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RACO West Keynote1 How E-Government Is Happening in Electronic Records Management Dr. Mark Giguere, Lead IT (Policy & Planning) Co-Program Manager, ERM.

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Presentation on theme: "RACO West Keynote1 How E-Government Is Happening in Electronic Records Management Dr. Mark Giguere, Lead IT (Policy & Planning) Co-Program Manager, ERM."— Presentation transcript:

1 RACO West Keynote1 How E-Government Is Happening in Electronic Records Management Dr. Mark Giguere, Lead IT (Policy & Planning) Co-Program Manager, ERM Initiative August 31, 2004 e-Records Management

2 RACO West KeynoteSlide 2 ERM Initiative - Background zE-Gov Initiatives ywhat they are yhow they work zE-Records Management (ERM) Initiative yManaging Partner - National Archives & Records Administration

3 RACO West KeynoteSlide 3 Vision zTo effectively manage and facilitate access to agency information in order to support and accelerate decision making and ensure accountability.

4 RACO West KeynoteSlide 4 Goals zTo integrate e-records management concepts and practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information. zTo employ ERM to support interoperability, timely and effective decision making, and improved services to customers. zTo 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 RACO West KeynoteSlide 5 Challenges zChanging the way the government works as it moves towards ERM zBreadth of Federal agency preparedness to move to ERM zLeading an E-Gov initiative that isn’t IT-oriented

6 RACO West KeynoteSlide 6 Organization of Initiative 4 Issue Areas with Lead Partner Agency zCorrespondence Tracking - Dept. of Energy zEnterprise-wide ERM - EPA zElectronic Info. Mgmt. Standards - DoD  Transfer Permanent Records to NARA - NARA

7 RACO West KeynoteSlide 7 Issue Area 1 - Correspondence Tracking zBackground yTracking and coordination of high-level Congressional correspondence was identified during Quicksilver interviews as a major issue for Cabinet-level agencies. yOMB determined the issue should be addressed as part of the E-Records Management Initiative led by NARA.

8 RACO West KeynoteSlide 8 Issue Area 1: Correspondence Tracking zFY 2003 accomplishments:  Limited survey of Cabinet-level agencies to establish agency capabilities and system requirements  Offering of limited pilot use of DOE correspondence portal  Evaluation of need for further activity  FY 2004 – closed by Karen Evans

9 RACO West KeynoteSlide 9 Issue Area 2: Enterprise-wide ERM Lead Partner - EPA Contact: Chris O’Donnell odonnell.chris@epa.gov zObjective: yProvide tools for agencies to use as they plan and implement ERM systems

10 RACO West KeynoteSlide 10 Issue Area 2: Enterprise-wide ERM zFY 2003 Accomplishments  Guidance for Coordinating the Evaluation of Capital Planning and Investment Control (CPIC) Proposals for ERM Applications  FY 2004 Accomplishments  Methodology for Determining Agency - unique Requirements Beyond DoD 5015.2 (v. 2) (forthcoming)

11 RACO West KeynoteSlide 11 Issue Area 3: Electronic Info Mgmt Stds zLead Partner - DoD Contact: Harriet Riofrio Harriet.Riofrio@osd.mil zObjective: To promote the Federal-wide adoption of the DoD Electronic Records Management Software Application Design Criteria Standard - DoD 5015.2-STD, version 2

12 RACO West KeynoteSlide 12 Issue Area 3: Electronic Info Mgmt Stds cont.  DoD release of DoD 5015.2 STD version 2.0 for DoD mandatory use - FY 2002 zAdoption of DOD 5015.2 STD version 2.0 for civilian agency use 4NARA Bulletin issued 1/15/03

13 RACO West KeynoteSlide 13 Issue Area 3: Electronic Info Mgmt Stds cont NARA Bulletin 2003-03 zEndorses DoD 5015.2-STD, version 2 for all agencies zRecommends using the DoD standard and the DoD-certified products as a baseline when selecting an RMA to manage the agency's electronic records.

14 RACO West KeynoteSlide 14 Issue Area 3: Electronic Info Mgmt Stds Resources: zNARA Bulletin - http://www.archives.gov/records_management/policy_an d_guidance/bulletin_2003_03.html zInformation about DoD 5015.2-STD - http://jitc.fhu.disa.mil/recmgt/standards.htm

15 RACO West KeynoteSlide 15 Issue Area 3: Electronic Info Mgmt Stds zCertified product register - http://jitc.fhu.disa.mil/recmgt/register.htm  JITC testing and certification ymatsuurs@fhu.disa.mil yhttp://jitc.fhu.disa.mil/recmgt/

16 RACO West KeynoteSlide 16 Issue Area 4: Transfer Permanent E- Records to NARA Lead partner - NARA Objectives: zTo expand transfer options for permanent electronic records: yformats NARA can accept ythe media and techniques for transferring permanent electronic records to the National Archives of the United States zTo ensure permanent e-records are preserved

17 RACO West KeynoteSlide 17 Issue Area 4: Transfer Permanent E- Records to NARA cont. zIssue Area 4 FY ’03 Products:  Rule authorizing FTP/DLT transfer mechanisms  3 new formats accepted (e-mail, scanned images of text, PDF)  XML schemata for transfer

18 RACO West KeynoteSlide 18 Issue Area 4: Transfer Permanent E-Records to NARA cont. zIssue Area 4 FY ’04 Products: y1 new format issued (digital photography) y1 new format about to be issued (GIS records) – issued 04/15/04 y1 new format pending (web site content records) – mid-Sept ‘04

19 RACO West KeynoteSlide 19 Issue Area 4: Transfer Permanent E- Records to NARA cont. zFurther information yMark.Giguere@nara.gov or 301-837-1744 zCopies of transfer guidance on NARA web site yhttp://www.archives.gov/records_management/initiatives/email_attachments.html yhttp://www.archives.gov/records_management/initiatives/scanned_textual.html yhttp://www.archives.gov/records_management/initiatives/pdf_records.html yhttp://www.archives.gov/records_management/initiatives/digital_photo_records.h tmlhttp://www.archives.gov/records_management/initiatives/digital_photo_records.h tml yhttp://www.archives.gov/records_management/initiatives/digital_geospatial_data _records.html zCheck the web site for future products at zhttp://www.archives.gov/records_management/initiatives/erm_products.html

20 RACO West KeynoteSlide 20 Approved FY ’05 Activities zIssue Area 1 yClosed in FY ’04 zIssue Area 2 yEPA: xFinishing outstanding FY ’04 products Pilot pilot planning guidance Pilot ‘lessons learned’ Potential collaboration with DoI xNew FY ’05 products COTS evaluation criteria/methodology Enterprise-wide RMA governance structure yNARA: Exhibit 300 checklist for enterprise-wide RMAs zIssue Area 3 yPublishing DoD5015.2-STD (v. 3) for public comment

21 RACO West KeynoteSlide 21 Approved FY ’05 Activities zIssue Area 4 yNARA/State MOU re. SMART system xPilot transfers xKnowledge management xArchival access yImplementation of significant revision to national training program yDefine requirements for potential RM service components for Federal Enterprise Architecture Framework

22 RACO West KeynoteSlide 22 Feedback/Questions? zVisit the initiative’s website yhttp://www.archives.gov/records_management /initiatives/erm_overview.html zNancy Allard, co-Program Manager y(301) 837-1477 zMark Giguere, co-Program Manager y(301) 837-1744 zCarla Patterson, Project Manager y(301) 837-0993

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