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RACO West Keynote 1
How E-Government Is Happening in Electronic Records Management
Dr. Mark Giguere, Lead IT (Policy & Planning)Co-Program Manager, ERM Initiative
August 31, 2004
e-Records Management
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ERM Initiative - Background
E-Gov Initiatives what they are
how they work
E-Records Management (ERM) Initiative Managing Partner - National Archives &
Records Administration
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Vision
To effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability.
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Goals
To integrate e-records management concepts and practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information.
To employ ERM to support interoperability, timely and effective decision making, and improved services to customers.
To provide the tools for agencies to access e-records for as long as required and to transfer permanent e-records to NARA for preservation and future use by government and citizens.
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Challenges
Changing the way the government works as it moves towards ERM
Breadth of Federal agency preparedness to move to ERM
Leading an E-Gov initiative that isn’t IT-oriented
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Organization of Initiative
4 Issue Areas with Lead Partner Agency Correspondence Tracking - Dept. of Energy
Enterprise-wide ERM - EPA
Electronic Info. Mgmt. Standards - DoD
Transfer Permanent Records to NARA - NARA
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Issue Area 1 - Correspondence Tracking
Background Tracking and coordination of high-level
Congressional correspondence was identified during Quicksilver interviews as a major issue for Cabinet-level agencies.
OMB determined the issue should be addressed as part of the E-Records Management Initiative led by NARA.
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Issue Area 1:Correspondence Tracking
FY 2003 accomplishments: Limited survey of Cabinet-level agencies
to establish agency capabilities and system requirements
Offering of limited pilot use of DOE correspondence portal
Evaluation of need for further activity FY 2004 – closed by Karen Evans
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Issue Area 2:Enterprise-wide ERM
Lead Partner - EPA
Contact: Chris O’Donnell
Objective: Provide tools for agencies to use as they plan
and implement ERM systems
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Issue Area 2:Enterprise-wide ERM
FY 2003 Accomplishments
Guidance for Coordinating the Evaluation of Capital Planning and Investment Control (CPIC) Proposals for ERM Applications
FY 2004 Accomplishments Methodology for Determining Agency - unique
Requirements Beyond DoD 5015.2 (v. 2) (forthcoming)
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Issue Area 3:Electronic Info Mgmt Stds
Lead Partner - DoDContact: Harriet [email protected]
Objective:
To promote the Federal-wide adoption of the DoD Electronic Records Management Software Application Design Criteria Standard - DoD 5015.2-STD, version 2
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Issue Area 3:Electronic Info Mgmt Stds cont.
DoD release of DoD 5015.2 STD version 2.0 for DoD mandatory use - FY 2002
Adoption of DOD 5015.2 STD version 2.0 for civilian agency use NARA Bulletin issued 1/15/03
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Issue Area 3:Electronic Info Mgmt Stds cont
NARA Bulletin 2003-03Endorses DoD 5015.2-STD, version 2 for all
agenciesRecommends using the DoD standard and the
DoD-certified products as a baseline when selecting an RMA to manage the agency's electronic records.
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Issue Area 3:Electronic Info Mgmt Stds
Resources:NARA Bulletin -
http://www.archives.gov/records_management/policy_and_guidance/bulletin_2003_03.html
Information about DoD 5015.2-STD -http://jitc.fhu.disa.mil/recmgt/standards.htm
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Issue Area 3:Electronic Info Mgmt Stds
Certified product register -http://jitc.fhu.disa.mil/recmgt/register.htm
JITC testing and certification [email protected] http://jitc.fhu.disa.mil/recmgt/
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Issue Area 4: Transfer Permanent E-Records to NARA
Lead partner - NARA
Objectives:To expand transfer options for permanent
electronic records: formats NARA can accept the media and techniques for transferring permanent
electronic records to the National Archives of the United States
To ensure permanent e-records are preserved
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Issue Area 4: Transfer Permanent E-Records to NARA cont.
Issue Area 4 FY ’03 Products: Rule authorizing FTP/DLT transfer
mechanisms 3 new formats accepted (e-mail,
scanned images of text, PDF) XML schemata for transfer
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Issue Area 4: Transfer Permanent E-Records to NARA cont.
Issue Area 4 FY ’04 Products: 1 new format issued (digital
photography) 1 new format about to be issued
(GIS records) – issued 04/15/04 1 new format pending (web site
content records) – mid-Sept ‘04
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Issue Area 4: Transfer Permanent E-Records to NARA cont.
Further information [email protected] or 301-837-1744
Copies of transfer guidance on NARA web site http://www.archives.gov/records_management/initiatives/
email_attachments.html http://www.archives.gov/records_management/initiatives/
scanned_textual.html http://www.archives.gov/records_management/initiatives/pdf_records.html http://www.archives.gov/records_management/initiatives/digital_photo_record
s.html http://www.archives.gov/records_management/initiatives/
digital_geospatial_data_records.html
Check the web site for future products at http://www.archives.gov/records_management/initiatives/erm_products.html
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Approved FY ’05 Activities
Issue Area 1 Closed in FY ’04
Issue Area 2 EPA:
Finishing outstanding FY ’04 products• Pilot pilot planning guidance• Pilot ‘lessons learned’• Potential collaboration with DoI
New FY ’05 products• COTS evaluation criteria/methodology• Enterprise-wide RMA governance structure
NARA: Exhibit 300 checklist for enterprise-wide RMAs Issue Area 3
Publishing DoD5015.2-STD (v. 3) for public comment
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Approved FY ’05 Activities
Issue Area 4 NARA/State MOU re. SMART system
Pilot transfersKnowledge managementArchival access
Implementation of significant revision to national training program
Define requirements for potential RM service components for Federal Enterprise Architecture Framework
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Feedback/Questions?Visit the initiative’s website
http://www.archives.gov/records_management/initiatives/erm_overview.html
Nancy Allard, co-Program Manager (301) 837-1477
Mark Giguere, co-Program Manager (301) 837-1744
Carla Patterson, Project Manager (301) 837-0993