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Managing Government Records Directive Requirements 2.2 and 2.5 Summary Reporting Data

Managing Government Records Directive Requirements 2.2 and 2.5 Summary Reporting Data. Laurence Brewer Director, National Records Management Program. Background. NARA/OMB M-12-18, Managing Government Records Directive, included the following two requirements:

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Managing Government Records Directive Requirements 2.2 and 2.5 Summary Reporting Data

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  1. Managing Government Records DirectiveRequirements 2.2 and 2.5Summary Reporting Data Laurence Brewer Director, National Records Management Program

  2. Background • NARA/OMB M-12-18, Managing Government Records Directive, included the following two requirements: • 2.2: Report on permanent records in FRCs (Part A) and agency custody (Part B) that are 30 years old or older • 2.5: Report on agency records in FRCs (Part A) and agency custody (Part B) that are unscheduled.

  3. Process • Reporting requirement and template for Part B was distributed to agencies on May 28, 2013 • Agencies were directed to submit reports to NARA via the annual RMSA • Deadline was extended to the end of February 2014 due to Government shutdown and additional follow up

  4. Current Status • Developed statistics on data received • Report and follow up actions being reviewed internally • We expect to continue requesting data on unscheduled records as part of the RMSA • Considering next steps for 30 years old or older permanent records

  5. Response: 30 Year Old Records

  6. Response: 30 Year Old Records • 48 (18%) agencies provided no response to the 2.2 Part B Requirement • 115 (43%) completed and submitted the spreadsheet • 63 (23%) reported having no records that meet the 2.2 Requirement • 42 (16%) reported other responses (e.g., insufficient agency resources, do not know, in progress

  7. Volume: 30 Year Old Records

  8. Volume: 30 Year Old Records • Part A (FRCs) 1,356,555 CF • Part B (Agency Physical Custody) 537,292 CF • Estimated Additional Volume 420,489 CF • Total: 2,314,336 CF

  9. Volume: 30 Year Old Records Top 5 agencies with the largest volume of records identified on the Part A spreadsheet: 1. Immigration and Naturalization – 390,068 CF 2. Veterans Benefits Administration – 376,021 CF 3. Bureau of Indian Affairs – 97,864 CF 4. Patent and Trademark Office – 39,778 CF 5. Defense Intelligence Agency – 17,250 CF TOTAL: 1,356,555 CF (not including records in STL)

  10. Volume: 30 Year Old Records Top 5 agencies with the largest volume of records identified on the Part B spreadsheet: 1. U. S Forest Service – 27,000 CF 2. National Geospatial Intelligence Agency – 20,379 CF 3. Department of Justice: Federal Bureau of Investigation – 54,549 CF Headquarters/Department Level – 363,027 CF 4. Department of Energy National Nuclear Security Administration – 12,237 CF Headquarters/Department Level – 12,816 CF 5. National Aeronautics and Space Admin – 13,050 CF TOTAL: 537,292 CF

  11. Additional Details • Data reported for 2.2 includes both textual and non-textual records • Volume based on age of the records and not on their eligibility for transfer • Data quality issues suggest need for validation

  12. Next Steps • The project team is continuing to review the data received and identifying where additional follow up and/or further clarification is needed • The team will adopt criteria and identify the top priorities for accessioning • In 2015, the team will develop transfer plans with agencies to accession the eligible priority records into the National Archives.

  13. Response: Unscheduled Records

  14. Response: Unscheduled Records • 160 (60%) agencies provided no response to the 2.5 Part B Requirement • 107 (40%) completed and submitted the spreadsheet • 51 of the responding agencies did not return a spreadsheet, indicating they did not have any unscheduled records, were working on it, etc.

  15. Unscheduled Records Series

  16. Unscheduled Records Series • By format, the unscheduled records series in agency custody (Part B) include: • 3,306 textual series • 1,759 electronic series • 725 mixed series • 18 series of motion and stills • 10 series of maps, charts

  17. Unscheduled Records Series • For electronic series, the agencies reporting the highest volumes: • National Guard Bureau 633 Series • General Services Admin 351 Series • DOJ Headquarters 126 Series • EOUSA 111 Series

  18. Next Steps • Individual agency reports will be shared with your appraisal archivist, who will work with you on plans to address these unscheduled records • Other potential actions may include: • Webinar on inventorying records • Sharing best practices

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