Reminder: Comments due by February 23, 2018 on Draft ERM Federal Integrated Business Framework and Use Cases for Electronic Messages

As we announced in a previous post, we are requesting comments on two draft documents as part of our Federal Electronic Records Modernization Initiative (FERMI). The documents are the Electronic Records Management Federal Integrated Business Framework (ERM-FIBF) and the Use Cases for Electronic Messages.

We would like to receive feedback from a variety of stakeholders, so please share widely. Comments are due on Friday, February 23, 2018.

If you have any questions about the documents, please contact PRMD@nara.gov.

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Updates to Records Management Web Pages

Over the coming months, we will be making minor changes to our website. We will be reorganizing our pages to to make it easier to find the resources from these pages. We have started with reorganizing and consolidating the records management guidance and regulations pages.

We wanted to inform you in case any existing bookmarks need to be updated. We wanted to assure you that links to individual resources, such as NARA Bulletins or FAQs, will not change.

We are always looking to improve our website. Please leave a comment below or email us at PRMD@nara.gov if you have any suggestions or feedback you’d like to share.

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Opportunity to Comment: Draft ERM Federal Integrated Business Framework and Use Cases for Electronic Messages

We are requesting comments on two draft documents as part of our Federal Electronic Records Modernization Initiative (FERMI). The documents are the Electronic Records Management Federal Integrated Business Framework (ERM-FIBF) (Excel spreadsheet) and the Use Cases for Electronic Messages (Word document). Through FERMI, we have been working to improve the way agencies acquire ERM services and solutions. These documents serve as tools agencies can use when procuring services or solutions to manage electronic messages. They can be used by agencies to demonstrate how vendors perform the described requirements and workflows.

We welcome participation in the development of the ERM-FIBF and the Use Cases. As we would like to hear feedback from a variety of stakeholders, please share widely. You can comment here or fill out our feedback form (Excel spreadsheet) and email to PRMD@nara.gov with any questions or comments for consideration by February 23, 2018. We will review all the comments we receive.

We anticipate releasing the final version of the Use Cases for Electronic Messages in Spring 2018.

We developed the ERM-FIBF according to standards set out in the Federal Integrated Business Framework (FIBF) developed by GSA’s Unified Shared Services Management (USSM) office. The FIBF serves as a model to help the Federal government better coordinate and document common business needs, improve processes and performance, and drive economies of scale. With the development of the ERM-FIBF, NARA hopes to ensure records management requirements conform to the FIBF and are addressed in all Federal Service Areas.

This Use Cases for Electronic Messages document is based on the ERM-FIBF. The Use Cases document, which also includes visual workflows, is written from a high-level perspective and is intended to cover all types of electronic messages. We intend for agencies to use the use cases to demonstrate how vendors and service providers meet the requirements for managing electronic messages. The scenarios reflect an ideal flow of events and do not have to be accomplished in the exact way they are outlined in the Use Cases. The goal is to meet the requirements.

 

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PDF Day – January 29

PDF Day, a program with educational sessions designed for Federal agencies and stakeholders, will take place Monday, January 29, at the National Archives in Washington, DC (Archives I) in the William G. McGowan Theater from 9 a.m. to 6 p.m. ET.

The PDF Association (PDFA) has been sponsoring an annual PDF Day for the past four years. PDF Day brings industry experts, vendors, and managers together to discuss the importance and utility of the Portable Document Format (PDF)–including its various ISO standards and the wide-ranging technologies available to government workflows. International Organization for Standardization (ISO) manages standards that provide requirements, specifications, guidelines or characteristics that can be used consistently to ensure that materials, products, processes and services are fit for their purpose.

There will be 18 educational sessions in two tracks that will offer a wide range of topics such as PDF and Artificial Intelligence; eSignatures; digitization of paper documents; Section 508; PDF and engineering documents; and accessibility issues.

Archivist of the United States David Ferriero will deliver the welcoming remarks at the event. Additionally, John Martinez, supervisor of NARA’s Policy and Standards Team (ACPS), will conduct a session about NARA’s new Draft Strategic Plan, highlighting the impact and implications for Federal records managers of the draft Strategic Plan and its goals for electronic records management, as well as upcoming digitization guidance.

Register at https://www.xing-events.com/pdf-day-washington-2018.html. Registration also includes refreshments, lunch, and a networking function immediately following the event.

For those who can’t attend in-person, much of the event will be broadcast live and recorded via YouTube, similar to the Bi-monthly Records and Information Discussion Group (BRIDG). We’ll share the direct video link when it becomes available.

You can read more about the sessions and presenters at https://www.pdfa.org/event/pdf-day-washington-dc/

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Opening of 2017 Reporting Period

Today, we opened the 2017 records management reporting period. Agencies will have until March 16, 2018 to submit the following three reports:

  1. Records Management Self-Assessment (RMSA): The annual RMSA asks questions that assess compliance with records management statutes and regulations as well as NARA policies and guidance. The survey link was sent today via email to Agency Records Officers and those designated to respond to the RMSA. After completing the assessment, agencies will have access to their results. Questions about the RMSA may be sent to rmselfassessment@nara.gov.
  2. Federal Email Management Reporting: This survey is designed to evaluate how well Federal agencies are managing their email records according to the Criteria for Managing Email Records in Compliance with the Managing Government Records Directive (M-12-18). The survey link was sent today via email to Agency Records Officers and those designated to respond to the email survey. Questions about the email survey may be sent to rmselfassessment@nara.gov.
  3. Senior Agency Official for Records Management (SAORM) Annual Report: This report gathers data on agency progress towards the goals of the Directive and other important records management initiatives as identified by NARA. The template was emailed to SAORMs today. Questions about the SAORM report can be sent to prmd@nara.gov.

We will post the SAORM and Federal Email Management Reports to our website as we receive them. We’ve also posted previous year’s RMSA, Email Management, and SAORM reports. For FY16, NARA produced a combined analysis of all three reports.

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Completion of Goal 3.2 of the Managing Government Records Directive

We are  pleased to announce the completion of another target from the Managing Government Records Directive. Target 3.2 of the Directive was to complete an overhaul of our General Records Schedule (GRS). This project is complete with publication of General Records Schedule (GRS) Transmittal 29 (.pdf).  We’ve now completely superseded the old GRS! GRS Transmittal 29, and all of the GRS, can be accessed on our website

Signing of GRS Transmittal 29

Katherene Kim (left), Laurence Brewer (middle), and Margaret Hawkins, join David S. Ferriero, Archivist of the United States, as he signs GRS Transmittal 29, the final GRS package that satisfies the Managing Government Records Directive goal to overhaul the GRS by December 2017.

The above photo commemorates this significant milestone. Here, Archivist of the United States David Ferriero is signing the transmittal. Behind him are (from left to right), GRS Team member Katherene Kim, Chief Records Officer for the U.S. Government Laurence Brewer, and Director of Records Management Operations Margaret Hawkins. We also want to take this opportunity to thank all the agencies that assisted in this project by answering questions and providing comments on draft schedules.  

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November 2 Industry Day Agenda

As we mentioned in our previous post, as part of the Federal Electronic Records Modernization Initiative (FERMI) we are co-hosting an Industry Day on November 2, 2017, from 10:00 am to 3:00 pm, at GSA’s Headquarters. There will be two sessions in the day for different target audiences: the morning session (10:00 am – 12:00 pm) will be for Federal agencies and the afternoon session (1:00 pm – 3:00 pm) will be for vendors.

Agenda

Federal Agencies Session

  • Welcome
  • Remarks from Beth Angerman, Executive Director, Unified Shared Services Management
  • NARA’s Federal Electronic Record Modernization Initiative (FERMI)
    • Laurence Brewer, Chief Records Officer of the U.S. Government
    • Lisa Haralampus, Director, Records Management Policy and Outreach
    • Jeffrey Auser, Contracting Officer
  • GSA Overview of Special Item Numbers 51 504 and 51 600
    • Jeffery Calhoun, Branch Chief, Multiple Award Schedules Program
    • Bob Valente, Contracting Officer
  • Closing Remarks

Vendors Session

  • Welcome
  • NARA’s Federal Electronic Record Modernization Initiative (FERMI)
    • Lisa Haralampus, Director, Records Management Policy and Outreach
    • Courtney Anderson, Electronic Records Policy Analyst, Records Management Policy and Program Support
    • Jeffrey Auser, Contracting Officer
  • GSA Overview of Special Item Numbers 51 504 and 51 600
    • Jeffery Calhoun, Branch Chief, Multiple Award Schedules Program
    • Bob Valente, Contracting Officer
  • Question & Answer

Please see GSA’s blog for more information and to register for the event. All Federal agencies are welcome to attend.

If you have any questions, please email us at PRMD@nara.gov.

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Save the Date: Industry Day at GSA, November 2, 2017

As part of NARA’s Federal Electronic Records Modernization Initiative (FERMI), we will be participating in an Industry Day on November 2, 2017, from 10:00 am to 3:00 pm, at GSA’s Headquarters. There will be two sessions in the day for different target audiences: the morning session (10:00 am – 12:00 pm) will be for Federal agencies and the afternoon session (1:00 pm – 3:00 pm) will be for vendors.  

FERMI is aimed at helping agencies obtain electronic records management (ERM) solutions and services through an improved procurement process. As we posted previously, NARA has been working with GSA to create a new ERM Special Item Number (SIN) under Schedule 36. The new SIN is now published and available for use. The Industry Day will give agencies and vendors the opportunity to learn more about the new ERM SIN.

Please see GSA’s blog for more information and to register for the event.

All Federal agencies are welcome to attend. If there are any questions, please email us at PRMD@nara.gov

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