Transforming Federal Records Management - AIIM 2014 Conference Session
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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
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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.
Transcript of Transforming Federal Records Management - AIIM 2014 Conference Session
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
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
Managing Government Records Directive
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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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Directive Goal 2 • Demonstrate compliance with Federal
records management statutes and regulations. – Role of Senior Agency Officials – Accountability and training
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Directive Timeline
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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
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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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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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)
Digital SCll Images
Textual Data
CAD
Digital Audio
Digital Moving Images
Structured Data
GeospaCal
Web Records
PresentaCon
www.aiim.org/infochaos�
Do YOU understand the business challenge of the next 10 years?
This ebook from AIIM President John Mancini explains.
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.
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Issued NARA Bulletin on August 29, 2013
Ongoing training and resources www.archives.gov/records-mgmt/email-mgmt.html
New Email Guidance (Capstone)
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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Capstone Implementation (Example)
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Capstone Accounts of
Department AB
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.
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DraP RM Flysheet released in December
OPM reviewing comments and feedback
Records Management Job Series
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Communities of Interest
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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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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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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Contact Information All updates can be found on the Records Express Blog http://blogs.archives.gov/records-express/ General questions [email protected]
Contact information [email protected]
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