Quarterly IT Forum Federal CIO Council IRMCO Federal IT Summit Screen shot of GSA Logo On each page...

Quarterly IT Forum

Federal CIO Council

IRMCO Federal IT Summit

Screen shot of GSA Logo

On each page in the footer is a logo of GSA and a logo from NARA

Quarterly IT Forum

E-Discovery

Records Management and Email Retention

Email andRecords ManagementNational Archives and Records

AdministrationMichael Kurtz, Assistant Archivist for Records Services

General Services AdministrationKeith Thurston, Assistant Deputy Associate Administrator

Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

INTRODUCTION Today’s Program is a follow-up to E-Discovery briefing at the April 2007

IRMCO

NARA has the lead in agency federal records management (RM) guidance and implementation oversight (44 USC chapter 29)

GSA provides support to NARA for RM

Issue guidance to agencies to ensure economical and effective RM (44 USC chapter 29, sec. 2904 (b))

Promote economy and efficiency in selection, utilization of space, equipment, supplies for RM (44 USC chapter 29, sec. 2904 (d))

SmartBUY acquisition for electronic RM software products (OMB Memos M-04-08 and M-04-16 dated 2/25/04 and 7/1/04 respectively)


GSA SMARTBUY ELECTRONIC RECORDS MANAGEMENT (ERMS) ACQUISITION BUSINESS CASE DEVELOPED NOV 2006

MARKET RESEARCH RFI FED BIZ OPS FEB 2007

RFQ FOR DOD 5015.2 AND NARA COMPLIANT

ERM PRODUCTS AUG 2007

ANTICIPATED GSA SCHEDULE CONTRACT

BLANKET PURCHASE AGREEMENT AWARDS SEP 2007


OverviewThe Current Environment & Increased Attention

E-Gov Act of 2002Litigation and Electronically Stored Information (ESI)GAO Email Management Engagement

NARARecords Management RequirementsRecords Management Products & Services to Support AgenciesSpecific Products to Help CIOs

GSAFederal Management RegulationsEfficiency and Effectiveness of Records ManagementSmart BUY Electronic Records Management Acquisition



NARA:Records Management RequirementsE-Gov Act of 2002 – Section 207(e) – implemented in NARA Bulletin 2006-02 –

states:By 9/30/2009, agencies must have NARA-approved records schedules for all records in existing electronic information systems (EIS).For EIS’s that are in a system life cycle stage earlier than steady-state or are developed after 12/15/2005, agencies will work with NARA to schedule the records from these systems.Bulletin Link: http://www.archives.gov/records-mgmt/bulletins/2006/2006-02.html

OMB Exhibit 300, Question 23, Page 13, asks:Are the records produced by this investment appropriately scheduled with the National Archives and Records Administration’s approval?

Email, Records Management, and the CIOEmail records must be managed in a recordkeeping system (36 CFR 1234.24).CIOs should work with the Agency Records Officers and Program Managers to ensure an email policy is in place AND is carried out across the agency.



NARA:RM Products & Services to Support Agencies Records Management Handbook

http://www.archives.gov/records-mgmt/handbook/

Records Management Toolkithttp://toolkit.archives.gov/

Records Management Traininghttp://archives.gov/records-mgmt/training/



NARA:Specific Products to Help CIOs

General Records SchedulesGRS 24 - Information Technology Operations and Management Records

GRS 27 - Records of the Chief Information Officer

http://www.archives.gov/records-mgmt/ardor/

Records Management ProfileBusiness Process Design

CPIC

Systems Design

http://www.archives.gov/records-mgmt/policy/rm-profile.html

http://www.archives.gov/records-mgmt/pdf/rm-profile.pdf



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FEDERAL MANAGEMENT REGULATIONS

Agencies must follow part 102-193 and NARA regulations in 36 CFR Subchapter B—records management, in carrying out their records management (RM) responsibilities including electronic records.

Each agency must issue a directive establishing its RM program and apply appropriate RM practices regardless of medium (paper, electronic).

GSA is responsible for subchapter G, administrative programs, part 102-193—creation, maintenance and use of records


NARA and GSA:Points of Contacts

NARAMichael Kurtz

Assistant Archivist for Records [email protected]

301-837-3110www.archives.gov/records-mgmt/

GSAKeith Thurston

Assistant Deputy Associate [email protected]

202-501-0202www.gsa.gov


Quarterly IT Forum Federal CIO Council IRMCO Federal IT Summit Screen shot of GSA Logo On each page...

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