NARA RECORDS MANAGEMENT INITIATIVES FOR MORE EFFECTIVE ACCESS TO INFORMATION. SERI Educational Webinar Tuesday, September 9, :00 pm Eastern
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1 NARA RECORDS MANAGEMENT INITIATIVES FOR MORE EFFECTIVE ACCESS TO INFORMATION SERI Educational Webinar Tuesday, September 9, :00 pm Eastern
2 ACKNOWLEDGEMENTS This project is made possible by a grant from: 2 SERI Educational Webinar - September 9, 2014
3 PRESENTERS Meg Phillips External Affairs Liaison National Archives and Records Administration Donald Chalfant Electronic Records Format Specialist National Archives and Records Administration 3 SERI Educational Webinar - September 9, 2014
4 Establishing a Foundation for Access: ARMA, NARA, and ISO Frameworks for Improving Information Management Meg Phillips, NARA Based on on SAA Presentation developed with Don Rosen, NARA and Diane Carlisle, ARMA
5 Good Access is Not the Result of Good Luck! Managing Government Records Directive ISO Standards for Records Management ARMA Information Governance tools: The Principles Information Governance Maturity Model Technology and automation 5 SERI Educational Webinar - September 9, 2014
6 Managing Government Records Directive (M-12-18) 6
7 Directive Timeline 7 SERI Educational Webinar - September 9, 2014
8 What is an ISO Standard? A standard is a document that provides requirements, specifications, guidelines or characteristics that can be used consistently to ensure that materials, products, processes and services are fit for their purpose. (ISO website definition) ISO world s largest developer of voluntary standards Covers wide range of topics Quality, Safety, Efficiency, Food, Water, Records and Archives! 8 SERI Educational Webinar - September 9, 2014
9 ISO Standards Development Process Is the standard needed? Convene global experts Multi-stakeholder process Industry Consumers Academia NGOs / Government Consensus drives decisions 9 SERI Educational Webinar - September 9, 2014
10 Who Creates RM Standards? International experts TC46 / SC11 30 countries participate; 13 countries observe Who is involved? National Archives: NARA, LAC, National Archief, etc. Associations: ARMA, AIIM, ALA Vendors and Consultants Other relevant TCs TC171: Document management applications 10 SERI Educational Webinar - September 9, 2014
11 Records Management Standards ISO (under Systematic Review) Foundational Standard for Record Management Principles of RM Programs Training Metadata Appraisal Policies and Responsibilities Record Control ISO Metadata ISO and Management System for Records PDF/A 11 SERI Educational Webinar - September 9, 2014
12 Information Governance Reference Model Unifies these perspectives: Business profit Security/Privacy risk IT efficiency Legal risk RIM - risk 12 SERI Educational Webinar - September 9,
13 The ARMA Principles Accountability Transparency Integrity Protection Compliance Availability Retention Disposition A TIP CARD 13 SERI Educational Webinar - September 9, 2014
14 Information Governance Maturity Model Maturity Level 1 Sub-Standard 2 In Development 3 Essential 4 Proactive 5 Transformational Status RED ORANGE AMBER BLUE GREEN No need to stair step through levels Level may vary across principles Level 3 is minimum acceptable Less than 5 may be acceptable: Risk tolerance Level of regulation 14 SERI Educational Webinar - September 9, 2014
15 Principle of Availability An organization shall maintain records in a manner that ensures timely, efficient, and accurate retrieval of needed information. What the Principle Delivers: The correct information to the right person; at the right time; in the right format Rapid, accurate retrieval for business purposes Ability to fulfill ediscovery and regulatory requests What the Principle Depends On: Well-crafted finding aids Defined metadata fields and capture processes Automated, integrated access across active / inactive repositories Protection across all media formats Disaster recovery plans / protocols 15 SERI Educational Webinar - September 9, 2014
16 Technology and Automation Managing Government Records Directive A3 Investigate and stimulate applied research in automated technologies to reduce the burden of records management responsibilities [on the end user] Technology provides opportunities to: Automate policy implementation Break down information silos 16 SERI Educational Webinar - September 9, 2014
17 Automating Electronic Records Management Short term goals All electronically Permanent e-records electronically Long term goals Streamline for easy management, access, and use Support transition to effective digital government Lay the groundwork for better future access 17 SAA s Archival Outlook: Make Access Happen: Help the National Archives Rethink Electronic Recordkeeping!
18 18
19 ERM Automation Report and Plan Report: Outcomes, Risks, NARA Stance on DOD Approaches to Automation No Automation Rule Based Automation Business Process and Workflow Automation Modular, Re-usable ERM Tools Autocategorization 19 Plan: Proposes several steps to make those approaches more accessible and affordable for agencies SERI Educational Webinar - September 9, 2014
20 In Summary Information governance principles and maturity + Managing Government Records Directive + Defined Standards and Best Practices + Technology and Automation = Foundation for Access to Electronic Information 20 SERI Educational Webinar - September 9, 2014
21 NARA Revised Transfer Guidance 2014 Kevin DeVorsey Donald Chalfant Louise Guenther Jill Hudson
22 NARA Overview Goals Scope Major Changes New Categories Mapping from Old to New Q&A SERI Educational Webinar - September 9, 2014 Slide 22
23 Former Transfer Guidance Digital Photographic Records Scanned Images of Text Portable Document Format (Pdf) Digital Geospatial Data Records Web Content Records SERI Educational Webinar - September 9, 2014 Slide 23
24 Goals for revised guidance: Develop a flexible and extensible framework that can adapt to future needs. Balance preference for open, standards based formats with the business needs of agencies. Expand the types of formats that NARA accepts. Minimize the need for agencies to transform records prior to transfer. SERI Educational Webinar - September 9, 2014 Slide 24
25 Electronic Records Lifecycle Migration Decommissioning System design/planning Maintenance Transfer Planning Transfer Processing Preservation & Access Planning Transformation Record Creation and Use Destruction Planning Access Scheduling/Appraisal Ingest Preservation/M aintenance Regular Requests (FOIA, etc.) Public SERI Educational Webinar - September 9,
26 Categories of E-records Digital Still Images Digital Moving Images Digital Audio Text Geospatial Records CAD Structured Data Web & Social Media SERI Educational Webinar - September 9, 2014 Slide 26
27 A Change in Approach We identified formats that are: Preferred Acceptable Acceptable for Imminent Transfer (to sunset previously acceptable formats) Formats vetted for sustainability using the 7 Sustainability Factors Criteria from the Library of Congress disclosure, adoption, transparency, self-documentation, external dependencies, impact of patents, technical protect. mech. SERI Educational Webinar - September 9, 2014 Slide 27
28 Old New Digital Audio Digital Photographic Records Digital Still Images Scanned Images of Text Portable Document Format (Pdf) Textual Data CAD Digital Moving Images Digital Geospatial Data Records Geospatial Structured Data Web Content Records Presentation Web Records SERI Educational Webinar - September 9, 2014 Slide 28
29 Major Changes Formats are categorized by genre. PDF has been rolled into the different categories where it is an appropriate format rather than existing as a stand-alone category for scanned text. New categories include Computer Aided Design Formats (CAD), word processing and office automation formats (Microsoft Word and Excel), and digital audio and video. SERI Educational Webinar - September 9, 2014 Slide 29
30 What Revised Transfer Guidance is not Not a comprehensive list of formats for agencies to use for all business purposes Not creation guidance (i.e. how to create a quality file, set up a scanning operation, etc.) Not appraisal guidance Not guidance on physical media SERI Educational Webinar - September 9, 2014 Slide 30
31 Don Chalfant Electronic Records Format Specialist ACPE Office of the Chief Records Officer Agency Services National Archives and Records Administration SERI Educational Webinar - September 9,
32 QUESTIONS & COMMENTS 32 SERI Educational Webinar - September 9, 2014
33 WRAP-UP Post-webinar evaluation will automatically open in your web browser when you exit the session. Next SERI Educational Webinar is Tuesday, October 2:00 pm Eastern Topic: Electronic Records Ingest Complete webinar schedule is available on CoSA s website: All webinar slides available from the SERI webinar page: 33 SERI Educational Webinar - September 9, 2014
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