Hurricane Irma Threatening Puerto Rico and Florida

As Hurricane Irma bears down on the Caribbean and South Florida, 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 in Texas and Louisiana that experienced damage to their records as a result of Hurricane Harvey.

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.

Posted in Records Disaster Preparedness | Tagged

GSA Posting Updates to Schedule 36

We have  been working with administrators from GSA to insert new language on Electronic Records Management (ERM) into Schedule 36, which deals with records management services. As a result, we have updated the existing SIN (51 504) and created a new Special Item Number (SIN 51 600) – one solely for the description of physical records management and one solely for ERM.

  • The Physical Records Management SIN 51 504 is an update from what was previously listed on Schedule 36. The language has been updated to reflect current regulations and requirements.
  • The Electronic Records Management SIN 51 600 includes any solutions and/or services necessary to provide a total electronic records management solution. We are excited to have the Universal ERM Requirements included as a part of this SIN.

GSA published a blog post detailing the specific changes made to Schedule 36. The post provides instructions on how vendors can contact GSA for questions about the schedule changes. The post also advertises an upcoming GSA webinar on these changes and a related Industry Day. We also welcome your feedback here.

Posted in General | Tagged , , , , | 1 Comment

Hurricane Harvey Landfall in Texas

UPDATE (August 29): Harvey has made landfall in Texas. However, the information below is still valuable for Federal agencies and records personnel dealing with the effects of this storm.

In advance of Hurricane Harvey, we remind Agency Records Officers that NARA posts records emergency information and other useful guidance to pass along to other agency personnel.

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.

Posted in Records Disaster Preparedness | Tagged

Opportunity for Comment: NARA’s Draft 2018-2022 Strategic Plan

We are inviting our stakeholders to comment on NARA’s draft 2018-2022 Strategic Plan.

All Federal agencies are required to produce a strategic document every four years. As NARA develops its strategic plan, we are seeking input from our partners and stakeholders. This letter from the Archivist of the United States explains how you can provide feedback through GitHub or by email to strategy@nara.gov

Please submit your comments by September 1, 2017. We realize this is an aggressive timeline and we apologize for the short turnaround time.

If you have any questions about the draft plan or the review process, please email strategy@nara.gov.

Posted in General | Tagged , , ,

Opportunity for Comment: Draft SAORM Bulletin

We are requesting comments on a draft Bulletin entitled “Guidance on Senior Agency Officials for Records Management.” The draft is available here (.pdf)

We anticipate releasing this Bulletin by the end of the fiscal year. It was developed to consolidate guidance on the SAORM position and to clarify their roles and responsibilities. The Bulletin also outlines how Departments and agencies designate their SAORMs and agency Records Officers (ROs).

The draft Bulletin supersedes the Frequently Asked Questions about Senior Agency Officials (SAOs) Appointments and incorporates applicable content from the Managing Government Records Directive (M-12-18) (.pdf) and OMB Circular A-130 (.pdf)

We welcome participation in the development of this guidance. Please comment here or email PRMD@nara.gov with any questions or comments for consideration by August 28, 2017. We will review all the comments we receive.

Thank you.

Posted in General

Universal Electronic Records Management Requirements

We are pleased to announce the release of the Universal Electronic Records Management 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.

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 also expect these requirements to be used in other ways. GSA is developing a new Special Item Number under Schedule 36 for electronic records management services based on these requirements. GSA plans to award this new SIN to vendors who self-certify they meet these requirements.

We also envision integrating these requirements into each of the shared services being developed by the Unified Shared Services Management office. This could ensure any of the shared services’ IT systems will manage electronic records according to NARA guidance and potentially reduce the records management burden on individual agencies.

This represents a significant milestone in our ongoing effort to improve records management throughout the Federal government as mandated by the Managing Government Records Directive.

Posted in General | Tagged , , , , , | 5 Comments

Records Management Training Opportunities in August

Click here to register!

😎 August is a great time to earn NARA’s Certificate of Records Management by enrolling in our Knowledge Area (KA) courses.  We offer a Certificate of Federal Records Management Training to individuals who successfully complete Knowledge Area courses 2-6 and pass exams associated with each course. Upon completion of the courses and exams, participants will receive a Certificate signed by the Archivist of the United States.

We also offer specialty and overview courses like Electronic Records Management and Basic Records Operations (BRO).

Training is offered online, in College Park, MD, Washington, DC and select locations across the country.

AUGUST 2017

Tuesday, August 01, 2017
7:20 AM – 3:50 PM EST Basic Records Operations – Classroom Courses
Locator: 875
Norfolk Naval Shipyard, Building 15, Room 223, Portsmouth, VA 23709-1022
9:00 AM – 4:00 PM EST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 224
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Wednesday, August 02, 2017
7:20 AM – 3:50 PM EST Electronic Records Management
Locator: 876
Norfolk Naval Shipyard, Building 15, Room 223, Portsmouth, VA 23709-1022
9:00 AM – 4:00 PM EST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 224
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Thursday, August 03, 2017
7:20 AM – 3:50 PM EST Electronic Records Management
Locator: 876
Norfolk Naval Shipyard, Building 15, Room 223, Portsmouth, VA 23709-1022
9:00 AM – 4:00 PM EST Knowledge Area 3 (KA3) Records Scheduling
Locator: 139
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Friday, August 04, 2017
9:00 AM – 4:00 PM EST Knowledge Area 3 (KA3) Records Scheduling
Locator: 139
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Monday, August 07, 2017
9:00 AM – 4:00 PM MST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 229
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
9:00 AM – 4:00 PM EST Knowledge Area 4 (KA4) Records Schedule Implementation
Locator: 112
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Tuesday, August 08, 2017
9:00 AM – 4:00 PM MST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 229
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
9:00 AM – 4:00 PM EST Knowledge Area 4 (KA4) Records Schedule Implementation
Locator: 112
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Wednesday, August 09, 2017
9:00 AM – 4:00 PM MST Knowledge Area 3 (KA3) Records Scheduling
Locator: 141
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
10:00 AM – 11:30 AM PST Basic Records Operations – Online Courses
Locator: 314
Online
Thursday, August 10, 2017
8:00 AM – 4:30 PM EST Basic Records Operations – Classroom Courses
Locator: 589
Department of Veterans Affairs Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744
9:00 AM – 4:00 PM MST Knowledge Area 3 (KA3) Records Scheduling
Locator: 141
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
9:00 AM – 4:00 PM EST Knowledge Area 5 (KA5) Asset and Risk Management
Locator: 177
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
10:00 AM – 11:30 AM PST Vital Business Information – Online Courses
Locator: 318
Online
Friday, August 11, 2017
9:00 AM – 4:00 PM EST Knowledge Area 5 (KA5) Asset and Risk Management
Locator: 177
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Monday, August 14, 2017
9:00 AM – 4:00 PM MST Knowledge Area 4 (KA4) Records Schedule Implementation
Locator: 117
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
9:00 AM – 4:00 PM EST Knowledge Area 6 (KA6) Records Management Program Development
Locator: 191
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Tuesday, August 15, 2017
9:00 AM – 4:00 PM MST Knowledge Area 4 (KA4) Records Schedule Implementation
Locator: 117
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
9:00 AM – 4:00 PM EST Electronic Records Management
Locator: 294
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
Wednesday, August 16, 2017
9:00 AM – 4:00 PM EST Electronic Records Management
Locator: 294
NARA, Lec. Room A, 8601 Adelphi Rd, College Park, MD 20740
9:00 AM – 4:00 PM MST Knowledge Area 5 (KA5) Asset and Risk Management
Locator: 198
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
10:00 AM – 11:30 AM PST Basic Records Operations – Online Courses
Locator: 314
Online
Thursday, August 17, 2017
9:00 AM – 4:00 PM MST Knowledge Area 5 (KA5) Asset and Risk Management
Locator: 198
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
10:00 AM – 11:30 AM PST Vital Business Information – Online Courses
Locator: 318
Online
Friday, August 18, 2017
9:00 AM – 4:00 PM MST Knowledge Area 6 (KA6) Records Management Program Development
Locator: 192
NARA Broomfield, CO, 17101 Huron St, Training Rm (105/106), Broomfield, CO 80023-8909
Monday, August 21, 2017
8:30 AM – 4:00 PM CST Basic Records Operations – Classroom Courses
Locator: 574
San Antonio, TX – Training Support Center, 2536 Garden Ave., Bldg 4110, Fort Sam Houston, TX 78234
Tuesday, August 22, 2017
8:30 AM – 4:00 PM CST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 575
San Antonio, TX – Training Support Center, 2536 Garden Ave., Bldg 4110, Fort Sam Houston, TX 78234
Wednesday, August 23, 2017
8:30 AM – 4:00 PM CST Knowledge Area 2 (KA2) Creating and Maintaining Agency Business Information
Locator: 575
San Antonio, TX – Training Support Center, 2536 Garden Ave., Bldg 4110, Fort Sam Houston, TX 78234
10:00 AM – 11:30 AM PST Basic Records Operations – Online Courses
Locator: 314
Online
Thursday, August 24, 2017
8:30 AM – 4:00 PM CST Knowledge Area 3 (KA3) Records Scheduling
Locator: 591
San Antonio, TX – Training Support Center, 2536 Garden Ave., Bldg 4110, Fort Sam Houston, TX 78234
10:00 AM – 11:30 AM PST Vital Business Information – Online Courses
Locator: 318
Online
Friday, August 25, 2017
8:30 AM – 4:00 PM CST Knowledge Area 3 (KA3) Records Scheduling
Locator: 591
San Antonio, TX – Training Support Center, 2536 Garden Ave., Bldg 4110, Fort Sam Houston, TX 78234
Monday, August 28, 2017
8:30 AM – 4:00 PM EST Electronic Records Management
Locator: 691
Department of Energy, 2714 Complex Conference Center, 235 Laboratory Road, Oak Ridge, TN 37380
Tuesday, August 29, 2017
8:30 AM – 4:00 PM EST Electronic Records Management
Locator: 691
Department of Energy, 2714 Complex Conference Center, 235 Laboratory Road, Oak Ridge, TN 37380
8:30 AM – 4:00 PM CST Electronic Records Management
Locator: 295
Houston Airport System /Administration Bldg, 16930 JFKennedy Blvd, Houston, TX 77032
Wednesday, August 30, 2017
8:30 AM – 4:00 PM CST Electronic Records Management
Locator: 295
Houston Airport System /Administration Bldg, 16930 JFKennedy Blvd, Houston, TX 77032
8:30 AM – 4:00 PM EST Vital Business Information – Classroom Courses
Locator: 692
Department of Energy, 2714 Complex Conference Center, 235 Laboratory Road, Oak Ridge, TN 37380
10:00 AM – 11:30 AM PST Basic Records Operations – Online Courses
Locator: 314
Online
Thursday, August 31, 2017
10:00 AM – 11:30 AM PST Vital Business Information – Online Courses
Locator: 318
Online
Posted in General | Tagged ,

NARA Review of Proposed CIA Records Schedule

Due to recent interest, we are sharing information on a proposed Central Intelligence Agency (CIA) records schedule. NARA released a press release this morning and we are sharing additional resources here.

NARA is in the final stages of the records scheduling process with CIA to authorize the disposal after 30 years of various categories of administrative and program records. You can find a copy of the proposed schedule here. We are also sharing NARA’s appraisal report which further clarifies NARA’s position on the value of these records.

The appraisal report is based on on-site review and discussions of agency business processes with CIA officials. As with all agency schedules, this schedule must be approved by the Archivist of the United States, following a public notice and comment period.

Please contact records.management@nara.gov if you have questions about the schedule, the appraisal report, or the scheduling process.

Posted in General | Tagged ,