NARA Updates for ARMA FedDay, 2004

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NARA Updatesfor ARMA FedDay, 2004

• Howard P. Lowell
• Deputy Assistant Director for Records Services,
  Washington, DC

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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

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NARAs Regional Facilities
We are located throughout the United States in
the cities listed below...

• Fort Worth
• Denver
• San Francisco
• Laguna Niguel, CA
• Parres, CA
• Seattle
• Anchorage

• Boston
• Pittsfield, MA
• New York City
• Philadelphia
• Atlanta
• Chicago
• Dayton
• St Louis
• Kansas City

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• It (managing records) is like keeping an
  elephant for a pet. Its bulk cannot be ignored
  its upkeep is terrific and, although it can be
  utilized, uncontrolled it is potentially a
  menace.
• Solon J. Buck, 1943

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Overview of the day

• NARAs Progress in Permanent Preservation of
  Electronic Records (ERA)
• Storing and Servicing Records in the Information
  Age (RCP)
• E-Government Act and Electronic Records
  Management
• New Initiatives in Support of Agency Records
  Management NARA-RM
• NARAs Federal Records Management Training and
  Certification Program

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Our Goals

• In partnership with our stakeholders, to ensure
  that
• Federal agencies can economically and effectively
  create and manage records necessary to meet
  business needs,
• records are kept long enough to protect rights
  and assure accountability, and
• records of archival value are preserved and made
  available for future generations.

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Other NARA Initiatives
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Business Process Reengineering

• Processes under analysis
• Scheduling Appraisal
• Processing of Electronic Records
• Transfer, Disposition, and Other Customer
  Interfaces in the Records Center Program
• Space Management Services in Records Center
  Program, including identifying new services

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Business Process Reengineering

• Coming up Records Management in the Federal
  Government
• Focus on electronic records management, but not
  exclusively
• Identify ways to increase collaboration between
  RM program and IT departments and also agency
  capital asset planning process
• Improve processes and take advantage of new
  technology and other opportunities

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Standards and Guidelines

• Work with PDF-A
• Revision of NARA CFR
• DoD 5015.2 version 3
• Etc.

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NARA Initiatives

• First archival database to integrate
• hierarchy of archival descriptions
• links to descriptions of creators
• authority control (people, organizations,
  topics, places, record types)
• online digital copies
• potential for future lifecycle linkages

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Access to Archival Databases

• Online access to a selection of nearly 50 million
  historic electronic records created by more than
  20 federal agencies on a wide range of topics
• the ability to search for records with the
  specific information that you seek
• important contextual information to help you
  understand the records better, including code
  lists, explanatory notes from NARA archivists,
  and for some series or files in AAD, related
  documents.

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Whats New in AAD

• The Homeless Assistance Management Information
  System (HAMIS), 1987-1994
• Organizations sponsoring projects to assist the
  homeless
• Types of assistance provided
• Characteristics of homeless receiving assistance
• Special conditions on the grant to assist the
  homeless
• Amount of funding and its sources
• World War II Electronic Army Serial Number Merged
  File, 1938-1946
• Contains records of approximately nine million
  men and women who enlisted in the United States
  Army, including in the Women's Army Auxiliary
  Corps.
• Although incomplete, the records contain data for
  a majority of the enlistments in the United
  States Army during World War II

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Comments on Proprosed Regulations

• Records Center Facility Standards
• November 8, 2004
• Records Management Unscheduled Records to
  Records Centers
• November 16, 2004
• Transitory Email Retention forthcoming
• URL www.regulations.gov

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Other Opportunities for Public Comment

• Proposed Records Schedules and other documents
  for which we seek public comment, go to the
  Opportunities for Public Comment page at
  www.archives.gov and click on About Us
• Direct URL http//www.archives.gov/about_us/oppo
  rtunities_for_comment/opportunities_for_comment.ht
  ml
• Please note that we welcome comments from both
  organizations and individuals.

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Measuring Success

• NARA is recognized as providing leadership in
  records management throughout the Federal
  government.
• NARA is agile in adapting to changes in
  information technology and in the Federal
  recordkeeping environment.
• Records management is viewed by agency leaders
  and managers as an important component of asset
  and risk management.
• Federal agencies have the RM tools necessary to
  support business needs.

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Measuring Success

• NARA is recognized as providing leadership in
  records management throughout the Federal
  government.
• 1 of 3 Executive Sponsors on ICGI, Michael Kurtz
  leads ERPWG
• Nancy Allard and Mark Giguere leading ERM
  initiative
• National and international recognition for ERA
• Active participants on international standards
  ISO 15489, PDF/A, EDMS/ERM, DoD 5015.2, version 3
• Lead agency for OMB RMSC project
• Assisting Dept of State with RM requirements for
  SMART cable/email system
• Addressing RM issues with Homeland Security
• Assisted DoD in Iraq and Qatar

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Measuring Success

• NARA is agile in adapting to changes in
  information technology and in the Federal
  recordkeeping environment.
• Response to technological and organizational
  changes through the RM redesign and life cycle
  BPR
• Modified and adapted several tactics defined in
  Strategic Directions 2003
• Modular and flexible design of new training
  program
• Integrated RM reflects and supports the
  nationwide networked Federal environment

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Measuring Success

• Records management is viewed by agency leaders
  and managers as an important component of asset
  and risk management.
• Progress through work with ICGI and OMB
• Received and responded to requests for assistance
  from agencies facing major records related risks
• Progress will continue through the new training
  program to be rolled out October 1, 2004

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Measuring Success

• Federal agencies have the RM tools necessary to
  support business needs.
• Work begun on RMSC
• Continuing work with DoD standard 5015.2 v3
• New transfer formats issued
• Exploring new RCP services
• ERA

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and next time youre in Washington, DC....