ARMA Gaithersburg Chapter USPTO Electronic Records Management Walter Bohorfoush Office of the Chief Information Officer Architecture, Engineering and Technical Services Office of Data Architecture and Services Data Administration Division October 17, 2002

Agenda Background Electronic Records Management (ERM) Program Current Prototype Effort Backup vs. Archive Vital Electronic Records Archive

Background Record Records Management Records Management Program Administered by the OCIO/AETS/ODAS/DAD The Agency Records Officer is Susan Brown The Agency Electronic Records Management Team Leader is Walter Bohorfoush Electronic Records Management

Background cont’d Legal Federal Records Act (44 U.S.C. Chapter 31) Freedom of Information Act (FOIA)/Electronic-FOIA (5 U.S.C. 552) 36 CFR Part 1234, Electronic Records Management Government Performance Results Act (GPRA, 31 U.S.C 1101&1115 notes) Paperwork Reduction Act (PRA, 44 U.S.C. 3501 to 3520) Information Technology Management Reform Act (40 U.S.C. 1401 to 1503) Government Paperwork Elimination Act (GPEA, 5 U.S.C. 3504) E-Signature (Public Law No: 106-229) DOD 5015.2-STD Design Criteria for Electronic Records Management Software Applications

ERM Program Goals: Improve Quality Share Access Support Disaster Recovery Coordinate eRecords Disposition Promote the Paperless Environment Audit Transparently Recordable Events

ERM Program cont’d Strategy Not a One-Size-Fits-All Approach Leverage IT Investments Standards Based DOD 5015.2 ISO 15489 Records Management Integration of ERM Requirements Pointer-Based -- not Repository Migration -- not Emulation

ERM Program cont’d Progress to Date Best Practices Review Fall 2000 Email ERM Prototype Spring 2001 Market Survey Summer 2001 Tarian Software Winter 2002 VERA Concept Paper Spring 2002 ERM TSG Summer 2002 Current Proof of Concept/Prototype

ERM Requirement Categories Records Acquisition Record Metadata File Management Preservation of Integrity Protection of Confidentiality Access Control and Authentication Search, Retrieval, and Reproduction Audit Trail Vital Record Backup and Recovery Records Retention Migration Transfer to Archival Storage Records Hold

Purpose of Prototype Demonstrate Pointer-Based Architecture Demonstrate Software Dependency Capture Integrate with an Existing AIS, TICRS Additional: Asynchronous Queue for High Availability

Tarian eRecords Engine

The Big Picture

ERM with Vital Electronic Record Archive Tarian eRecords Engine AIS API Vital Records Metadata Data base Nearline and/or Offline Storage AIS API AIS API ERM Procedures VERA Aggregation and Retrieval Staging Area Management Reporting AIS API

Qualities of Disaster Recovery Backup Purpose: To Facilitate Expedient System and/or Data Recovery (COOP) Snap Shot, either Full or Incremental Based upon System by System Specific Requirements Rotating/Revolving Media Reuse

Qualities of Electronic Records Storage Complete Aggregate Record Long Term, Environmentally Controlled, Media Storage Multiple Identical Copies Stored at Physically Distant Locations (Electronic)

Disaster Recovery Backup Vs. Vital Records Archive Information is STILL On-Line Contains Non-record and Record information on same media Contains ONLY part of a record Contains Records of Different Dispositions and Lifetimes Typically only Single Snapshot Copy Rotating/Revolving Media Reuse Information is Off-Line Contains ONLY Records and Related Metadata Contains Complete Record Contains Records of Same Series, Dispositions, and Lifetimes on Same Media Multiple Identical Copies of Media Stored in Separate Locations Media is Used Only Once and Stored for a Long Time Annual Sampling (384 @ >1800) Migration of Records Across Media at Periodic Intervals

Vital Electronic Record Archive (VERA) POST-Prosecution Electronic Patent and Trademark Case File Records Distributed - Business Area Custody Federated Repository - USPTO Ownership Consistent Persistence Utilizes Aggregation “Staging” Platform

Questions?

Who Dat? Walter Bohorfoush Computer Scientist ERM Team Leader USPTO (703) 308-7388