enterprise. The need to
improve efficiency,
compliance, and collaboration
calls for a unified and scalable
capability.
• Many different tasking
systems
• Manual (costly) processes
• “Siloed” content
• Difficult to declare and
find records
• Minimal compliance
7

8.  Secretary of the Navy mandated; single, auditable and statutorily compliant system for
unified tasking and records management across the Department of the Navy
 Reduce complexity and cost while improving collaboration and compliance
 Phased transition from stove-piped legacy applications to a digital solution
Key End-User Benefits:
• Web-based capability with automation of task,
records, and document management processes
• Employs the Alfresco Enterprise Edition platform
• SharePoint-like “drag n’ drop” usability, but without
the SharePoint server constraints
• Central repository for electronic records
management, security, e-discovery, and audit
• Enable field-level personnel to easily assign
retention schedules ( “Bucket” SSICs) via menus
• System handles data security (e.g.,PII); permissions
and access controls are assigned to roles
A Modernized Solution: DON TRACKER
Department of the Navy (DON) Tasking, Records, and Consolidated Knowledge Enterprise
Repository (TRACKER)
8
Tasks and
Workflows
Manage
Documents and
Records
Certified
to DoD
5015.2-STD
One
System:
DON
TRACKER

9. DON TRACKER Core Capabilities
• Task Management
– Template-based tasking lifecycle management (e.g., create, assign, respond, etc.)
synchronizes tasking and recordkeeping (e.g., easier SSIC assignment)
– Workflow (e.g., routing paths, review / approval, command-specific workflow rules)
• Document Management
– Create, organize, store, retrieve, share electronic content / documents
– Role-based access, system administration, library services
• Records Management
– Creation, maintenance, use, and disposition IAW law,
policy and regulation; “Big Bucket” schedule; e-Discovery
• Reporting
– Multiple report levels, query, task completion metrics,
content audits, etc.
• Search
– Keyword search, sort, filter results via integrated storage
of structured and unstructured information, etc.
DON TRACKER is integral to efficient and effective information and knowledge management in the digital age.
9

10. 10
The War On Crime

11. 7/1//2014 11
The War On Drugs

12. 12
The War On Terror

13. 13
The War On Records

14. 14
US Central Command and Analytics
• Combatant Command in charge of Middle East
Area of Operation
• Oversight of Joint Task Forces in Iraq and
Afghanistan
• Massive records volume due to Operations in
Iraq and Afghanistan (hundreds of terabytes)
• Records not a priority in conflict
• BUT Records are the extremely important
after the conflict ends!

15. 15

16. 16
Outside the Box
• The Iraqi Records Collection comprised of
many firsts which required thinking outside
the box
– First time in military history that the majority of
records created were digital (95%+)
– Largest single transfer of electronic data from a
war zone during an ongoing military operation
– Largest single collection of electronic war records
in history (so far, Afghanistan Conflict records will
dwarf Iraq’s in total size)

17. 17
• Only a small percentage of Gulf War Records ever
made it to the National Archives
• The change in the Operational Command Structure
of the U.S. military had the effect of rendering
records management to an unimportant endeavor
• The post-war investigation into the issue reported
that many units actively burned their entire
collection of operational records rather than be
bothered to haul them back to their home stations
1991: Mission Failure

18. 18
• Limited Staff
• 40-50 million records
• Millions of emails
• Massive amount of transitory and non-record material
• Poor organization within the primary folders
• Little Records Management Foundation inherent in the
collection (Share Drives were a mess)
• Large amount of redundancy
• Large amount of PII
The Organizational Problems

19. 19
• It’s all a question of ROT (Redundant, Obsolete, Transitory)
 Assists in organizing unstructured content
 Assists with metadata enrichment
 Assists with locating and segregating PII from open collections
 Assists in locating sensitive data (Can assist in data spillage)
 Things we can clean up quickly without a more detailed analysis
– 0 byte files
– Unknown file extensions
– Obvious policy violations
• Executable(s) in data-only directories
• Personal files: vacation photos, music, mp3s
– Unused files
• Temporary or redundant folders
• Have not been accessed/modified in X number of years
• Policy based on records management standards
• In less than a week Active Navigation cleaned 177,282 files on the F, I and M Drives
on the Iraq SAN totaling over 1.18 TB worth of useless data.
Document Analytics

20. 20
In the end, all we have left are the records

21. 21
“Who Are We, Why Are We
Here?”

22. 22
The Records Profession
• Records Manager’s “will not exist” in 5-10 years?
• We have lost our way
• Too much concentration on retention, not enough on IT and
current life-cycle
• Often times I feel the word record has become a dirty word
• We must reassert our claim to control what was once ours
• We must become more broadly defined
• We must choose our path, or one WILL be created for us

23. 7/1//2014 23
Our Records Past and Present
• The CIO and the negative impact
• We have been stripped of many things we
used to make decisions on by IT and the CIO
• CIO Today = No Information
• Our control over the Information Life-Cycle
has become distorted and too many RM are
no longer in control of it

24. 24
Our Records Future
• We must look to new ideas at home and more
importantly, abroad
• ARMA is key factor in deciding where RM will
go
• We must choose a new path
• Chief Information Governance Officer (CIGO)
or Chief Data Officer (CDO)?
• We must make the choice or the choice will be
made for us

25. 7/1//2014 25
QUESTIONS