The Obama administration's records management directive mandates that federal agencies transition to managing all permanent electronic records in an electronic format by 2019, with several interim deadlines for establishing senior agency officials and training programs. It emphasizes the importance of records management leadership, formal training, and compliance in managing email and electronic records, alongside a strategic roadmap applicable to all organizations. The directive aims to enhance transparency, efficiency, and accountability through effective records governance and management practices.

1. Presented January 16, 2013
What does the Obama
Administration Records
Management Directive Tell Us?
Listen to the replay.
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2. About AIIM
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Information Professionals
We provide the education, research,
and certification that
information professionals need
to manage and share
information assets in an era of
mobile, social, cloud, and big data.
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7. AIIM Presents:
What does the Obama Administration
Records Management Directive Tell Us?
Host: Theresa Resek – Director, AIIM Webinars
John Mancini – President, AIIM
Sue Trombley – Managing Director, Professional Services, Iron Mountain
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8. What is in the Obama Administration
Directive?
 By 2019, Federal agencies will manage all permanent
electronic records in an electronic format.
 By 2016, Federal agencies will manage both permanent and
temporary email records in an accessible electronic format.
 By 11/15/2012, agencies Must Designate a Senior Agency
Official (SAO).
• By 12/31/2013, SAO Shall Ensure that Permanent Records are Identified for
transfer and reported to NARA.
• By 12/31/2014, agency Records Officers Must Obtain NARA Certificate of
Federal Records Management Training.
• By 12/31/2014, agencies Must Establish Records Management Training.
• By 12/31/2016, SAO Shall Ensure that Records are Scheduled.
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9. Key Questions
How should Federal government agencies approach this
challenge?
What does the directive tell us about sound records
management approaches in general – both in the public and
the private sector?
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10. Directive: Sound Approaches
 Demands that RIM leadership is at the highest level of
government
 Establishes an occupational series to formalize roles and
responsibilities
 Requires establishment of formal training program
 Requires certification of records officers
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11. Directive: Sound Approaches
 Dictates that email must be managed in a compliant
manner
 Requires an understanding of the Cloud and other
technologies to enable records and information
management
 AND electronic records will be the official records –
even for permanent records to ensure
transparency, efficiency, and accountability
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12. A Road Map:
not just for Federal agencies, but for any organization
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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13. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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14. Capture is more than scanning
 Identification
 Storage
 Registration
 Classification
 Indexing
 Security
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15. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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16. Information and Records Inventory
The inventory should include at a minimum the following
types of information:
 The source of the information
 The particulars of the media
 The physical and/or logical locations
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17. Information and Records Inventory
Checklist
1. Identify all departments in the organization
2. Scope and prioritize the inventory
3. Review departmental work processes
4. Review existing DM policies and procedures
5. Identify and review departmental document repositories
6. Interview targeted personnel
7. Create a list of documents for the department
8. Review the contents of organizational repositories
9. Create log of all repositories in the organization
10. Create final organization-wide inventory
11. Create process for updating inventory
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18. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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19. Information Governance
 Classification schemes
 Metadata models and thesauri
 Records retention and disposition schedule
 Security classification scheme
 Policy and procedures
 Training materials
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20. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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21. Unique Challenges of Email
– and Social Content
 The sheer volume involved
 The informality with which they are created and forwarded
 The ease with which documents can be attached
 The metadata is often just as valuable as the content itself –
and is lost when email is “preserved” in paper form
 More than most forms of electronic information, “backup” is
confused with “archive”
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22. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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23. Strategy for Back-File Conversion
 Understand that records can be found everywhere
 Understand that for the foreseeable future, records
management will be a hybrid task
 Understand that back-file conversion can be a thankless
task
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24. A Road Map
1. Educate the organization about the basic process for
capturing records
2. Conduct an information and records inventory
3. Create a structure for effective governance
4. Understand the unique challenges of email and social
content
5. Decide on a strategy for back-file paper conversion
6. Develop a communication, training and change
management plan
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25. Checklist – Communication, Training,
and Change Management Plan
 Make sure of support of top management – both at the
launch of a project and once the excitement is over
 Involve the users and process owners early and often
 Assume that what is hard is soft and what is soft is hard
 Use personas to understand different stakeholder needs
 Be fanatical and internal PR and communications. Treat
communications like you would for external audiences
 Understand that training doesn’t only occur at launch
 Use AIIM training resources – ERM and CIP
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26. Training
Programs
Enhance your business and professional skills with
training from AIIM – the industry authority.
Enterprise Content Social Media SharePoint for SharePoint for ECM
Collaboration Content management
Management (ECM) Governance
Best practice for SharePoint and governance within
Learn how to take control Managing social content
as a collaboration platform SharePoint
of your information assets for benefit and compliance
Electronic Records Business Process Capture Taxonomy and
Learn best practices for Metadata
Management (ERM) Management (BPM)
capturing and managing Organizing information
Learn how to take control Learn how to improve
information for findability and
of your electronic records your business processes
governance
www.aiim.org/training

27. Secure Your Success
Become a
Demonstrate your ability to address
and manage today’s information challenges
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28. Conclusion – Next Steps
The Directive reinforces that:
 Records and Information Management is strategic, not just
tactical
 Collaboration with key stakeholders is a fundamental
requirement
 People, process, and technology are partners in success
 Change management cannot be ignored
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29. Iron Mountain
29

30. Questions?
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31. AIIM Resources
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33. Upcoming Webinars
February 13th
The Rise of the Information Professional: Why IT Will Never Be the Same
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