Electronic Records Archives: Philadelphia Federal Executive Board
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1 Electronic Records Archives: Philadelphia Federal Executive Board L. Reynolds Cahoon Assistant Archivist for HR and IT and Chief Information Officer 18 March 2004
2 Agenda (The Mission) Electronic Records Archives (The System) Electronic Records Archives (The Users) Electronic Records Archives (The Program) 2
3 The National Archives & Records (The Mission) 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 3
4 The National Archives & Records (The Mission) A Record - Documentary material of any form Made or received in the course of business or under law, and Kept because it provides evidence of organization, functions, policies, decisions, procedures, operations, or other activities of their creators, or contains valuable information 4
5 The National Archives & Records (The Mission) The Challenge of Electronic Records Scope The Entire Federal Government Variety Different Types of Records Complexity Increasingly Sophisticated Formats Volume Vast Quantities of Records Obsolescence Constantly Changing Technology User Expectations Evolving 5
6 The National Archives & Records (The Mission) A Tidal Wave is Coming Clinton (6 Terabytes) 40 million messages State Department (.5 Terabytes) 25 million electronic diplomatic messages Department of Defense (8 Terabytes) 54 million images from electronic official military personnel files annually Census Bureau (44 Terabytes) 600 to 800 million image files (2000 census) 6
7 Electronic Records Archives (The System) 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 7
8 The goal is to create a capability that will: Electronic Records Archives (The System) Preserve authentically any type of electronic record, Created using any type of computer application, On any computing platform, From any entity in the Federal Government and any donor. Provide discovery and delivery to anyone with an interest and legal right of access, Now and for the life of the republic 8
9 The Electronic Records Archives (The System) NARA s Current Electronic Records System NARA has 30 years of experience with electronic records Simple Files Comma delimited ASCII Flat Fixed Length Does not meet the need 9
10 Electronic Records Archives (The System) Current Government and Private Sector Partners National Science Foundation Global Grid Forum San Diego Super Computer Center National Computational Science Alliance Army Research Laboratory NIST National Institute of Standards & Technology National Partnership for Advanced Computational Infrastructure 10
11 ERA Requirements Electronic Records Archives (The System) Persistent To manage and access the records over time. Authentic To ensure that these are the original records Records that are created with attached documentary information Scalable To grow and adapt to increasing volumes and evolving types of electronic records To serve a variety of user groups 11
12 How will ERA Work? Electronic Records Archives: ERA Virtual Workspace Model (The System) Tapes Accessioning Workbench Archival Repository Reference Workbench Accession Collection Query Disks Verify Collection Collection Rebuild Internet Wrap & Containerize Describe Metadata Present Records Schedules Archival Research Catalog Order Fulfillment System 12
13 What will the system do? (The System) 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-theart security. 13
14 Electronic Records Archives (The Users) Who are the ERA Users? Researchers Historians Genealogists Citizens Archivists Librarians Chief Information Officers Federal Records Officers Information Resource Managers NARA staff Donors Attorneys Sociologists Economists Geographers Federal Program Officials Businesses 14
15 The Electronic Records Archives (The Program) The Archivist established the ERA Program as an official division of NARA Research partnerships are formed to find solutions to the electronics archiving challenge Contractor Team hired to assist with program management Request for Proposal issued Bids received (11 Feb 04) 15
16 The ERA Program (The Program) 12/03 3rd Qtr year Where are we now? Release of RFP 12/03 Award Two Design Contracts 3 rd Qtr. FY04 Select a Single Developer 3 rd Qtr. FY05 Initial Operating Capability FY 2007 Five Increments w/ Multiple Releases Full Operating Capability I1 I2 I3 I4 I5 2 years 1 year 1 year 1 year Release of the Request for Proposal Contract Award 3rd Qtr Select Single Developer FY 2007 Initial Operating Capability (IOC) 2011 Full Operating Capability (FOC) 16
17 Electronic Records Archives (The Program) Test online public access in the Virtual Archives Laboratory Official Military Personnel Files Continue Research and Development Census 2006 (Mountain of Information is coming) 17
18 Program Management Information Electronic Records Archives (Contact Information) ERA Main Phone Number: (301) ERA PMO ERA Acquisitions ERA Website: 18
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