“SRIMPing” for Electronic Records

1. “SRIMPing” for Electronic Records Deborah Rice Records Information Analyst Savannah River Nuclear Solutions, LLC April 18, 2012 2012 STIP Annual Meeting Partridge Inn, Augusta, GA

2. S.R.I.M.P = • System-specific Records Inventory & Management Plan • Review process of electronic information systems to document if the system: • Creates • Manages • Stores and/or • Utilizes electronic approval

3. Why Perform a SRIMP? • To ensure official records are: • Appropriately identified • Assigned correct retention period • Electronically approved in accordance with established guidelines • Stored/managed correctly within the system or • Transferred by approved method to the Records Management Group

4. History Initiated in 2003 • Increased introduction of electronic databases into business processes • Increased number of hardcopy forms converted to electronic • Increased use of electronic approvals • Found older electronic systems being revised or retired without proper capture of records • Initial focus was on systems that would electronically transfer record information to the archival system (aka “auto loads”)

5. Initial Challenges • Many systems operating without Records Management knowledge (records not being captured for archival storage) • Could not force system owners to complete the SRIMP • Lack of understanding in determining “record” status of information • Lack of understanding of the SRIMP process

6. Stats • In the first year, 13 SRIMPs completed – 5 of these were our own systems • On average, only 14 SRIMPs completed yearly between 2003 to 2011 • In 2012, 17 reviews have been completed – an additional 45 new systems have been submitted for review • In 2003, first system to transfer electronic records sent 10K in the first 6 months • 42 systems are now set up to transfer • Have received as many as 50K records in a month • Have received over 343K records electronically within the last 12 months • SRS has been recognized by DOE-HQ as a center of excellence for electronic records and electronic record integration

7. Process – System Information

8. Process – System Analysis

9. Process – Records Analysis • EACH record generated by the system is listed and correct retention is applied

10. SRIMP Process – Records Analysis (cont.)

11. SRIMP Process – Records Analysis (cont.)

12. Auto load Option – Field Mapping Required

13. Improvements • SRIMP system connected to IT Software Application process • Immediate email notification to Records Management of planned new software. • Approval to Operate (ATO) cannot be obtained until SRIMP status is changed to “complete” and loaded to the IT Software Application. • Eliminated system analysis tab (This information is stored in the IT system and not needed on the SRIMP.) • SRIMP routes to Design Authority (System Owner). Design Authority responsible for completing the records analysis. • Automatic email reminders when SRIMP is overdue.

14. Improvements – Main Tab

15. Improvements – Routing Status

16. Improvements – Records Analysis • Now displays Transfer Method selected for each record. • Attachment section for record examples

17. Improvements – History • History Tab displays comments at each step

18. Questions