Fynnette Eaton Change Management Officer BRIDG Meeting June 17, 2004

1. Fynnette Eaton Change Management Officer BRIDG Meeting June 17, 2004

2. Agenda • The Challenges of Electronic Records • NARA’s Solution • ERA Research • ERA Independent Verification and Validation Support Services • Services ERA will provide to different types of users • Current status of ERA • Request for Help National Archives and Records Administration

3. About NARAThe Challenges • Scope – The Entire Federal Government • Variety – Different Types of Records • Complexity – Records in Different Formats • Volume – Enormous Amounts of Records • Obsolescence – Constantly Changing Technology National Archives and Records Administration

4. About NARA Our Solution • The Archivist’s Directive: • ERA is NARA’s Strategic Response • The Electronic Records Archives (ERA) is a comprehensive, systematic, and dynamic means of preserving and providing continuing access to authentic electronic records over time. • The goal of ERA is to enable NARA to preserve and provide access to any type of electronic record created anywhere in the Federal Government. • 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 National Archives and Records Administration

5. PROCESS MANAGE ACCESS Preserver Undertakes activities that ensure the reproducibility of the essential characteristics of electronic records over time Consumer Searches ERA for information about records and within records Transferring Entity Provides the records For example: - Executive Branch Agency -Presidential Administration -Legislative Branch Agency -Judicial Branch Agency Appraiser Makes recommendations on materials that will be transferred to NARA assets or will be disposed of by Transferring Entity Records Processor Undertakes the processing of a transfer Access Reviewer Conducts access review of electronic records in NARA custody NARA Manager Interfaces with NARA personnel and makes decisions including approval of workflow processes Administrative User Handles such activities as registering or authorizing users, enforcing access controls, tracking and scheduled reports Our Solution ERA User Classes National Archives and Records Administration

6. ERA Research Current Activities: Data Grid Enabled “Transcontinental” Persistent Archives Prototype • 2.5M+ files distributed across NARA, SDSC, U of MD, Stanford/SLAC, NNSA KCP • Users can access files without knowing where or how they are stored • Latest Grid Technology Applications of advanced data management and I/O techniques to address the challenges of managing electronic records – NCSA, U of IL – Urbana-Champaign Knowledge-based technologies enabling preservation of electronic records collections National Archives and Records Administration

7. ERA Research Other NARA Active Collaborations: U.S. Army Research Laboratory & Georgia Tech Research Institute - Decision Support Systems for Presidential Electronic Records/Information Assurance NIST/ITL - Investigation of Cryptographically Strong Technologies to Support Authenticity Requirements for Presidential Electronic Records NNSA - Preservation of complex CAD/CAE objects NASA - Open Archives Information System Reference Model (ISO 14721:2003) DOD - Information Assurance Department of State – Knowledge Based Technology National Archives and Records Administration

8. ERA Research Test Collections • Executive Office of the President Email (ONDCP) • OMB E-gov Digital Photographs, Document Images & Geospatial Records (OMB & multiple agencies) • CAD/CAE solid model design records (NNSA) • Senate Legislative Activities (U.S. Senate) • Presidential Libraries Materials (Presidential Libraries) • Federal Agencies Web Materials (multiple agencies) • 2M Patents (USPTO & DARPA) • Stanford Linear Accelerator Research Records (DOE) • Microcomputer files from Administration of President George H.W. Bush National Archives and Records Administration

9. ERA IV&V Support Services What is IV&V • Independent Verification & Validation • IV&V Verifies that the appropriate processes have been adhered to and • Validates that the resulting product or service complies with the customer’s requirements National Archives and Records Administration

10. ERA IV&V Support Services Independence • Technical independence • Managerial independence • Financial independence National Archives and Records Administration

11. ERA IV&V Support Services IV&V provides: • Objective assessment of software products and processes throughout the development life cycle • Objective assessment that requirements (system and software) are correct, complete, accurate, consistent, and testable • Early detection and correction of software errors • Management insight into process and product risk • Objective evidence of compliance (or non-compliance) with program performance, schedule and budget requirements National Archives and Records Administration

12. ERA IV&V Support Services • Benefits of IV&V • IV&V Services will provide resources and data to help the PMO make timely, correct decisions regarding system development and implementation. • Early detection of unusual conditions or products. • Enhanced management insight into process and product risk. National Archives and Records Administration

13. ERA IV&V IV&V Acquisition Activities • Contracting out IV&V services • Using GSA small business contracts • Contract selection based on best value • Contract will parallel the development contract • - Base Year + 7 option years • - Ensures continuity of IV&V expertise and knowledge throughout the development effort National Archives and Records Administration

14. What services will ERA provide? • Store electronic records for producers and provide access and other services for specified periods of time. • Bring electronic records into NARA & the Presidential Libraries, preserve them & provide access respecting legal restrictions. • Help customers discover and access holdings. • Provide authentic copies of electronic records exercising property & other rights that will hold up in court, if needed. • Guide & assist federal agencies in lifecycle management of their records. • Support transition to e-government. National Archives and Records Administration

15. What will the system do for Originators? • Implement record schedule functionality. • Support appraisal of electronic records. • Support disposition of electronic records. • Support transfer of electronic records to NARA • Provide for accessioning of electronic records. • Provide for review and redaction of sensitive information by authorized personnel. National Archives and Records Administration

16. What will the ERA system do for Record Users? • Find records based on searches of descriptions of records. • Search the electronic records themselves. • Accurately reproduce and output electronic records. • Provide certified copies of electronic records. • Manage requests for review of restricted materials. • Implement the results of electronic records reviews. • Enable users to request and receive assistance from NARA staff. National Archives and Records Administration

17. The Electronic Records Archives ProgramWhere are we now? • Release of RFP – 12/03 • Award up to Two Design Contracts – 4th Qtr. FY04 • Select Single Development Contractor – 3rd/4th Qtr. FY05 • Five Increments (Inc) w/ Multiple Releases • Initial Operating Capability – FY 2007 • Full Operating Capability – 2011 2011 FY 2007 4th Qtr. 2004 3rd /4thQtr. 2005 12/03 Inc 5 Inc 2 Inc 3 Inc 4 Inc 1 2 years 1 year 1 year 1 year 1 year Release of the Request for Proposal Contract Award Select Single Developer Initial Operating Capability (IOC) Full Operating Capability (FOC) National Archives and Records Administration

18. We Need Your Help • NARA is looking for records managers who are interested in participating in a User Group Program. • Participants will interact with development contractors to enable contractors to gain valuable user information that can be applied during design and development of ERA. • You will be able to provide feedback on prototype developments that will serve as the foundation for the ERA System. National Archives and Records Administration

19. How to Participate If you would like to participate in the ERA User Working Group Email the ERA Program Office at era.program@nara.gov With the subject line of “User Working Group” OR Contact us by phone 301-837-0740 National Archives and Records Administration

20. Electronic Records ArchivesProgram Management Office Information ERA Main Phone Number: (301) 837-0740 ERA PMO E-mail: ERA.Program@nara.gov ERA Website: www.archives.gov/electronic_records_archives National Archives and Records Administration