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Transcript of AERM Workshop
ADVANCED ELECTRONIC RECORDS MANAGEMENT
July 13, 2011: Nashville, TN
Arian D. RavanbakhshOffice of the Chief Records Officer
National Archives and Records Administration
Outcomes
Describe the positive factors that promote collaboration between RM and IT staff
Identify legal requirements and policies that impact Federal information requirements for electronic records
Recognize where to insert RM requirements into the planning, development, and implementation of information systems
Develop and implement an enterprise-wide electronic records management pilot
Demonstrate awareness of current issues in electronic recordkeeping as well as emerging technologies and their implications for web-based records management
Describe best practices in ERM
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The IT and RM Worlds
Effective Records Managers must understand the technical functions and processes within an agency.
3
Integrated Information
There must be a multidisciplinary approach integrating RM, IT, and the users who create the records.
5
Problems
Problems generally arise from the fact that records management has become a distributed responsibility across the agency.
6
More Problems
IT builds the system—but does not manage the content.
RM manages content—but the system may be lacking some necessary tools.
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Solutions
Integrate RM and IT Ensure that electronic
records can be located, shared, and accessed agency-wide
Records and information,as well as tools, must be managed by RM andIT working together
8
RM Staff Must…
Understand how technologies affect electronic records
Know that they are key players Realize that records management requires
technological skills and understanding far beyond document tracking
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Records Management Staff Skills
Records management staff should posses the same set of skills:
Process mapping Analytical thinking Speaking IT’s language Managing projects Familiarity with the Systems Development Life Cycle
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How Would You Define the Term?
RM and IT professionals use many of same words, but they mean different things
archive
archive
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IT and RM Connection Points
IT systems development Capital planning, IT architecture, and
strategic plans (Clinger-Cohen/ITMRA) Electronic signatures (GPEA) Transfer of permanent electronic records
to NARA (E-Gov) E-mail Electronic recordkeeping
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IT and RM Points of Disconnection
Different perspectives on the word “records” Different perspectives on lifecycle
14
Building Alliances
No one can develop and promote a records management program in isolation; it requires allies
Top management must be convinced that records are essential agency assets and managing them is vital
Good communication is key to working collaboratively across the organization
IT and RM must both meet the needs of internal and external stakeholders
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New Skills for Working Together
Electronic records management Communication Risk assessment and management Business process design Systems analysis Requirements development Project management
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Recordkeeping Requirements
Poor documentation may result in an unresponsive Government that cannot account for its actions
Even in the short term, lack of documentation causes problems
The solution is to develop, implement, and enforce recordkeeping requirements
NARA uses the term “recordkeeping requirements” to refer to the statements in statutes, regulations, and agency directives that specify which records are to be created and maintained.
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Legal Requirements
Federal Records Act
Clinger-Cohen Act Government Paperwork Elimination Act (GPEA)
E-Gov Act of 2002 Office of Management and Budget (OMB)
Circular A-130
OMB Circular A-11
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Federal Records Act (44 U.S.C. 3301)
Gives the Archivist of the United States the authority to provide guidance and assistance on the management of records.
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Clinger-Cohen Act (40 U.S.C. 1401)
Requires that investments in systems include a cost-benefit study on the use of electronic recordkeeping functions to manage the electronic records.
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Government Paperwork Elimination Act (P.L. 105-277)
Makes Government information more available electronically and relieves the public reporting burden.
Generally, GPEA states that electronic records will be and are being created under this Act and that, in addition to the e-records themselves, e-records required for verification are also being created.
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E-government Act of 2002 (44 U.S.C. 3601)
Identifies initiatives to integrate agency operations and IT investments. Eliminates redundant systems and improves customer service.
Example: Travel systems. From independent in every Federal agency to GovTrip
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Office of Management and Budget (OMB) Circular A-130
Requires agencies to plan for managing information throughout its lifecycle, and to train personnel to do so.
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Office of Management and Budget (OMB) Circular A-11
Requires establishment of performance goals for IT; provides guidance on preparing budget submissions.
Exhibit 53: Agency IT Investment Portfolio
Exhibit 300: CPIC and Business Case for Each Systems
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Other Information Requirements
Freedom of Information Act (5 U.S.C. 552)
Privacy Act (5 U.S.C. 552a)
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Freedom of Information Act (FOIA)
Any person has a right to gain access to Executive Branch agency records
Some records or portions of them are protected from public disclosure either by one of nine exemptions, or by one of three special law enforcement exclusions
If a FOIA request is received, you cannot destroy any information related to the request
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Privacy Act
For the purposes of the Privacy Act, a record is defined as any item, collection, or grouping of information about an individual that is maintained by an agency, including:
Education Medical Criminal Employment
if that information contains any identifying information
These records need to be maintained in a secure environment
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Electronic Records Policy Working
Section 207 of the E-Government Act of 2002 Tasked NARA to lead ERPWG in writing: Barriers to the
Effective Management of Government Information on the Internet and Other Electronic Records
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ERPWG Identified 4 Barriers
1. Records are not managed as business assets.2. RM is not viewed as critical.3. There is a lack of training, tools, and guidance for
Federal staff.4. RM and IT disciplines are poorly
integrated in Federal agencies.
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Solutions to Identified Barriers
To overcome the barriers, Federal agencies must manage their records from the moment of creation
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Recognize Where to Insert RM Requirements
Records management must start early—
at the concept or planning stage.
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Typical Tasks in the SystemDevelopment Process Lifecycle
System conceptualization System requirements and
benefits analysis Project adoption and project
scoping System design Specification of software
requirements Architectural design Detailed design
Unit development Software integration and
testing System integration and testing Installation at site Site testing and acceptance Training and documentation Implementation Maintenance
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SDLC Phases
Product Plan and Initiation Phase Concept Phase Requirements Definition Preliminary and Detailed Design, Development Integration and System Test, Development, and
Acceptance Production and Upgrades, or Retirement and
Rollover
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Evaluating a Proposal
Declare documentary materials as records Capture records in a secure repository Organize records for efficient retrieval Limit access to records to authorized users Preserve records for their entire lifecycle Allow for disposition of records based on
approved agency schedules
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Guidance for Your System
Your agency is planning a new IT system to handle its records, and needs to include RM:
Where do you go to find out the requirements?
Who will build them into the system?
Are there existing COTS packages that fit your requirements?
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Help from Two Sources
DoD 5015.2 Endorsed by NARA Extremely technical Provides baseline for RMA
ISO 15489 Recognized around the world Provides information on
trustworthiness of an electronic record
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DoD 5015.2
Design criteria standard for electronic records management software applications (RMA)
Includes mandatory and non-mandatory requirements
Provides minimum RM requirements based on NARA regulations and 44 U.S.C. 2902
Fluid documentAlways being updated
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Beyond DoD 5015.2
1. Determine ERM scope.2. Review infrastructure/IT architecture.3. Review agency records and information resources,
management guidance, and directives.4. Review additional standards.5. Review requirements.6. Classify requirements.7. Involve stakeholders in review.
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Beyond DoD 5015.2 (cont’d.)
1. Determine ERM scope. Ask what the system will and will not manage:
E-mail Paper Office automation software Web content Electronic forms
Identify and consult with stakeholders Review existing systems to determine:
What system creates or contains records? What types of records? What legacy systems will be integrated or migrated?
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Beyond DoD 5015.2 (cont’d.)
2. Review infrastructure/IT architecture.Find out about:
Network servers and system software Security Desktop applications Standard desktop configuration
At what level will the system be administered?
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Beyond DoD 5015.2 (cont’d.)
3. Review agency records and information resources, management guidance, and directives.
RM policies IRM policies Security policies Disposition and
retention schedules
45
Beyond DoD 5015.2 (cont’d.)
4. Review additional standards. Reach beyond your agency
for best practices within the industry
Model Requirements for the Management of Electronic Records (MoReq)
AIIM Standards Committee on Integrating Records Management and Document Management Requirements
Reports by Doculabs on ERM, EDM, and ECM systems
ISO 15489-1: Information and Documentation—Records Management
46
Beyond DoD 5015.2 (cont’d.)
5. Review requirements (created after steps 1–4). Does it:
Describe a system functionality? Express a single idea? Map clearly to specific organizational goals? Map directly to business processes or policies? Describe user’s needs?
Is it: Testable? Too vague? Too implementation-dependent?
"Keep, eliminate, or revise"
requirement
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Beyond DoD 5015.2 (cont’d.)
6. Classify requirements. Assess the functionality of each additional
requirement as to whether: The system cannot function without it It provides significant savings in time or resources It smoothes the path for the end user It provides the Records Manager with useful tools It reduces risks to future access to the information
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Beyond DoD 5015.2 (cont’d.)
This step-by-step approach will allow you to develop requirements that:
Support business process Make best use of resources Harmonize with current system Produce system with tangible benefits
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Records Management Application Considerations
Adequacy of existing agency record schedules Amount of IT support available Technical awareness (training) of agency staff
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Piloting an RMA
Piloting it rather than installing it Will allow the agency to ensure that its RM
requirements are sufficient Is useful for complex projects where
Implementation represents significant change User acceptance may be difficult to obtain
Allows for real-world testing in a controlled environment
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Conducting the Pilot
Check assumptions: Find out if your preliminary assumptions regarding
hardware, software, and service level were accurate Develop tools to facilitate:
Documentation Communication/knowledge transfer Metadata processes
Select an office to serve as testers Install the application Document user experiences
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Testing and Evaluation
Some problem areas to avoid: Holding out for perfection—causes delays; increases costs
and the impatience of users Too many changes based upon individual user requests with
little or no analysis of the impact of those changes Lack of user involvement—or, on the other hand, too much
user involvement Unrealistic schedule for product Erroneous cost/benefit assumptions Lack of management support
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Where Next?
Component-based Architecture
A component is a self-contained business process or service with predetermined functionality that may be exposed through a business or technology interface.
59
Emerging Technology
Web 2.0 is: A second generation of web design Rise of social networks Facilitating communication and collaboration
Commonly dubbed “social media”
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RM/Appraisal Concerns
What constitutes the “record” Method and frequency of capture Applicability of existing schedules
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What Does NARA Say?
Managing Records in Web 2.0/Social Media Platformshttp://archives.gov/records-mgmt/bulletins/2011/2011-02.html
Managing Records in Cloud Computing Environmentshttp://archives.gov/records-mgmt/bulletins/2010/2010-05.html
Report on Federal Web 2.0 Use and Valuehttp://archives.gov/records-mgmt/resources/web2.0-use.pdf
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