raco west keynote1 how e-government is happening in electronic records management dr. mark giguere,...

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

RACO West Keynote Slide 2

ERM Initiative - Background

E-Gov Initiatives what they are

how they work

E-Records Management (ERM) Initiative Managing Partner - National Archives &

Records Administration


Vision

To effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability.


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.


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


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


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.


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


Issue Area 2:Enterprise-wide ERM

Lead Partner - EPA

Contact: Chris O’Donnell

[email protected]

Objective: Provide tools for agencies to use as they plan

and implement ERM systems


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)


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


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


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.



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



Certified product register -http://jitc.fhu.disa.mil/recmgt/register.htm

JITC testing and certification [email protected] http://jitc.fhu.disa.mil/recmgt/


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


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



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



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

http://www.archives.gov/records_management/initiatives/digital_photo_records.html

http://www.archives.gov/records_management/initiatives/digital_photo_records.html


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


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


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

raco west keynote1 how e-government is happening in electronic records management dr. mark giguere,...

Documents

raco west keynoteslide

erecords management

raco west keynote1

permanent e records

erecords management

nara nara slide

oriented slide

forthcoming slide