1. ERM E-Gov Initiative Transfer of Permanent Geospatial Data Records to NARA Briefing for FGDC Coordination Group Bruce Ambacher, NARA September 2, 2003 Briefing for FGDC Coordination Group Bruce Ambacher, NARA September 2, 2003

2. ERM E-Gov Initiative Overview  1 of 24 initiatives  NOT an IT web-based product like Geospatial One Stop  http://www.archives.gov/records_management /initiatives/erm_overview.html  1 of 24 initiatives  NOT an IT web-based product like Geospatial One Stop  http://www.archives.gov/records_management /initiatives/erm_overview.html

3. ERM E-Gov VISION  To effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability.

4. ERM E-Gov Goals  To integrate e-records management concepts and practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information.  To employ ERM to support interoperability, timely and effective decision making, and improved services to customers.  To provide the tools for agencies to access e-records for as long as required and to transfer permanent e-records to NARA for preservation and future use by government and citizens.  To integrate e-records management concepts and practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information.  To employ ERM to support interoperability, timely and effective decision making, and improved services to customers.  To provide the tools for agencies to access e-records for as long as required and to transfer permanent e-records to NARA for preservation and future use by government and citizens.

5. Issue Areas - Partner Agency Leads  Issue Area 1 - Correspondence Tracking (DoE)  Issue Area 2 - Enterprise-wide ERM (EPA)  Issue Area 3 - Information Management Standards (DoD)  Issue Area 4 - Transfer of Permanent Electronic Records (NARA)  Issue Area 1 - Correspondence Tracking (DoE)  Issue Area 2 - Enterprise-wide ERM (EPA)  Issue Area 3 - Information Management Standards (DoD)  Issue Area 4 - Transfer of Permanent Electronic Records (NARA)

6. FY 2003 Progress - Issue Area 4  Issue Area 4: Transfer of Permanent Electronic Records to NARA  Lead Partner Agency: NARA  Community-articulated Purpose: This issue area will address an expansion of both the number of formats NARA can accept, and the media and techniques that can be used by Federal agencies when transferring their permanently valuable electronic records to the National Archives of the United States.  Issue Area 4: Transfer of Permanent Electronic Records to NARA  Lead Partner Agency: NARA  Community-articulated Purpose: This issue area will address an expansion of both the number of formats NARA can accept, and the media and techniques that can be used by Federal agencies when transferring their permanently valuable electronic records to the National Archives of the United States.

7. FY 2003 Products - Issue Area 4  Rule authorizing DLT/FTP transfer mechanisms  Electronic Records Transfer Guidance e-mail with attachments in native format (09/30/02) scanned images of text (12/23/02) Portable Document Format (03/31/03)  XML schemata for transfer (06/20/03)  Rule authorizing DLT/FTP transfer mechanisms  Electronic Records Transfer Guidance e-mail with attachments in native format (09/30/02) scanned images of text (12/23/02) Portable Document Format (03/31/03)  XML schemata for transfer (06/20/03)

8. FY 2003 Progress - Issue Area 4  Email with Attachments http://www.archives.gov/records_managem ent/initiatives/email_attachments.html  Scanned Images of Textual Records http://www.archives.gov/records_managem ent/initiatives/scanned_textual.html  Portable Document Format (PDF) http://www.archives.gov/records_managem ent/initiatives/pdf.html  Email with Attachments http://www.archives.gov/records_managem ent/initiatives/email_attachments.html  Scanned Images of Textual Records http://www.archives.gov/records_managem ent/initiatives/scanned_textual.html  Portable Document Format (PDF) http://www.archives.gov/records_managem ent/initiatives/pdf.html

9. FY 2004 Activities - Issue Area 4  Training & guidance on ERM topics  Three additional transfer formats Digital Photography (July - Nov. 2003) Geospatial Data (Nov. 2003 - Apr. 2004) Web pages (Apr. - Sept. 2004)  Training & guidance on ERM topics  Three additional transfer formats Digital Photography (July - Nov. 2003) Geospatial Data (Nov. 2003 - Apr. 2004) Web pages (Apr. - Sept. 2004)

10. Transfer Cycle 5  Digital Geospatial Records  Timeline November 12, 2003 -- April 15, 2004  Partner Agency Meeting - December 2, 2003 February 5, 2004  Product Transfer Requirements for Existing Geospatial Data Records  Digital Geospatial Records  Timeline November 12, 2003 -- April 15, 2004  Partner Agency Meeting - December 2, 2003 February 5, 2004  Product Transfer Requirements for Existing Geospatial Data Records

11. Geospatial Data Transfer Cycle Methodology - 1  Research data type characteristics formats used in Federal Government software applications in use agency activities standards in use/applicable  Agency Meetings  Research data type characteristics formats used in Federal Government software applications in use agency activities standards in use/applicable  Agency Meetings

12. Geospatial Data Transfer Cycle Methodology - 2  Pilot Transfers Questionnaire Agencies send by December 15, 2003 NARA processing through January 31, 2004  Pilot Transfers Questionnaire Agencies send by December 15, 2003 NARA processing through January 31, 2004

13. Geospatial Data Transfer Cycle Methodology - 3  Guidance Phase February 2, 2004 - Draft to Partner Agencies February 5, 2004 - Partner Agency Meeting March 17 - 31, 2004 - Partner Agency Review  Memo to Records Officers with Geospatial Data Transfer Guidance, April 15, 2004, (Interim until ERA)  Guidance Phase February 2, 2004 - Draft to Partner Agencies February 5, 2004 - Partner Agency Meeting March 17 - 31, 2004 - Partner Agency Review  Memo to Records Officers with Geospatial Data Transfer Guidance, April 15, 2004, (Interim until ERA)

14. Geospatial Data Transfer Cycle Partner Agency Activities  Participate in cycle - at Agency level, not FGDC  Provide Research Assistance especially other standards  Provide Pilot Transfers BLM - Texas Asset Management Project  Review & comment on Draft Guidance  Participate in cycle - at Agency level, not FGDC  Provide Research Assistance especially other standards  Provide Pilot Transfers BLM - Texas Asset Management Project  Review & comment on Draft Guidance

15. Geospatial Data Transfer Cycle Issues  What to Transfer? databases vs. data layers  Is Current Transfer Standard adequate? SDTS - 36 CFR 1228.270(d)(3) FGDC Metadata Content Standard - 36 CFR 1228.270(e)(2)  What to Transfer? databases vs. data layers  Is Current Transfer Standard adequate? SDTS - 36 CFR 1228.270(d)(3) FGDC Metadata Content Standard - 36 CFR 1228.270(e)(2)

16. Geospatial Data Transfer Cycle Issues  What else could be in new transfer guidance? SDTS revision GML 3 VPF, DIGEST  What else could be in new transfer guidance? SDTS revision GML 3 VPF, DIGEST

17. Geospatial Data Transfer Cycle Issues  Issues probably beyond this Transfer guidance: licensing - secondary use rights data ownership (federal, state, local) interoperability vs. “archiving” Clearinghouse vs. “archiving”  Issues probably beyond this Transfer guidance: licensing - secondary use rights data ownership (federal, state, local) interoperability vs. “archiving” Clearinghouse vs. “archiving”

18. Contact Information  Transfer guidance development Bruce Ambacher, (301) 837-1480 bruce.ambacher@nara.gov  Questions???  Transfer guidance development Bruce Ambacher, (301) 837-1480 bruce.ambacher@nara.gov  Questions???