Tom Mills Assistant Archivist for Regional Records Services May 11, 2004

Tom Mills Tom Mills Assistant Archivist for Regional Records ServicesAssistant Archivist for Regional Records Services

May 11, 2004May 11, 2004

NARA Updates – RACO 2004NARA Updates – RACO 2004

NARA Updates – RACO 2004Slide 2

“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”

The National Archives and Records Administration Mission


OverviewOverview

• Electronic Records Archives• eGovernment Initiatives• Electronic Records Policy Working Group• Records Center Program• Records Management Initiatives


ERA’s 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

Electronic Records ArchivesElectronic Records Archives


ERA Virtual Workspace ModelERA Virtual Workspace Model

ReferenceWorkbench

Query

Rebuild

Present

ArchivalRepository

Collection

AccessioningWorkbench

Accession

Verify

Wrap & Containerize

Describe

Order Fulfillment System

Records Schedules

Archival Research Catalog

Collection

Collection

Metadata


What will ERA do?What will ERA do?

• Support the collection, integration, and sharing of information about records.

• Support the workflow associated with business processes.

• Interoperate with other systems.

• Maintain a complete audit trail.

• Accommodate substantial growth in volume & variety.

• Protect the system and the records with state-of-the-art security.

• • • • • •


Where are we now?• Release of RFP – 12/03• Award Two Design Contracts – 3rd Qtr. FY04• Select a Single Developer – 3rd Qtr. FY05• Initial Operating Capability – FY 2007• Five Increments w/ Multiple Releases• Full Operating Capability - 2011

The ERA ProgramThe ERA Program



• ERA Program Management OfficeKey positions filled in

• Testing

• Systems Engineering

• Configuration Management

• Capital Planning

• System Analysis

• Acquisition

• Budget

• Outreach Activities



Virtual Archives Laboratory• Joint partnership to design and test architecture

• San Diego Super Computer Center (SDSC)• University of Maryland Institute for Advanced

Computer Studies (UMIACS)• Product testing: “Archivist’s Workbench”

• Prototype system setup at NARA, SCSC, UMIACS

• Phase 1 includes several terabytes of data collections



? Questions • 301-837-0740• [email protected]

? Acquisition questions• [email protected]

? Websitewww.archives.gov/electronic_records_archives


ERM eGov (FY ’04)ERM eGov (FY ’04)

• Issue Area #1 – Correspondence Tracking• Lead: DoE• Activity: Closed out in September ‘03

• Issue Area #2 – Enterprise-wide ERM• Lead: EPA• Activity: Agency-Unique ERM Requirements (i.e.,

beyond 5015.2) is forthcoming• Issue Area #3 – Info Mgmt Standards

• Lead: DoD• Conducting NARA-funded R&D on version 3 of 5015.2


ERM eGov (FY ’04)ERM eGov (FY ’04)

• Issue Area #4 – Transfer of Permanent

E-records to NARA• Lead: NARA (Modern Records Programs)

• Activity:

• Transfer guidance issued

• Digital Photography (Issued 11/12/03)

• GIS (Issued 4/9/04)

• Web pages (Due 9/30/04)


eRecord Policy Working GroupeRecord Policy Working Group

• One of 3 working groups under the Inter-Agency Committee on Government Information implementing the eGovernment Act of 2002

• TARGET: improved policies and procedures for effective ERM of “government information on the Internet and other electronic records”

• GOAL: recommendations to the Archivist and OMB Director by 12/17/2004 with timetable for adoption


ERM/eGov/ERPWGERM/eGov/ERPWG

? Questions• Mark Giguere

• 301-837-1744

• [email protected]

• Nancy Allard

• 301-837-1477

• [email protected]

? Websitewww.archives.gov/records_management_initiatives/erm_overview.htm

www.cio.gov/documents/ICGI.html


Records Center Program (RCP) Records Center Program (RCP)

• Since 1934, NARA has provided records

management support to Federal agencies• the first records center opened in 1950

• national network now includes 17 facilities servicing 23 million boxes

• RCP is in its fifth year as a revolving fund

• Stats for FY 2003• received 1.5 million cubic feet of transfers

• disposed of 657,000 cubic feet of records

• filled 10.5 million reference requests


Records Center Program (RCP)Records Center Program (RCP)

• Progress toward 2009 standards compliance for facilities

• Opened new facilities• Dayton, Ohio

• Lenexa, Kansas

• Broke ground for new facilities• Atlanta, Georgia

• Riverside County, California



• Expanded records center services• E-records storage and servicing

• SmartScan

• MetroCourier

• Electronic forms submission

• Records Center Program Operating System (RCPOS)• will replace CIPS and NARS-5

• fully web enabled

• more flexible platform



? Questions • David Weinberg• 301-837-3115• [email protected]

? Websitewww.archives.gov/records_center_programs/index.html


Records Management InitiativesRecords Management Initiatives

• Current areas of focus• Resource allocation • Flexible scheduling and GRS• Appraisal policy• Guidance and regulations• Advocacy• Training and certification• E-Records storage and accessioning• Transfer formats for permanent records



• FY 2004 National Projects• AOUSC• BIA• DHS• E-Systems• Interagency Fire• NASA• Science records



• Other ongoing activities• Records management training nationwide• Targeted assistance projects• [email protected]



? Questions • Susan Cummings• 301-837-1636• [email protected]

? Websitewww.archives.gov/records_management/initiatives


Questions? Questions?


Thanks ! Thanks !

• Next up after the breakPanel 1: Rebuilding Records Management to Avoid Risks

Tom Mills Assistant Archivist for Regional Records Services May 11, 2004

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