Managing Government Records Directive: An Update

1. Managing Government Records Directive: An Update September 4, 2013 ARMA NOVA Chapter Paul Wester Chief Records Officer for the U.S. Government National Archives and Records Administration

2. Office of the Chief Records Officer National Archives and Records Administration

3. Office of the Chief Records Officer National Archives and Records Administration

4. Office of the Chief Records Officer National Archives and Records Administration

7. Managing Government Records Directive August 24, 2012 Office of the Chief Records Officer National Archives and Records Administration

8. Office of the Chief Records Officer National Archives and Records Administration

9. Office of the Chief Records Officer National Archives and Records Administration

10. What does this mean? What are the challenges? How are we accomplishing this? Office of the Chief Records Officer National Archives and Records Administration

11. ManagingGovernmentRecords Directive By December 31, 2013 NARA issues email guidance NARA revises transfer guidance NARA produces plan for automated management of electronic records NARA issues cloud reporting requirements NARA evaluates feasibility of ”data at rest” NARA establishes a Community of Interest NARA identifies RM analytical tool NARA/OPM establish RM occupational series Agency Records Officers identify all unscheduled records, regardless of format SAOs ensure permanent records identified for transfer and reported to NARA Office of the Chief Records Officer National Archives and Records Administration

12. ManagingGovernmentRecords Directive By December 31, 2014 Jan Feb March April May June July Aug Sep Oct Nov Dec Agency Records Officers hold the NARA training certificate Agencies establish records management training for all employees NARA obtains external involvement for developing open sources RM solutions Office of the Chief Records Officer National Archives and Records Administration

13. ManagingGovernmentRecords Directive 2019 2019 • Federal agencies manage all permanent records electronically 2018 2017 2017 • NARA completes • overhaul of GRS 2016 2016 • Agencies manage all email • records in electronic format • SAOs ensure records • Schedules submitted to • NARA 2015 2015 • NARA issues improved Request for Records Disposition Authority process Office of the Chief Records Officer National Archives and Records Administration

14. Transfer Guidance

15. Revised Transfer Guidance Challenge: Complete revised guidance for transferring permanent electronic records to NARA Office of the Chief Records Officer National Archives and Records Administration

16. Transfer Guidance Milestones Office of the Chief Records Officer National Archives and Records Administration

17. Goals for revised guidance • Provide direction to agencies on acceptable transfer formats to balance preference for open formats with agency business needs • Expand the types of formats that NARA accepts • Acknowledge formats that are ubiquitous in the market place • Minimize need for agencies to transform records prior to transfer Office of the Chief Records Officer National Archives and Records Administration

18. A Change in Approach • We will identify formats that are: • Preferred • Acceptable • Acceptable for Imminent Transfer (to sunset previously acceptable formats) Office of the Chief Records Officer National Archives and Records Administration

19. Determining “Fit for Purpose” Formats • The conventional wisdom is not always correct. • Open formats may not always be the best choice. • Proprietary formats aren’t always so bad. Office of the Chief Records Officer National Archives and Records Administration

20. Email Guidance

21. New Email Guidance Challenge: Issue new guidance that describes methods for managing, disposing, and transferring email for Federal agencies that face great challenges in managing billions of emails Office of the Chief Records Officer National Archives and Records Administration

22. Capstone Accounts Office of the Chief Records Officer National Archives and Records Administration

23. Benefits • Reduces reliance on user-dependent policies • Optimizes access for information requests • Preserves permanent email records • Approach for managing legacy email accounts • Eases the burden on end-user • Simplifies disposition • Reduces unauthorized destruction • Leverages existing technologies Office of the Chief Records Officer National Archives and Records Administration

24. Implementation and Ongoing Responsibilities When using the Capstone approach, agencies must continue to: Office of the Chief Records Officer National Archives and Records Administration

25. Automated Technologies

26. Automated Technologies Challenge: 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. Office of the Chief Records Officer National Archives and Records Administration

27. NARA’s Strategy • Identify tasks that can be automated • Identify tools that can be applied to those tasks • Identify gaps • Engage industry to help fill gaps • Share information across RM community • Launching a web page on archives.gov Office of the Chief Records Officer National Archives and Records Administration

28. Office of the Chief Records Officer National Archives and Records Administration

29. We need your help! Office of the Chief Records Officer National Archives and Records Administration

30. Q&A Office of the Chief Records Officer National Archives and Records Administration

31. Contact Information All Updates on our progress can be found on the Records Express blog at http://blogs.archives.gov/records-express/ General questions: PRMD@nara.gov Presenters: paul.wester@nara.gov Office of the Chief Records Officer National Archives and Records Administration