4 MAR 2015

The Department of the Navy

The Department of the NavyTOTAL STAFF 900,000 +

2015 Budget 147,000,000,000• Navy PersonnelActive Duty: 325,859 • Ready Reserve: 107,055 [As of Feb 2015 ] • Selected Reserves: 58,445 • Individual Ready Reserve: 48,610 • Reserves currently mobilized: 2,741 [As of 5 May 2015] • Navy Department Civilian Employees: 195,259 • Ships and Submarines Deployable Battle Force Ships: 273 total: 10 aircraft

carriers 9 amphibious assault ships 10 amphibious transport docks 12 dock landing ships 22 cruisers 62 destroyers 5 frigates 4 littoral combat ships 71 submarines

• Ships Deployed: 98 (36%) • Aircraft (operational): 3700+ • United States Marine Corp: 300,000 U.S. Marines and civilians

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Crisis and Contingency Operations• Operation Unified Assistance (2004 Tsunami)

• Haiti 2010 (Earthquake)

• Operation Tomodachi (2011 Japan Earthquake/Tsunami)

• 2011 Pandang Earthquake• Anti-Piracy Operations (Ongoing)

• Numerous other relief operations around the world

• ISIL Operations• Operation Enduring Freedom (Afghanistan)

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Dr. James Willson-Quayle Director, DON/AA-DRMD

Navy Records Management

Program

Joel Westphal (GS-14)Deputy Director

Navy Records Manager

SECNAV Directives/Forms

Program

Ms. Posey (GS-13)Directives & IssuancesProgram Management

Navy Declassification Program

Ms. Bullock (GS-14)Declassification Program Manager

Joel Westphal (GS-14)Deputy Director

Directives and Records Management Division

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Navy Records Scope • 1.2 million cubic feet stored at National

Archives Records Centers• Cost to store and service - 20 million per year• More than 1600 Electronic Information

Systems• 6600 different retention schedules• Records range from Unclassified to Top Secret

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The First Records Crises and U.S. Navy

• One of the first, if not the first adopter of modern records management techniques developed by LCDR Emmett J. Leahy• First working records centers• Some of the very first records schedules in the US Government• Help create first leaders of our National Archives

Task and Records Management Problem

“Managing Government Records” Directive

OPNAV TV-5 Task System

Congressional Task System

Marine Corps Action Tracking System

Records Management System

This approach is no longer viable for the Department of Navy enterprise. The need to improve efficiency, compliance, and collaboration calls for a unified and scalable capability.

• Many different tasking systems

• Manual (costly) processes

• “Siloed” content

• Difficult to declare and find records

• Minimal compliance

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Secretary of the Navy mandated; single, auditable and statutorily compliant system for unified tasking and records management across the Department of the Navy

Reduce complexity and cost while improving collaboration and compliance

Phased transition from stove-piped legacy applications to a digital solution

Key End-User Benefits:• Web-based capability with automation of task,

records, and document management processes

• Employs the Alfresco Enterprise Edition platform

• SharePoint-like “drag n’ drop” usability, but withoutthe SharePoint server constraints

• Central repository for electronic recordsmanagement, security, e-discovery, and audit

• Enable field-level personnel to easily assignretention schedules ( “Bucket” SSICs) via menus

• System handles data security (e.g.,PII); permissionsand access controls are assigned to roles

A Modernized Solution: DON TRACKERDepartment of the Navy (DON) Tasking, Records, and Consolidated Knowledge Enterprise

Repository (TRACKER)

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Tasks and Workflows

Manage Documents and

Records

Certified to DoD

5015.2-STD

One System:

DON TRACKER

DON TRACKER Core Capabilities

• Task Management– Template-based tasking lifecycle management (e.g., create, assign, respond, etc.)

synchronizes tasking and recordkeeping (e.g., easier SSIC assignment)– Workflow (e.g., routing paths, review / approval, command-specific workflow rules)

• Document Management– Create, organize, store, retrieve, share electronic content / documents– Role-based access, system administration, library services

• Records Management– Creation, maintenance, use, and disposition IAW law,

policy and regulation; “Big Bucket” schedule; e-Discovery• Reporting

– Multiple report levels, query, task completion metrics, content audits, etc.

• Search– Keyword search, sort, filter results via integrated storage

of structured and unstructured information, etc.

DON TRACKER is integral to efficient and effective information and knowledge management in the digital age.

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The War On Crime

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The War On Drugs

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The War On Terror

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The War On Records

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US Central Command and Analytics• Combatant Command in charge of Middle East

Area of Operation• Oversight of Joint Task Forces in Iraq and

Afghanistan• Massive records volume due to Operations in

Iraq and Afghanistan (hundreds of terabytes)• Records not a priority in conflict• BUT Records are the extremely important

after the conflict ends!

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Outside the Box• The Iraqi Records Collection comprised of

many firsts which required thinking outside the box– First time in military history that the majority of

records created were digital (95%+)– Largest single transfer of electronic data from a

war zone during an ongoing military operation– Largest single collection of electronic war records

in history (so far, Afghanistan Conflict records will dwarf Iraq’s in total size)

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• Only a small percentage of Gulf War Records ever made it to the National Archives

• The change in the Operational Command Structure of the U.S. military had the effect of rendering records management to an unimportant endeavor

• The post-war investigation into the issue reported that many units actively burned their entire collection of operational records rather than be bothered to haul them back to their home stations

1991: Mission Failure

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• Limited Staff• 40-50 million records• Millions of emails• Massive amount of transitory and non-record material• Poor organization within the primary folders• Little Records Management Foundation inherent in the

collection (Share Drives were a mess)• Large amount of redundancy• Large amount of PII

The Organizational Problems

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• It’s all a question of ROT (Redundant, Obsolete, Transitory) Assists in organizing unstructured content Assists with metadata enrichment Assists with locating and segregating PII from open collections Assists in locating sensitive data (Can assist in data spillage) Things we can clean up quickly without a more detailed analysis

– 0 byte files– Unknown file extensions– Obvious policy violations

• Executable(s) in data-only directories• Personal files: vacation photos, music, mp3s

– Unused files• Temporary or redundant folders• Have not been accessed/modified in X number of years• Policy based on records management standards

• In less than a week Active Navigation cleaned 177,282 files on the F, I and M Drives on the Iraq SAN totaling over 1.18 TB worth of useless data.

Document Analytics

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In the end, all we have left are the records

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“Who Are We, Why Are We Here?”

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The Records Profession• Records Manager’s “will not exist” in 5-10 years?• We have lost our way• Too much concentration on retention, not enough on IT and

current life-cycle• Often times I feel the word record has become a dirty word • We must reassert our claim to control what was once ours• We must become more broadly defined• We must choose our path, or one WILL be created for us

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Our Records Past and Present• The CIO and the negative impact• We have been stripped of many things we

used to make decisions on by IT and the CIO• CIO Today = No Information• Our control over the Information Life-Cycle

has become distorted and too many RM are no longer in control of it

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Our Records Future• We must look to new ideas at home and more

importantly, abroad• ARMA is key factor in deciding where RM will

go• We must choose a new path• Chief Information Governance Officer (CIGO)

or Chief Data Officer (CDO)? • We must make the choice or the choice will be

made for us

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QUESTIONS