Fynnette Eaton

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• Fynnette Eaton
• Change Management Officer
• BRIDG Meeting
• June 17, 2004

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Agenda

• The Challenges of Electronic Records
• NARAs 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

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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

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About NARA Our Solution
The Archivists Directive ERA is NARAs
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. ERAs 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
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ERA User Classes
Our Solution
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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

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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 147212003)
• DOD - Information Assurance
• Department of State Knowledge Based Technology
  

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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

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ERA IVV Support Services

• What is IVV
• Independent Verification Validation
• IVV Verifies that the appropriate processes have
  been adhered to
• and
• Validates that the resulting product or service
  complies with the customers requirements

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ERA IVV Support Services

• Independence
• Technical independence
• Managerial independence
• Financial independence

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ERA IVV Support Services

• IVV 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

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ERA IVV Support Services

• Benefits of IVV
• IVV 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.

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ERA IVV

• IVV Acquisition Activities
• Contracting out IVV 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 IVV expertise and
  knowledge throughout the development effort

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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.

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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.

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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.

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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 2
Inc 3
Inc 4
Inc 5
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)
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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.

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How to Participate

• If you would like to participate in the ERA User
  Working Group
• Email the ERA Program Office at
• era.program_at_nara.gov
• With the subject line of User Working Group
• OR
• Contact us by phone
• 301-837-0740

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Electronic Records ArchivesProgram Management
Office Information
ERA Main Phone Number [phone] ERA PMO
E-mail ERA.Program_at_nara.gov
ERA Website www.archives.gov/electronic_records_
archives