eRecords Management How EGovernment Is Happening in Electronic
- Slides: 22
e-Records Management How E-Government Is Happening in Electronic Records Management Dr. Mark Giguere, Lead IT (Policy & Planning) Co-Program Manager, ERM Initiative August 31, 2004 RACO West Keynote 1
ERM Initiative - Background z. E-Gov Initiatives ywhat they are yhow they work z. E-Records Management (ERM) Initiative y. Managing Partner - National Archives & Records Administration RACO West Keynote 2
Vision z. To effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability. RACO West Keynote 3
Goals z 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. z To employ ERM to support interoperability, timely and effective decision making, and improved services to customers. z To provide the tools for agencies to access e-records for as long as required and to transfer permanent erecords to NARA for preservation and future use by government and citizens. RACO West Keynote 4
Challenges z Changing the way the government works as it moves towards ERM z Breadth of Federal agency preparedness to move to ERM z Leading an E-Gov initiative that isn’t IT-oriented RACO West Keynote 5
Organization of Initiative 4 Issue Areas with Lead Partner Agency z. Correspondence Tracking - Dept. of Energy z. Enterprise-wide ERM - EPA z. Electronic Info. Mgmt. Standards - Do. D z. Transfer Permanent Records to NARA RACO West Keynote 6
Issue Area 1 Correspondence Tracking z. Background y. Tracking and coordination of high-level Congressional correspondence was identified during Quicksilver interviews as a major issue for Cabinet-level agencies. y. OMB determined the issue should be addressed as part of the E-Records Management Initiative led by NARA. RACO West Keynote 7
Issue Area 1: Correspondence Tracking z. 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 RACO West Keynote 8
Issue Area 2: Enterprise-wide ERM Lead Partner - EPA Contact: Chris O’Donnell odonnell. chris@epa. gov z Objective: y. Provide tools for agencies to use as they plan and implement ERM systems RACO West Keynote 9
Issue Area 2: Enterprise-wide ERM z. 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 Do. D 5015. 2 (v. 2) (forthcoming) RACO West Keynote 10
Issue Area 3: Electronic Info Mgmt Stds z Lead Partner - Do. D Contact: Harriet Riofrio Harriet. Riofrio@osd. mil z Objective: To promote the Federal-wide adoption of the Do. D Electronic Records Management Software Application Design Criteria Standard - Do. D 5015. 2 -STD, version 2 RACO West Keynote 11
Issue Area 3: Electronic Info Mgmt Stds cont. z Do. D release of Do. D 5015. 2 STD version 2. 0 for Do. D mandatory use - FY 2002 z Adoption of DOD 5015. 2 STD version 2. 0 for civilian agency use 4 NARA Bulletin issued 1/15/03 RACO West Keynote 12
Issue Area 3: Electronic Info Mgmt Stds cont NARA Bulletin 2003 -03 z Endorses Do. D 5015. 2 -STD, version 2 for all agencies z Recommends using the Do. D standard and the Do. D-certified products as a baseline when selecting an RMA to manage the agency's electronic records. RACO West Keynote 13
Issue Area 3: Electronic Info Mgmt Stds Resources: z NARA Bulletin http: //www. archives. gov/records_management/policy_an d_guidance/bulletin_2003_03. html z Information about Do. D 5015. 2 -STD http: //jitc. fhu. disa. mil/recmgt/standards. htm RACO West Keynote 14
Issue Area 3: Electronic Info Mgmt Stds z Certified product register http: //jitc. fhu. disa. mil/recmgt/register. htm z JITC testing and certification ymatsuurs@fhu. disa. mil yhttp: //jitc. fhu. disa. mil/recmgt/ RACO West Keynote 15
Issue Area 4: Transfer Permanent ERecords to NARA Lead partner - NARA Objectives: z To expand transfer options for permanent electronic records: yformats NARA can accept ythe media and techniques for transferring permanent electronic records to the National Archives of the United States z To ensure permanent e-records are preserved RACO West Keynote 16
Issue Area 4: Transfer Permanent ERecords to NARA cont. z. 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 RACO West Keynote 17
Issue Area 4: Transfer Permanent E-Records to NARA cont. z. Issue Area 4 FY ’ 04 Products: y 1 new format issued (digital photography) y 1 new format about to be issued (GIS records) – issued 04/15/04 y 1 new format pending (web site content records) – mid-Sept ‘ 04 RACO West Keynote 18
Issue Area 4: Transfer Permanent ERecords to NARA cont. z Further information y. Mark. Giguere@nara. gov or 301 -837 -1744 z 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_records. h tml y http: //www. archives. gov/records_management/initiatives/digital_geospatial_data _records. html y y z Check the web site for future products at z http: //www. archives. gov/records_management/initiatives/erm_products. html RACO West Keynote 19
Approved FY ’ 05 Activities z Issue Area 1 y Closed in FY ’ 04 z Issue Area 2 y EPA: x. Finishing outstanding FY ’ 04 products • Pilot planning guidance • Pilot ‘lessons learned’ • Potential collaboration with Do. I x. New FY ’ 05 products • COTS evaluation criteria/methodology • Enterprise-wide RMA governance structure y NARA: Exhibit 300 checklist for enterprise-wide RMAs z Issue Area 3 y Publishing Do. D 5015. 2 -STD (v. 3) for public comment RACO West Keynote 20
Approved FY ’ 05 Activities z. Issue Area 4 y. NARA/State MOU re. SMART system x. Pilot transfers x. Knowledge management x. Archival access y. Implementation of significant revision to national training program y. Define requirements for potential RM service components for Federal Enterprise Architecture Framework RACO West Keynote 21
Feedback/Questions? z. Visit the initiative’s website yhttp: //www. archives. gov/records_management /initiatives/erm_overview. html z. Nancy Allard, co-Program Manager y(301) 837 -1477 z. Mark Giguere, co-Program Manager y(301) 837 -1744 z. Carla Patterson, Project Manager y(301) 837 -0993 RACO West Keynote 22
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