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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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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