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National Archives and Records Administration, 2003 Federal Records Management for Managers What’s in it for me?

Published byDarren Pierce Modified over 9 years ago

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Presentation on theme: "National Archives and Records Administration, 2003 Federal Records Management for Managers What’s in it for me?"— Presentation transcript:

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2 National Archives and Records Administration, 2003 Federal Records Management for Managers What’s in it for me?

3 National Archives and Records Administration, Spring 2003 2 Auditors Say U.S. Agencies Lose Track of Billions INS “Failure” Cited in Visa Case Up to 40,000 Tax Returns Lost in PA Facility Papers Found During Fifth Search at Federal Facility Failure Blamed on Storage Lapses FBI Management Will Probe Failure to Produce Papers in McVeigh Case Interior Dept. Accounting System Faulted Dept of Interior Admits Some Indian Trust Records “No Longer Exist” Destruction of Iran Coup Data Sparks CIA Search for Other Missing Records Have you noticed….. Records management is in the news and it’s not about good stuff!

4 National Archives and Records Administration, Spring 2003 3 What do their problems have to do with me?  They are X  You are a Federal employee, too, and are subject to the same laws and regulations  You must manage records so as not to make the same (or different) mistakes that put you or your agency in jeopardy were Federal employees

5 National Archives and Records Administration, Spring 2003 4 Well managed records...  provide information you need to conduct business  document your work  help Government operate efficiently  ensure accountability  protect rights and interests of the public and other stakeholders  protect information with archival value

6 National Archives and Records Administration, Spring 2003 5 So what should I do?  Apply ISO 15489  AUTHENTICITY  RELIABILITY  INTEGRITY  USABILITY  Ensure that records are adequate to support business needs  Ensure that records of your business activity are trustworthy

7 National Archives and Records Administration, Spring 2003 6 Remember...  Trustworthy records may be in any format  Most agencies are now creating records electronically  Media and format issues  Version control  Distributed data  Everyone has a delete key Help ! DEL

8 National Archives and Records Administration, Spring 2003 7 And... Records contain information that you use to conduct business. Their systematic management is essential to protect and preserve records as evidence of actions.

9 National Archives and Records Administration, Spring 2003 8 Furthermore... Managing this information is critical because it  Supports most important business of program/agency  Affects other entities  Provides accountability for you, your agency, and the Federal government

10 National Archives and Records Administration, Spring 2003 9 So, to make sure information is available when you need it, You MUST manage your records or you may be looking for information here

11 National Archives and Records Administration, Spring 2003 10

12 National Archives and Records Administration, Spring 2003 11 So, where do I start ?  Define and develop a policy for records management to  create and manage records that are characterized by authenticity, reliability, integrity and usability  ensure that records support business needs as long as required

13 National Archives and Records Administration, Spring 2003 12 This policy should...  derive from an analysis of business activities  identify laws, regulations, standards, and best practices that affect your business  identify risks of poorly managed records  to your program  to your agency  to the Federal Government  to the public and other stakeholders

14 National Archives and Records Administration, Spring 2003 13 How do I do that? U se risk assessment as a tool to identify  possible risks  likelihood of these risks occurring  impact of these risks on your business processes

15 National Archives and Records Administration, Spring 2003 14 How do I rate these risks? 100% Likelihood ImpactImpact Litigation Absence of staff when information is needed 0%

16 National Archives and Records Administration, Spring 2003 15 OK, now what? Use your findings to  determine vulnerabilities  prioritize records management activities and allocate resources  develop recordkeeping requirements  which documents to create and maintain?  how long to retain them?

17 National Archives and Records Administration, Spring 2003 16 My TO DO list:  Become familiar with my agency’s records schedule  Identify records that aren’t included  Work with my RO to get them included  Learn how to handle email  Develop policy for recordkeeping requirements Is anyone out there?

18 National Archives and Records Administration, Spring 2003 17 NARA can work with you... in partnership to resolve your records management issues.

19 National Archives and Records Administration, Spring 2003 18 Regulations and Guidance Publications NARA web site www.archives.gov Records Management Training General Records Schedules (GRS) Appraisal Archivists and Targeted Assistance NARA’s records management toolkit Available now:

20 National Archives and Records Administration, Spring 2003 19 Available soon: Permanent records schedules NARA’s toolkit Flexible scheduling E-learning ERM guidance Certification Updated and expanded training

21 National Archives and Records Administration, Spring 2003 20 More help is available from your...  Records Officer  Agency Historian  General Counsel  Chief Information Officer  Inspector General  Information Security Officer  Interagency Group POC  FOIA and Privacy Officers  Webmaster

22 National Archives and Records Administration, Spring 2003 21 A word from the White House Position cursor over camera button, click when hand appears, then move cursor over to this box.

23 National Archives and Records Administration, Spring 2003 22 In summary...  Business information is contained in your records  Your records must be managed to:  meet business needs  comply with legal requirements and ensure accountability  meet the needs of stakeholders  protect records with archival value

24 National Archives and Records Administration, Spring 2003 23 For more information...  Contact your agency records officer for guidance on Records Manager  media choices  retention issues  storage issues  records policies

25 National Archives and Records Administration, Spring 2003 24 For more information, www.archives.gov

26 National Archives and Records Administration, Spring 2003 25

27 National Archives and Records Administration, Spring 2003 26 Questions ? RM101

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