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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Approved Records Storage Facilities

Rick Blondo, NARA’s Federal Records Storage Facility Standards compliance manager, is pleased to announce the online availability of the list of commercial records storage facilities approved by NARA for use by the Federal agencies or entities that certified them to NARA as compliant with 36 CFR 1234. It is File 10 (.pdf) of the Federal Records Storage Facility Standards Toolkit.

If you have any questions please contact rick.blondo@nara.gov or by telephone at (301) 837-1844.

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Updated: Federal Agency Records Management Report

Last week, we announced the release of the 2016 Federal Agency Records Management Report. We have since re-issued this report to correct data errors in the email scores column of Appendix V. The Records Management Self-Assessment (RMSA) and Senior Agency Official for Records Management Report (SAORM) sections were not affected and remain unchanged in the revised version.

If you have any questions about the report or need additional information, please contact rmselfassessment@nara.gov.

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Senior Agency Officials for Records Management (SAORM) Bulletin Issued

We are pleased to announce the release of NARA Bulletin 2017-02: Guidance on Senior Agency Officials for Records Management. The Bulletin clarifies the roles and responsibilities of the pivotal SAORM position and consolidates existing guidance into one source. The Bulletin incorporates relevant content from the joint OMB-NARA Managing Government Records Directive (M-12-18), NARA’s Frequently Asked Questions about Senior Agency Officials (SAOs) Appointments (now superseded), and OMB Circular A-130).

In addition to consolidating guidance on the SAORM position and describing their roles and responsibilities, the Bulletin states that the expectation is the SAORM serves in a more strategic role whereas the Agency Records Officer should generally serve in a more operational role. The SAORM bridges the gap between the agency head and the Agency Records Officer in order to provide strategic direction for the records management program. The Bulletin also outlines how Departments and agencies designate their SAORMs and Agency Records Officers.

Please comment here, or if you prefer, email PRMD@nara.gov with any questions or comments.

Thank you.

 

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2016 Annual RM Report Released

We are pleased to announce the publication of the National Archives and Records Administration’s Federal Agency Records Management Annual Report, 2016

In 2016, we required Federal agencies to submit three reports: The annual Senior Agency Official for Records Management (SAORM) Report, the annual Records Management Self-Assessment (RMSA), and a supplemental Federal Email Management Report. We consolidated these reports from agencies into the Federal Agency Records Management Annual Report. 2016. This report provides a summary analysis on the state of Federal records management programs.

The data received this year by Federal agencies shows progress towards improving records management and strengthening electronic records and email management throughout the Federal Government. Laurence Brewer, the Chief Records Officer for the U.S. Government summarized by saying: “Overall the results are trending positive.  Most agencies have taken action, but there is still a ways to go in many areas, including policy promulgation, systems implementation, managing access, and — important for NARA — transferring email to our agency for permanent preservation.”

Key findings:

  • For the first time since 2010, more agencies submitting the RMSA scored in the low-risk category for non-compliance than the high-risk category;
  • Overall, agency records management programs continue to improve through active involvement in information management processes and decisions; enhanced policies and directives; and increased awareness and outreach programs.
  • As seen in prior RMSAs, gradual overall improvement in compliance with Federal records management statutes and regulations continues.
  • The RMSA used a maturity model scale of 0 to 4 to measure email policies, systems, access, and disposition based on the Success Criteria for Managing Email published by NARA in 2016. The majority of agencies rated themselves at Level 3—indicating that agencies are no longer printing and filing email records, systems are in place to capture and preserve email records, access to stored email exists, and records retention scheduling is in progress but needs considerably more attention.
  • Most of the SAORMs reported meeting the M-12-18 target to manage email in electronic format by December 31, 2016. Those who did not, expected to be managing email in electronic format by the end of 2017.
  • Agencies are making progress towards managing permanent electronic records in electronic format by December 31, 2019.

If you have any questions regarding Federal agency records management annual reports, please feel free to leave a comment here on the blog or send an email to rmselfassessment@nara.gov.

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Hurricane Redux: Hurricane Maria Targets Puerto Rico, USVI, and Threatens Mainland U.S.

As Hurricane Maria, now a Category 5 hurricane, bears down on Puerto Rico and U.S. Virgin Islands, before possibly turning northeast and threatening the east coast of the U.S, we again remind Agency Records Officers that NARA posts records emergency information and other useful guidance to pass along to other agency personnel. This information is also still relevant for any Federal agencies that experienced damage to their records as a result of Hurricanes Harvey and Irma.

For advice and assistance on preparing for the Hurricane and records recovery operations after the end of the storm, please refer to the preservation section (https://www.archives.gov/preservation/records-emergency/federal) of our website. Here, you will find a section on preparation, and several sections about what to do if you have records that have suffered damage.

Depending on the damage caused by the Hurricane, it may be necessary for your agency to implement a records recovery operation. Water damage will likely be the major records recovery issue. The web page also includes a template (.pdf)(https://www.archives.gov/files/preservation/disaster-response/contracting-emergency-records-recovery-template.pdf) for contracting for records recovery services. Contact Preservation Programs staff listed in the preservation section (https://www.archives.gov/records-mgmt/vital-records/disaster-pocs.html) of our website for any questions regarding records salvage and recovery vendors.

NARA staff members are available to provide additional information and guidance.

For advice on records recovery issues, please contact Preservation Programs at preservation@nara.gov. Preservation staff monitors the email address and will respond accordingly.

For advice and assistance on other records management issues arising from the storm, including the need for emergency destruction of irreparably damaged records under 36 CFR1229.10 or the loss of records under 36 CFR1230.14, please contact the appraisal archivist assigned to your agency. Please see this list of agency staff assignments and points of contact (https://www.archives.gov/records-mgmt/appraisal/work-group-all.html).

For advice and assistance on issues concerning classified national security information, please contact the Information Security Oversight Office (ISOO) on 202-357-5250 or via email at ISOO@nara.gov.

Hurricane season ends in the U.S. on November 30.

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Update: NARA’s Draft Strategic Plan, 2018-2022

The NARA draft strategic plan has been updated and submitted to the Office of Management and Budget (OMB) for their review.  We want to offer our sincere thank you to all who provided us with comments and questions.

We made a number of changes to this version. The most obvious change is that we added narrative descriptions for each objective. These new narratives better describe the current state and our vision for the future, as well as identify strategies for how we plan to achieve each objective.

Two of the changes most related to federal records management are:

  • By FY 2020, NARA will have policies and processes in place to support Federal agencies’ transition to fully electronic recordkeeping. We added this new objective under our Strategic Goal Connect with Customers based on comments from our customer Federal agencies who asked us to make a commitment to assist them in transitioning to a fully electronic environment.
  • By December 31, 2022, NARA will, to the fullest extent possible, no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata. We added the phrase “to the fullest extent possible” based on extensive feedback from both staff and external commenters. We modified the language of this objective to recognize that NARA may need to accept a limited number of analog records after the December 31, 2022 deadline.  

We will be talking about the draft strategic plan at the upcoming Agency Services BRIDG meeting on October 16th.

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