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Tom Mills Assistant Archivist for Regional Records Services May 11, 2004

NARA Updates – RACO 2004. Tom Mills Assistant Archivist for Regional Records Services May 11, 2004. The National Archives and Records Administration Mission.

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Tom Mills Assistant Archivist for Regional Records Services May 11, 2004

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  1. NARA Updates – RACO 2004 Tom Mills Assistant Archivist for Regional Records Services May 11, 2004

  2. The National Archives and Records Administration Mission • “The National Archives …. is a public trust on which our democracy depends. It enables people to inspect for themselves the record of what government has done. It enables officials and agencies to review their actions and helps citizens hold them accountable. It ensures continuing access to essential evidence that documents: • the rights of American citizens • the actions of Federal officials • the national experience” NARA Updates – RACO 2004

  3. Overview • Electronic Records Archives • eGovernment Initiatives • Electronic Records Policy Working Group • Records Center Program • Records Management Initiatives RMI NARA Updates – RACO 2004

  4. Electronic Records Archives ERA’s Vision Statement "ERA will authentically preserve and provide access to any kind of electronic record, free from dependency on any specific hardware or software, enabling NARA to carry out its mission into the future." John W. Carlin, Archivist of the United States NARA Updates – RACO 2004

  5. ERA Virtual Workspace Model Accessioning Reference Workbench Workbench Archival Repository Metadata Collection Collection Collection Accession Query Verify Rebuild Wrap & Containerize Present Describe Records Schedules Archival Research Catalog Order Fulfillment System NARA Updates – RACO 2004

  6. What will ERA do? • Support the collection, integration, and sharing of information about records. • Support the workflow associated with business processes. • Interoperate with other systems. • Maintain a complete audit trail. • Accommodate substantial growth in volume & variety. • Protect the system and the records with state-of-the-art security. • • • • • • NARA Updates – RACO 2004

  7. The ERA Program • Where are we now? • Release of RFP – 12/03 • Award Two Design Contracts – 3rd Qtr. FY04 • Select a Single Developer – 3rd Qtr. FY05 • Initial Operating Capability – FY 2007 • Five Increments w/ Multiple Releases • Full Operating Capability - 2011 NARA Updates – RACO 2004

  8. Electronic Records Archives • ERA Program Management Office Key positions filled in • Testing • Systems Engineering • Configuration Management • Capital Planning • System Analysis • Acquisition • Budget • Outreach Activities NARA Updates – RACO 2004

  9. Electronic Records Archives Virtual Archives Laboratory • Joint partnership to design and test architecture • San Diego Super Computer Center (SDSC) • University of Maryland Institute for Advanced Computer Studies (UMIACS) • Product testing: “Archivist’s Workbench” • Prototype system setup at NARA, SCSC, UMIACS • Phase 1 includes several terabytes of data collections NARA Updates – RACO 2004

  10. Electronic Records Archives • Questions • 301-837-0740 • ERA.Program@nara.gov • Acquisition questions • ERA.Acquisition@nara.gov • Website www.archives.gov/electronic_records_archives NARA Updates – RACO 2004

  11. ERM eGov (FY ’04) • Issue Area #1 – Correspondence Tracking • Lead: DoE • Activity: Closed out in September ‘03 • Issue Area #2 – Enterprise-wide ERM • Lead: EPA • Activity: Agency-Unique ERM Requirements (i.e., beyond 5015.2) is forthcoming • Issue Area #3 – Info Mgmt Standards • Lead: DoD • Conducting NARA-funded R&D on version 3 of 5015.2 NARA Updates – RACO 2004

  12. ERM eGov (FY ’04) • Issue Area #4 – Transfer of Permanent E-records to NARA • Lead: NARA (Modern Records Programs) • Activity: • Transfer guidance issued • Digital Photography (Issued 11/12/03) • GIS (Issued 4/9/04) • Web pages (Due 9/30/04) NARA Updates – RACO 2004

  13. eRecord Policy Working Group • One of 3 working groups under the Inter-Agency Committee on Government Information implementing the eGovernment Act of 2002 • TARGET: improved policies and procedures for effective ERM of “government information on the Internet and other electronic records” • GOAL: recommendations to the Archivist and OMB Director by 12/17/2004 with timetable for adoption NARA Updates – RACO 2004

  14. ERM/eGov/ERPWG • Questions • Mark Giguere • 301-837-1744 • mark.giguere@nara.gov • Nancy Allard • 301-837-1477 • nancy.allard@nara.gov • Website www.archives.gov/records_management_initiatives/erm_overview.htm www.cio.gov/documents/ICGI.html NARA Updates – RACO 2004

  15. Records Center Program (RCP) • Since 1934, NARA has provided records management support to Federal agencies • the first records center opened in 1950 • national network now includes 17 facilities servicing 23 million boxes • RCP is in its fifth year as a revolving fund • Stats for FY 2003 • received 1.5 million cubic feet of transfers • disposed of 657,000 cubic feet of records • filled 10.5 million reference requests NARA Updates – RACO 2004

  16. Records Center Program (RCP) • Progress toward 2009 standards compliance for facilities • Opened new facilities • Dayton, Ohio • Lenexa, Kansas • Broke ground for new facilities • Atlanta, Georgia • Riverside County, California NARA Updates – RACO 2004

  17. Records Center Program (RCP) • Expanded records center services • E-records storage and servicing • SmartScan • MetroCourier • Electronic forms submission • Records Center Program Operating System (RCPOS) • will replace CIPS and NARS-5 • fully web enabled • more flexible platform NARA Updates – RACO 2004

  18. Records Center Program (RCP) • Questions • David Weinberg • 301-837-3115 • david.weinberg@nara.gov • Website www.archives.gov/records_center_programs/index.html NARA Updates – RACO 2004

  19. Records Management Initiatives • Current areas of focus • Resource allocation • Flexible scheduling and GRS • Appraisal policy • Guidance and regulations • Advocacy • Training and certification • E-Records storage and accessioning • Transfer formats for permanent records RMI NARA Updates – RACO 2004

  20. Records Management Initiatives • FY 2004 National Projects • AOUSC • BIA • DHS • E-Systems • Interagency Fire • NASA • Science records RMI NARA Updates – RACO 2004

  21. Records Management Initiatives • Other ongoing activities • Records management training nationwide • Targeted assistance projects • RM.Communications@nara.gov RMI NARA Updates – RACO 2004

  22. Records Management Initiatives • Questions • Susan Cummings • 301-837-1636 • RM.Communications@nara.gov • Website www.archives.gov/records_management/initiatives RMI NARA Updates – RACO 2004

  23. Questions? RMI NARA Updates – RACO 2004

  24. Thanks ! • Next up after the break Panel 1: Rebuilding Records Management to Avoid Risks NARA Updates – RACO 2004

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