Release of Universal Electronic Records Management Requirements, Version 3

We are pleased to announce the release of Version 3 of the Universal Electronic Records Management (ERM) Requirements as part of our Federal Electronic Records Modernization Initiative (FERMI). Through this initiative, we have been working to improve the way agencies acquire ERM services and solutions.

We first released the Universal ERM Requirements in August 2017. We released Version 2 in April 2020. We began the process to update the requirements for Version 3 by requesting comments on Records Express in November 2022. Thank you to all who submitted comments. We reviewed all the comments and updated Version 3. 

We made the following updates in Version 3: 

  • Revised Abstract to include born-digital and digitized analog records. 
  • Under Lifecycle Requirements:
    • Removed cloud services as a record type from the Lifecycle Requirements and Glossary tabs as any type of record could be stored using cloud services. Consolidated the record type columns.
    • Added new requirements on metadata needed to support search and maintenance of electronic records, including electronic messages. 
    • Updated authoritative sources, including digitization regulations and the Expanding the Use of a Role-Based Approach (Capstone) for Electronic Messages bulletin
    • Removed a duplicative requirement on preferred and acceptable file formats for transferring permanent records to NARA.  
  • Added Digitization Requirements for Temporary Records tab.
  • Added Digitization Requirements for Permanent Records tab.
  • Removed Transfer Format Requirements tab as this content often changes. The authoritative source for transfer formats is in Appendix A: Table of File Formats of NARA Bulletin 2014-04, Format Guidance for the Transfer of Permanent Electronic Records. 
  • Updated the Glossary based on changes in the Lifecycle Requirements. 

Agency staff can use the Universal ERM Requirements as a starting point when writing a Statement of Work or Performance Work Statement for ERM tools or services. Records officers can share these requirements with their procurement and IT departments as a basis for work on specific requirements for agency systems.

We are working with the General Services Administration (GSA) to incorporate Version 3 of the Universal ERM Requirements into GSA’s Multiple Award Schedule under 518210ERM Electronic Records Management Solutions and 518210DC Document Conversion Services. Vendors will re-certify they can meet the Universal ERM Requirements, Version 3 by submitting a new self-certification.

Please contact with any questions.