[Fiscal Year 2003]{.smallcaps}

[Annual Performance Report]{.smallcaps}

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\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Submitted to the Congress**

**February 2, 2004**

**[National Archives and Records Administration]{.smallcaps}**

## **Preface from the Archivist**

Here at the National Archives and Records Administration, we are happy
to once again welcome visitors who come to see our nation's Charters of
Freedom---the Declaration of Independence, Constitution, and Bill of
Rights. For the last two years, these founding documents have been
undergoing conservation work while, at the same time, the National
Archives Building in Washington, DC was being renovated.

In this report, we show you how we continue to ensure that the records
we hold are preserved and available to you. For while the Charters are
unquestionably the most famous records we care for, all the records we
hold play a vital role in our democracy. Without these records, we would
not be able to claim their rights and entitlements. We would not be able
to hold our Government officials accountable for their actions. We would
not know or be able to understand our past. Without these records we
would no longer live in a democracy.

The past year has been an exciting one for the National Archives and
Records Administration, as we have seen several of our long-term
projects move from the planning phase into implementation. Electronic
records and the technology that goes with them have forever changed the
way the Federal Government does business, and we are redesigning
Government recordkeeping to support the business operations of Federal
agencies.

Now in design, our Electronic Records Archives (ERA) will solve the
problem of how to preserve the electronic records of our Government and
provide access to them far into the future. ERA is a revolutionary
project that will have widespread applications, for the challenge of
preserving electronic records affects everyone---from Federal agencies,
to state and local governments, to the academic community, to the
private sector. Every day, we strive to advance these initiatives, and
also perform the day-to-day tasks that allow us to provide ready access
to the essential evidence of our Government. And in everything we do, we
strive to provide top-notch service to all our customers, especially the
American public.

As we celebrated the return of the Charters of Freedom to public
display, historian Ken Burns keenly observed that unlike other
countries, which came together because of economics, religion, race,
language, geography, or conquest, our country is here because of words
and ideas. He said, "We see that we are stitched together by words, that
words remind us of why, against all odds, and contrary to the general
impulses of human nature, we agree to cohere as a people."

America is sustained by the words, ideas, and spirit embodied within the
millions of records that tell the stories of our Government and our
people. And each day the National Archives and Records Administration
works to preserve these records and make them accessible to anyone who
wishes to examine them. Every day we prove over and over again that
records matter.

John W. Carlin

Archivist of the United States

###### [Table of Contents]{.smallcaps}

###### Preface from the Archivist ii

###### Introduction

> What is the National Archives? iv
>
> Our Mission iv
>
> Our Strategic Goals v
>
> Budget resources v
>
> Performance measurement v

**Strategic Goal 1: Essential Evidence** **1**

> Target 1.1: Targeted assistance 1
>
> Target 1.2: Schedule new records 2
>
> Target 1.3: Close out schedule items 3

###### Strategic Goal 2: Access 5

> Target 2.1: Customer service 5
>
> Target 2.2: Online services 8
>
> Target 2.3: Online catalog 9
>
> Target 2.4: Classification 10
>
> Target 2.5: Declassification 11

Target 2.6: Presidential records 13

Target 2.7: NHPRC grants 13

###### Strategic Goal 3: Space and Preservation 15

Target 3.1: Holdings in appropriate space 15

Target 3.2: Preservation of at-risk holdings 16

Target 3.3: Preservation of electronic records 18

###### Strategic Goal 4: Infrastructure 20

Target 4.1: Performance and development plans 20

Target 4.2: Equal employment opportunity 21

Target 4.3: Federal Register production 22

Target 4.4: Computers and communications 23

###### Appendix A: Outputs 25

###### Appendix B: Program evaluations 26

###### Appendix C: Federal records management evaluations 30

**[INTRODUCTION]{.smallcaps}**

**What is the National Archives?** The National Archives of the United
States is a public trust on which our democracy depends. We enable
people to inspect for themselves the record of what Government has done.
We enable officials and agencies to review their actions and help
citizens hold them accountable. We ensure continuing access to essential
evidence that documents:

-   the rights of American citizens,

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-   the actions of Federal officials,

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-   the national experience.

To ensure ready access to essential evidence, the National Archives and
Records Administration (NARA) establishes policies and procedures for
managing U.S. Government records. We assist and train Federal agencies
in documenting their activities, administering records management
programs, scheduling records, and retiring non-current records to
regional records services facilities for cost-effective storage. We
appraise, accession, arrange, describe, preserve, and make available to
the public the historically valuable records of the three branches of
Government. We manage a nationwide system of Presidential libraries,
records centers, and regional archives. We administer the Information
Security Oversight Office (ISOO) and make grants to non-Federal
institutions to support historical documentation through the National
Historical Publications and Records Commission (NHPRC). We publish the
*Federal Register, Statutes at Large,* Government regulations, and
Presidential and other public documents.

We serve a broad spectrum of American society. Genealogists and family
historians; veterans and their authorized representatives; academics,
scholars, historians, business and occupational researchers; publication
and broadcast journalists; Congress, the Courts, the White House, and
other public officials; Federal Government agencies and the individuals
they serve; state and local government personnel; professional
organizations and their members; students and teachers; and the general
public---all seek answers from the records we preserve.

To be effective, we must determine what evidence is essential for
documentation, ensure that Government creates such evidence, and make it
easy for users to access that evidence regardless of where it is, or
where they are, for as long as needed. We also must find technologies,
techniques, and partners worldwide that can help improve service and
hold down costs, and we must help staff members continuously expand
their capability to make the changes necessary to realize our goals.

***Our Mission:***

**[NARA ensures, for the Citizen and the Public Servant, for the
President and the Congress and the Courts, ready access to essential
evidence.]{.smallcaps}**

***Our Strategic Goals:***

> *• One:* Essential evidence will be created, identified, appropriately
> scheduled, and managed for as long as needed.
>
> *• Two:* Essential evidence will be easy to access regardless of where
> it is or where users are for as long as needed.
>
> *• Three:* All records will be preserved in appropriate space for use
> as long as needed.
>
> *• Four:* NARA's capabilities for making the changes necessary to
> realize our vision will continuously expand.

These goals and the strategies to achieve them are detailed in *Ready
Access to Essential Evidence: The Strategic Plan of the National
Archives and Records Administration, 1997-2007*, updated and reissued
September 2003. This annual performance report is based on the goals,
strategies, and long-range performance targets in our Strategic Plan,
and the specific objectives in our FY 2003 Annual Performance Plan. (In
order to ensure consistency with the FY 2003 Annual Performance Plan,
this report is based on the 2000 Strategic Plan.) The following pages
detail our performance on all our FY 2003 objectives. Checked boxes
precede those we fully achieved. Those we did not fully achieve have
open boxes with an explanation below. We also included all relevant
performance results and trend information. Supplemental performance data
for some objectives is included in Appendix A. Our budget is linked to
the report's performance goals. We received no aid from non-Federal
parties in preparing this report.

**Budget resources.** Following is a summary of the resources, by budget
authority, we received to meet our FY 2003 objectives.

> **Operating Expenses** \$241,065,000
>
> **Repairs/Restorations** \$14,116,000
>
> **Grants** \$6,458,000

**Total Budget Authority** \$261,639,000

**Redemption of Debt** \$7,186,000

> **Total Appropriation** \$268,825,000
>
> **Total FTE** 2,793

**Performance measurement.** We continued using four mechanisms to
assess our performance: (1) periodic management reviews, (2) formal
audits of operations, (3) implementation and refinement of the agency's
performance measurement system, and (4) systematic sampling of
measurement system effectiveness. (Appendix B provides summaries of
reviews, evaluations, and audits conducted in FY 2003.) In FY 1999 we
deployed an agency-wide performance measurement and reporting system.
This system allowed us to define and consistently measure data critical
to the analysis of FY 1999 performance objectives. Since then we have
continued to integrate and expand the system so that our strategic
performance is measured using more of a balanced scorecard approach for
tracking cycle times, quality, productivity, cost, and customer
satisfaction for our products and services.

The work we have done on our performance measurement system has produced
changes in some performance objectives to make them more measurable or
to clarify what is being measured. We continue to evaluate, improve, and
make necessary adjustments to our performance measurement system in the
course of our routine work. This report updates some of our FY 2002
statistics that were corrected as a result of these improvements. These
on-going refinements indicate that this annual report, our annual plans,
and our Strategic Plan are living documents and are an integral part of
our operations.

In our continuous effort to improve our performance measurement program,
we are completing a two-year project to upgrade our Performance
Measurement and Reporting System (PMRS). We want to take advantage of
web infrastructure to collect our performance data from the more than 70
organizational units that send data to PMRS from all over the country.
We also want to use newer, more robust, and enterprise-level databases
to store the data and deliver reports, thereby minimizing the
maintenance burden on desktop databases now used for data collection.
This upgrade will enable us to collect our performance data more
consistently and more efficiently, and will allow us to store much more
data for use in analyzing trends.

We must succeed in reaching our goals because the National Archives and
Records Administration is not an ordinary Federal agency. The records we
preserve document the rights of American citizens, the actions of
Federal officials, and the national experience. We serve not just
today's citizens, but all who are yet to come. We must not only preserve
past documents already in our care, but also prepare to manage
tomorrow's records in new and challenging forms. This report reflects
our 2003 progress in making that a reality.

# **Strategic Goal 1: Essential Evidence**

[Essential evidence will be created, identified, appropriately
scheduled, and managed for as long as needed.]{.smallcaps}

+------------------------+---------------------------------------------+
| ###### Long Ran        | 1.1. By 2007, 100 percent of targeted       |
| ge Performance Targets | assistance partnership agreements deliver   |
|                        | the results promised.                       |
+------------------------+---------------------------------------------+
|                        |                                             |
+------------------------+---------------------------------------------+
|                        | 1.2. By 2007, 60 percent of approved new    |
|                        | records schedule items cover records        |
|                        | created within the last 2 years.            |
+------------------------+---------------------------------------------+
|                        |                                             |
+------------------------+---------------------------------------------+
|                        | 1.3. By 2007, the median time to process    |
|                        | records schedule items is 120 calendar days |
|                        | or less.                                    |
+------------------------+---------------------------------------------+
|                        |                                             |
+------------------------+---------------------------------------------+

**FY 2003 Resources Available to Meet This Goal:** \$22,587,000; 154 FTE

1.1 Targeted assistance

+---------------------+---+---------------------------------------------+
| **FY 2003           | * | Deliver the results promised on 90 percent  |
| Objective**         | * | of targeted assistance partnership          |
|                     |  | projects.                                   |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+
| **Results**         |  | NARA delivered the results promised on 100  |
|                     |   | percent of targeted assistance partnership  |
|                     |   | projects.                                   |
+---------------------+---+---------------------------------------------+
| #######             |   |                                             |
+---------------------+---+---------------------------------------------+
| *"...a success on   |  | NARA increased the number of partnership    |
| many levels."*      |   | projects established with Federal agencies  |
|                     |   | from 305 to 344.                            |
+---------------------+---+---------------------------------------------+
| *"The instructors,  |  | NARA trained nearly 3,400 Federal agency    |
| curriculum, and     |   | staff in records management and electronic  |
| materials are       |   | records management, particularly outside    |
| first-rate."*       |   | the Washington, DC, area.                   |
+---------------------+---+---------------------------------------------+

+---------------------------------+------+------+------+-------+------+
| ##### **Performance Data**      | **FY | **FY | **FY | **FY  | **FY |
|                                 | 19   | 20   | 20   | 2     | 20   |
|                                 | 99** | 00** | 01** | 002** | 03** |
+=================================+======+======+======+=======+======+
| *Performance target for annual  | *    | *    | *75* | *85*  | *90* |
| percent of targeted assistance  | \--* | \--* |      |       |      |
| partnership projects delivering |      |      |      |       |      |
| the results promised.*          |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Annual percent of targeted      | 100  | 100  | 100  | 100   | 100  |
| assistance partnership projects |      |      |      |       |      |
| delivering the results          |      |      |      |       |      |
| promised.                       |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Annual number of targeted       | 26   | 123  | 66   | 83    | 39   |
| assistance partnership projects |      |      |      |       |      |
| initiated.                      |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Annual number of targeted       | 2    | 37   | 58   | 76    | 65   |
| assistance partnership projects |      |      |      |       |      |
| completed.                      |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Annual number of successful     | 2    | 37   | 58   | 76    | 65   |
| targeted assistance partnership |      |      |      |       |      |
| projects completed.             |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Cumulative number of targeted   | 33   | 156  | 222  | 305   | 344  |
| assistance partnership projects |      |      |      |       |      |
| established with Federal        |      |      |      |       |      |
| agencies.                       |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of Federal agency staff  | 2    | 3    | 2    | 3,746 | 3    |
| receiving NARA training in      | ,997 | ,506 | ,506 |       | ,392 |
| records management and          |      |      |      |       |      |
| electronic records management.  |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+

**Trend Analysis** Targeted assistance projects are established between
NARA and Federal agencies to solve specific records management problems.
We established 39 new projects with Federal agencies this year. Since
the program began in 1999 we have established 344 projects, completed
238 projects, and assisted 88 unique agencies. We provided records
management training to nearly 3,400 Federal agency staff across the
country this year, a 9 percent decrease from last year, but slightly
more than the per-year average from FY 1999 to FY 2002 of 3,200 staff
each year. In FY 2003, we initiated about half the number of projects we
started in FY 2002. With more than 100 projects in progress, and the
need to use the records management expertise of some of our targeted
assistance specialists for the development and implementation of new
records management initiatives, we did not start as many projects as in
past years. This will continue to fluctuate as requirements demand.

**FY 2004 Performance Plan Evaluation** As we continue to make targeted
assistance the basis of the way we help Federal agencies with records
management, we expect to see significant improvements in the way Federal
agencies manage their records (see Appendix C). Based on recommendations
made in OIG Report 03-06 (see Appendix B), we have taken steps to
tighten the success criteria for these projects and are getting agency
feedback in judging success. These steps will be documented in the
agency agreement, as well as targeted assistance program standard
operating procedures, and the PMRS metric specification. Also, in 2004
we will begin collecting data that will support measurement of the
outcomes of targeted assistance to Federal agencies.

1.2 Schedule new records

+---------------------+---+---------------------------------------------+
| ###                 | * | Ensure 30 percent of approved new records   |
|  FY 2003 Objectives | * | schedule items cover records created within |
|                     |  | the last 2 years.                           |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Issue transfer guidance for two electronic  |
|                     | * | record formats.                             |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Deploy records management application pilot |
|                     | * | in one NARA unit.                           |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We ensured that 26 percent of approved new  |
|                     |   | records schedule items cover records        |
|                     |   | created within the last 2 years.            |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We issued transfer guidance for 2           |
|                     |   | electronic record formats---scanned images  |
|                     |   | of textual records and PDF files.           |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We deployed a records management            |
|                     |   | application pilot in two NARA units.        |
+---------------------+---+---------------------------------------------+

### 

### Explanation We continue to support the President's e-Government initiatives through the Electronic Records Management Initiative, which is providing practical recordkeeping guidance and tools to Federal agencies for managing electronic records. NARA is partnering on this initiative with the Department of Defense, the Environmental Protection Agency, and other agencies. This year we developed guidance for agencies implementing records management applications and added scanned images of textual records and PDF files to the formats accepted by NARA. We continued to work with the Department of Defense Joint Interoperability Command on metadata requirements for permanent records formats. 

+---------------------------------+------+------+------+-------+------+
| ##### **Performance Data**      | **FY | **FY | **FY | **FY  | **FY |
|                                 | 19   | 20   | 20   | 2     | 20   |
|                                 | 99** | 00** | 01** | 002** | 03** |
+---------------------------------+------+------+------+-------+------+
| *Performance target for percent | *    | *    | *20* | *25*  | *30* |
| of new schedule items completed | \--* | \--* |      |       |      |
| within 2 years of the records   |      |      |      |       |      |
| creation.*                      |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of *new* schedule items | 24   | 28   | 20   | 33    | 26   |
| completed within 2 years of the |      |      |      |       |      |
| records creation.               |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of schedule items        | 4    | 8    | 3    | 6,056 | 3    |
| submitted by agencies.          | ,222 | ,869 | ,286 |       | ,890 |
+---------------------------------+------+------+------+-------+------+
| Number of schedule items        | 3    | 5    | 4    | 9,374 | 4    |
| completed.                      | ,262 | ,664 | ,728 |       | ,654 |
+---------------------------------+------+------+------+-------+------+
| Number of *new* schedule items  | 935  | 1    | 2    | 5,161 | 2    |
| completed.                      |      | ,961 | ,544 |       | ,654 |
+---------------------------------+------+------+------+-------+------+
| Number of *new* schedule items  | 220  | 544  | 520  | 1,701 | 702  |
| completed within 2 years of the |      |      |      |       |      |
| records creation.               |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+

**Trend Analysis** In measuring the percent of new schedule items
completed within 2 years of the records creation, we are measuring both
the promptness by which Federal agencies bring records under records
management control and NARA approval of the records schedule items. This
metric shows us that about 74 percent of the records scheduled in 2003
had been in existence more than 2 years. In 2002 we focused our
attention on some of our oldest records schedules, thereby reducing the
percent of records scheduled in 2002 that had been in existence more
than 2 years to 67 percent. However, without immediately addressing new
schedule items when they arrive at NARA, they quickly become part of the
backlog of records schedules that were created more than 2 years after
the creation of the records. Working with agencies to create records
schedules when records are created and a variety of new initiatives
aimed at early identification of records schedules are the outcome of a
multi-year records management business process reengineering that NARA
has undertaken.

**FY 2004 Performance Plan Evaluation** The performance target and
reporting on this measure will be discontinued in 2004. In our revised
Strategic Plan we are directing our attention at improving the ability
of Federal agencies to get records scheduled early in the creation of
those records. We will use different measures to determine the outcome
of those efforts.

1.3 Close out schedule items

+---------------------+---+---------------------------------------------+
| ###                 | * | Process records schedule items within a     |
|  FY 2003 Objectives | * | median time of 225 calendar days or less.   |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Develop a "to be" model for the scheduling, |
|                     | * | appraisal, and accessioning process.        |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| **Results**         |  | We processed records schedule items within  |
|                     |   | a median time of 155 calendar days.         |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+
| #######             |  | We documented an "as is" model and          |
|                     |   | completed a "to be" model for the           |
|                     |   | scheduling, appraisal, and accessioning     |
|                     |   | process.                                    |
+---------------------+---+---------------------------------------------+
| #######             |   |                                             |
+---------------------+---+---------------------------------------------+
| #######             |  | We released NARA's *Strategic Directions    |
|                     |   | for Federal Records Management*.            |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** The overall cycle time for closing out records schedule
items decreased significantly this year to a median time of 155 days.
Some of the improvement can be attributed to the presence of some higher
volume, less complex schedules in this year's workload, which we were
able to complete more quickly than the oldest and more complex records
schedules in our backlog, which were the focus of our FY 2002 efforts.

  --------------------------------- -------- -------- -------- -------- --------
  **Performance Data**              **FY     **FY     **FY     **FY     **FY
                                    1999**   2000**   2001**   2002**   2003**

  *Performance target for median    *\--*    *\--*    *260*    *240*    *225*
  time for records schedule items                                       
  completed (in calendar days).*                                        

  Median time for records schedule  336.5    283      237      470      155
  items completed (in calendar                                          
  days). \*                                                             

  Median time for records schedule  \--      \--      \--      403      154
  items completed (in calendar                                          
  days), NARA only. \*                                                  

  Average age of schedule items at  502      461      410      532      274
  completion (in calendar days).                                        

  Number of schedule items          3,262    5,664    4,728    9,374    4,654
  completed.                                                            

  Number of records schedule items  469      1,229    659      1,999    1,571
  completed within 120 calendar                                         
  days of submission to NARA.                                           

  Percent of records schedule items 14       22       14       21       34
  completed within 120 calendar                                         
  days of submission to NARA.                                           
  --------------------------------- -------- -------- -------- -------- --------

*\*The metric for median schedule processing time measures all
processing time, including time spent waiting for other agencies to
respond. We provide a breakout of "NARA-only" time to give a comparison
of how much of the total processing time occurs within NARA versus
outside NARA.*

**Trend Analysis** Except for 2002 performance when we worked to clear
the oldest schedules from our backlog, we have steadily decreased the
amount of time required to process records schedule items. Since FY 1999
the median time to complete records schedules has dropped from 337 to
155 calendar days, a 54 percent decrease. We are readdressing how we
measure our records scheduling process, as we refine a new model for the
scheduling, appraisal, and accessioning process through our Records
Lifecycle Business Process Reengineering effort, and implementing
several new records management initiatives designed to improve the way
we schedule records.

**FY 2004 Performance Plan Evaluation** We have set our FY 2004 target
for closing out records schedules at a median time of 220 calendar days
or less. This target reflects our expectation that as process changes
are put in place and employees are trained in the new processes, they
likely will temporarily increase median processing time.

NARA's *Strategic Directions for Federal Records Management* establishes
the strategies we are using to improve records management across the
Government and achieve Goal 1. In FY 2003 we began to implement these
strategies through a unified NARA program to support Federal records
management. In FY 2004 and beyond, the NARA records management program
will make more effective use of our resources through improved and
expanded communications with stakeholders, records management guidance
and training, and assistance to Federal agencies. We are working to find
ways to minimize routine records scheduling activities and to develop
planning and evaluation tools and automated tools to support records
management. We are exploring ways to provide agencies with modern
records center services and to preserve permanent records, focusing on
electronic records. We will also use our authority to inspect agency
records and records management programs, to conduct studies, and to
report to Congress on Federal recordkeeping.

**[[Strategic Goal 2: Access]{.underline}]{.smallcaps}**

[Essential evidence will be easy to access regardless of where it is or
where users are for as long as needed.]{.smallcaps}

  ------------------------- ---------------------------------------------
  **Long Range**            2.1. By 2007, access to records and services
  **Performance Targets**   and customer satisfaction levels meet or
                            exceed NARA's published standards.

                            

                            2.2. By 2007, 70 percent of NARA services are
                            available online.

                            

                            2.3. By 2007, 95 percent of NARA archival
                            holdings are described at the series or
                            collection level in an online catalog.

                            

                            2.4. By 2003, ISOO will develop a uniform
                            sampling system for collecting information
                            about classification activity within the
                            executive branch.

                            

                            2.5. By 2004, NARA will review and declassify
                            100 percent of archival holdings more than 25
                            years old for which NARA has been granted
                            declassification authority and responsibility
                            for their review by the originating agency.

                            

                            2.6. By 2007, 10 percent of records of a
                            two-term President or 15 percent of records
                            for a one-term President are open and
                            available for research at the end of the
                            5-year post-Presidential period specified in
                            the Presidential Records Act.

                            

                            2.7. By 2007, 90 percent of all
                            NHPRC-assisted projects produce results
                            promised in grant applications approved by
                            the Commission.
  ------------------------- ---------------------------------------------

**FY 2003 Resources Available to Meet This Goal:** \$134,943,000; 2,266
FTE

2.1 Customer Service

+---------------------+---+---------------------------------------------+
| ###                 |   | Meet or exceed NARA\'s published standards  |
|  FY 2003 Objectives |   | for access to records and services, as      |
|                     |   | noted below:                                |
+---------------------+---+---------------------------------------------+
| #### "Thanks t      | * | 85 percent of written requests are answered |
| o your quick respon | * | within 10 working days;                     |
| se, this mortgage w |  |                                             |
| ill close on time!" | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 85 percent of Freedom of Information Act    |
|                     | * | (FOIA) requests are completed within 20     |
|                     |  | working days;                               |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| ##                  | * | 35 percent of requests for military service |
| ## "You must get th | * | records at the National Personnel Records   |
| ousands of requests |  | Center in St. Louis are answered within 10  |
|  a day, but none is | * | working days;                               |
|  more important tha | * |                                             |
| n the one needed to |   |                                             |
|  help a family cope |   |                                             |
+---------------------+---+---------------------------------------------+
| *with the death of  | * | 95 percent of items requested in our        |
| a loved one."*      | * | research rooms are furnished within 1 hour  |
|                     |  | of request or of scheduled pull time;       |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 99 percent of customers with appointments   |
|                     | * | have records waiting at the appointed time; |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 90 percent of Federal agency records        |
|                     | * | reference requests in Federal records       |
|                     |  | centers are ready when promised to the      |
|                     | * | customer;                                   |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 99 percent of records center shipments to   |
|                     | * | Federal agencies are the records they       |
|                     |  | requested;                                  |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 60 percent of archival fixed-fee            |
|                     | * | reproduction orders through the Order       |
|                     |  | Fulfillment and Accounting System (OFAS)    |
|                     | * | are completed in 35 working days or less;   |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | 95 percent of public education programs and |
|                     | * | workshops are rated by their users as       |
|                     |  | \"excellent\" or \"very good."              |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We answered 94 percent of written requests  |
|                     |   | within 10 working days.                     |
+---------------------+---+---------------------------------------------+
| #### "Se            |   |                                             |
| eing my name and my |   |                                             |
+---------------------+---+---------------------------------------------+
| ##                  |  | We completed 65 percent of all FOIA         |
| ## age of 2 years w |   | requests within 20 working days.            |
| as very emotional." |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| "His daughter can   |  | We answered 28 percent of military service  |
| now finally close   |   | records requests within 10 working days.    |
| this chapter of her |   |                                             |
+---------------------+---+---------------------------------------------+
| father\'s life."    |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We furnished 96 percent of requested items  |
|                     |   | within 1 hour of request or of scheduled    |
|                     |   | pull time.                                  |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We furnished records at the appointed time  |
|                     |   | for 99.9 percent of customers with          |
|                     |   | appointments.                               |
+---------------------+---+---------------------------------------------+
| #######             |   |                                             |
+---------------------+---+---------------------------------------------+
| *"Service like this |  | We had ready 94 percent of Federal agency   |
| gives government a  |   | reference requests when promised to the     |
| good name!"*        |   | customer.                                   |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | Of the records we shipped to Federal        |
|                     |   | agencies, 99.99 percent were the records    |
|                     |   | agencies requested.                         |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed 99 percent of our archival     |
|                     |   | fixed-fee reproduction orders through OFAS  |
|                     |   | in 35 days or less.                         |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| *"Rave reviews for  |  | Our users rated 95 percent of our public    |
| the program you     |   | education programs and workshops as         |
| provided."*         |   | "excellent" or "very good."                 |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** Agency-wide FOIA performance dropped off this year after
reaching an all-time high last year. This was due to a drop in FOIA
response rates at the National Personnel Records Center in St. Louis,
which made up 76 percent of the total FOIA requests NARA received in FY
2003. The drop in the response to FOIAs within 20 workdays at NPRC (from
81 percent in FY 2002 to 68 percent in FY 2003) was the result of the
deployment of a new processing system in the first quarter of FY 2003,
related process changes, and staff development efforts at NPRC. Response
times slowed during this time and the backlog of requests increased.
While we were able to get back to normal business during the second
quarter, the largest portion of FOIA requests arrived during the first
two quarters when we were at our lowest production level, thus making it
more difficult to catch up. By the end of the fiscal year, however, NPRC
FOIA response times had improved and the backlog had decreased
significantly. In addition, we experienced a 27 percent increase in the
number of complex FOIA requests we handled in FY 2003, which were
requests that required more time to answer because the requested records
were voluminous, security classified, sensitive, or require referral to
another agency. Because these complex requests required considerably
more time and effort to respond, they cost more to complete and
increased our "per FOIA" cost over FY 2002.

We fell short of our goal of answering 35 percent of the requests for
military service records within 10 days for the year; however, by the
end of the fourth quarter, we were answering 41 percent within 10 days.
If we focus only on military service separation requests, which
represent the bulk of the requests received at NPRC (50 percent), we
answered 37 percent within 10 working days. By the end of the year, we
had accelerated out responses to 56 percent within 10 working days. As
mentioned in past reports, service backlogs at the center are what
prompted us to undertake a Business Process Reengineering project. We
are in the process of implementing several key initiatives that are
improving our response times and we expect to continue to see
progressively faster processing of FOIA requests and military service
requests as a result.

+---------------------------------+------+------+------+-------+------+
| **Performance Data**            | **FY | **FY | **FY | **FY  | **FY |
|                                 | 19   | 20   | 20   | 2     | 20   |
|                                 | 99** | 00** | 01** | 002** | 03** |
+=================================+======+======+======+=======+======+
| *Performance target for written | *80* | *80* | *80* | *85*  | *85* |
| requests answered within 10     |      |      |      |       |      |
| working days.*                  |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of written requests     | 88   | 92   | 93   | 93    | 94   |
| answered within 10 working      |      |      |      |       |      |
| days.                           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for Freedom | *80* | *80* | *80* | *85*  | *85* |
| of Information Act requests     |      |      |      |       |      |
| completed within 20 working     |      |      |      |       |      |
| days.*                          |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of Freedom of           | 34   | 26   | 27   | 75    | 65   |
| Information Act requests        |      |      |      |       |      |
| completed within 20 working     |      |      |      |       |      |
| days.                           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of FOIAs processed.      | 6    | 8    | 7    | 8,825 | 5    |
|                                 | ,911 | ,751 | ,634 |       | ,107 |
+---------------------------------+------+------+------+-------+------+
| Annual cost to process FOIAs    |      |      |      | \     | \$   |
| (in millions).                  |      |      |      | $1.54 | 1.35 |
+---------------------------------+------+------+------+-------+------+
| Annual per FOIA cost.           |      |      |      | \$175 | \    |
|                                 |      |      |      |       | $265 |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         | *    | *    | *25* | *30*  | *35* |
| requests for all military       | \--* | \--* |      |       |      |
| service records at the National |      |      |      |       |      |
| Personnel Records Center (NPRC) |      |      |      |       |      |
| in St. Louis answered within 10 |      |      |      |       |      |
| working days.*                  |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of requests for         | 7    | 3    | 5    | 28    | 28   |
| military service records at the |      |      |      |       |      |
| National Personnel Records      |      |      |      |       |      |
| Center (NPRC) in St. Louis      |      |      |      |       |      |
| answered within 10 working      |      |      |      |       |      |
| days.                           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         | *    | *    | *    | *35*  | *45* |
| requests for military service   | \--* | \--* | \--* |       |      |
| separation records at the       |      |      |      |       |      |
| National Personnel Records      |      |      |      |       |      |
| Center (NPRC) in St. Louis      |      |      |      |       |      |
| answered within 10 working      |      |      |      |       |      |
| days.*                          |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of requests for         | \--  | \--  | 7    | 40    | 37   |
| military service separation     |      |      |      |       |      |
| records at the National         |      |      |      |       |      |
| Personnel Records Center (NPRC) |      |      |      |       |      |
| in St. Louis answered within 10 |      |      |      |       |      |
| working days.                   |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of military service      | \--  | \--  | 297  | 36    | 389  |
| separation records (DD-214)     |      |      | ,307 | 0,573 | ,704 |
| requests received.              |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for percent | *95* | *95* | *95* | *95*  | *95* |
| of items requested in our       |      |      |      |       |      |
| research rooms furnished within |      |      |      |       |      |
| 1 hour of request or scheduled  |      |      |      |       |      |
| pull time.*                     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of items requested in   | 94   | 89   | 93   | 94    | 96   |
| our research rooms furnished    |      |      |      |       |      |
| within 1 hour of request or     |      |      |      |       |      |
| scheduled pull time.            |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of researchers visiting  | \--  | \--  | \--  | 248.7 | 2    |
| our research rooms (in          |      |      |      |       | 04.4 |
| thousands).                     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of items furnished in    | 533  | 918  | 1    | 613   | 607  |
| our research rooms              |      |      | ,056 |       |      |
|                                 |      |      |      |       |      |
| (in thousands).                 |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of items furnished on    | 501  | 818  | 985  | 578   | 584  |
| time in our research rooms (in  |      |      |      |       |      |
| thousands).                     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for percent | *9   | *9   | *9   | *     | *9   |
| of customers with appointments  | 9.7* | 9.4* | 9.6* | 99.8* | 9.9* |
| for whom records are waiting at |      |      |      |       |      |
| the appointed time.*            |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of customers with       | 99.7 | 99.4 | 99.6 | 99.8  | 99.9 |
| appointments for whom records   |      |      |      |       |      |
| are waiting at the appointed    |      |      |      |       |      |
| time.                           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for Federal | *90* | *90* | *90* | *90*  | *90* |
| agency reference requests in    |      |      |      |       |      |
| Federal records centers that    |      |      |      |       |      |
| are ready when promised to the  |      |      |      |       |      |
| customer.*                      |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of Federal agency       | 81   | 79   | 93   | 92    | 94   |
| reference requests in Federal   |      |      |      |       |      |
| records centers that are ready  |      |      |      |       |      |
| when promised to the customer.  |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for records | *    | *    | *99* | *99*  | *99* |
| center shipments to Federal     | \--* | \--* |      |       |      |
| agencies are the records they   |      |      |      |       |      |
| requested.*                     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of records center       | \--  | \--  | 9    | 99.99 | 9    |
| shipments to Federal agencies   |      |      | 9.99 |       | 9.99 |
| are the records they requested. |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         | *    | *    | *    | *50*  | *60* |
| archival fixed-fee reproduction | \--* | \--* | \--* |       |      |
| orders through OFAS are         |      |      |      |       |      |
| completed in 35 working days or |      |      |      |       |      |
| less.*                          |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of archival fixed-fee   | \--  | \--  | \--  | 88    | 99   |
| reproduction orders through     |      |      |      |       |      |
| OFAS are completed in 35        |      |      |      |       |      |
| working days or less.           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Average per order cost to       | \--  | \--  | \--  | \--   | \$1  |
| operate fixed-fee ordering.     |      |      |      |       | 8.78 |
+---------------------------------+------+------+------+-------+------+
| Average order completion time   | \--  | \--  | \--  | 20    | 14   |
| (days)                          |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Performance target for percent  | 90   | 90   | 90   | 95    | 95   |
| of education programs,          |      |      |      |       |      |
| workshops, training courses     |      |      |      |       |      |
| rated by participants as        |      |      |      |       |      |
| "excellent" or "very good."     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of education programs,  | 90   | 95   | 97   | 96    | 95   |
| workshops, training courses     |      |      |      |       |      |
| rated by participants as        |      |      |      |       |      |
| "excellent" or "very good."     |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of program attendees.    | 6    | 6    | 6    | 8,447 | 7    |
|                                 | ,848 | ,971 | ,291 |       | ,343 |
+---------------------------------+------+------+------+-------+------+

**Trend Analysis** Overall, we have seen our customer service
performance improve steadily over the past several years against
increasingly aggressive targets. For example, due to an ongoing Business
Process Reengineering project at the National Personnel Records Center,
we are answering better than 28 percent of requests for military service
records within 10 working days or less, up from less than 3 percent just
three years ago. (See additional detailed data for customer service
metrics in Appendix A.)

**FY 2004 Performance Plan Evaluation** For those customer service
targets that we currently meet, we expect to continue that trend. For
those that we have not met, we expect to see steady improvements in FY
2004.

2.2 Online services

+---------------------+---+---------------------------------------------+
| ##                  | * | Ensure 30 percent of NARA services are      |
| # FY 2003 Objective | * | available online.                           |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We made 30 percent of our services          |
|                     |   | available online.                           |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We provided veterans and next-of-kin of     |
|                     |   | deceased veterans with the capability of    |
|                     |   | online ordering of copies of the veterans'  |
|                     |   | military service records.                   |
+---------------------+---+---------------------------------------------+
| "The NARA web site  |   |                                             |
| is a                |   |                                             |
+---------------------+---+---------------------------------------------+
| model for U.S.      |  | We surveyed customers about their           |
| Government          |   | satisfaction with our online services.      |
| interaction with    |   |                                             |
| the public."        |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** The measurement of NARA services online reflects the
deployment of online products under our Government Paperwork Elimination
Act (GPEA) plan, as well as online availability of information and forms
that allow a NARA customer to use our services from any location with
access to the Internet.

To help us continue to improve our web services, we launched an online
survey on our main public web site, *archives.gov*, using the American
Customer Satisfaction Index. The survey asks visitors to rate the site
on its ease of use and quality of information, to provide suggestions
about needed improvements, to identify best elements of the site, and to
rate the likelihood of return visits and recommendations of the site to
others. Currently, researchers, using an online form, can order copies
of military records from our holdings at the National Personnel Records
Center. *Order Online!,* which will allow customers to place orders for
reproductions of selected archival records often requested for
genealogical research and pay for them electronically, was deployed in
early FY 2004.

  ---------------------------------------------------------------------------------------
  **Performance Data**              **FY      **FY       **FY       **FY       **FY
                                    1999**    2000**     2001**     2002**     2003**
  --------------------------------- --------- ---------- ---------- ---------- ----------
  Public user sessions on NARA's    7,271.8   10,096.2   16,105.9   19,538.0   30,943.1
  web site (in thousands)                                                      

  *Performance target for percent   *\--*     *\--*      *\--*      *20*       *30*
  of NARA services available                                                   
  online.*                                                                     

  Percent of NARA services          \--       \--        24         25         30
  available online.                                                            

  Number of NARA services online.   \--       \--        29         30         36

  Cost of NARA services online per  \--       \--        \--        \--        \$0.16
  visit.                                                                       
  ---------------------------------------------------------------------------------------

**Trend Analysis** We continue to see growth in the use of our web site,
with more than 30 million visitors in FY 2003. The number of visits to
our web site increased 58 percent since last year, and more than 300
percent since 1999. These numbers will continue to increase as more
information and services are made available electronically and also as
technology reaches more people.

**FY 2004 Performance Plan Evaluation** We will meet our FY 2004 target
of 40 percent of our services available online with the implementation
of online registration, payment, and acknowledgement of public events,
workshops, and classes, and *Order Online!*

2.3 Online Catalog

+---------------------+---+---------------------------------------------+
| ###                 | * | Describe 25 percent of NARA archival        |
|  FY 2003 Objectives | * | holdings at the series or collection level  |
|                     |  | in the Archival Research Catalog (ARC).     |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We described 20 percent of our traditional  |
|                     |   | archival holdings and 17 percent of our     |
|                     |   | artifacts in an online catalog.             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We began a phased rollout of the ARC data   |
|                     |   | entry system for NARA staff to enter new    |
|                     |   | descriptions.                               |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| #### "It            |  | We debuted the Access to Archival Databases |
|  works like a gem!" |   | (AAD) system to the public.                 |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** The ARC system has two main components: a data entry
system in which archivists can now enter and edit records descriptions
and a read-only web version of the system for use by staff and the
public. The read-only catalog was launched in FY 2002. In FY 2003, we
began to train and deploy the data entry system to our staff nationwide,
allowing us to add nearly 50,000 cubic feet of descriptive information
on our traditional holdings to ARC last year. We expect that amount to
steadily increase as more staff are trained and the data entry system is
deployed at more NARA facilities in FY 2004. We did not add new
descriptions for artifacts or electronic holdings last year. The size of
both types of holdings grew in FY 2003, thus reducing the percentage of
these holdings described in an online catalog.

+---------------------------------+------+------+------+-------+------+
| ##### **Performance Data**      | **FY | **FY | **FY | **FY  | **FY |
|                                 | 19   | 20   | 20   | 2     | 20   |
|                                 | 99** | 00** | 01** | 002** | 03** |
+=================================+======+======+======+=======+======+
| Percent of nationwide archival  | 8    | 14   | 13   | \--   | \--  |
| holdings described in an online |      |      |      |       |      |
| catalog.                        |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Cubic feet of archival holdings | 2,8  | 2,7  | 2,9  | \--   | \--  |
| (in thousands)                  | 34.5 | 67.7 | 15.1 |       |      |
+---------------------------------+------+------+------+-------+------+
| Cubic feet of archival holdings | 2    | 3    | 3    | \--   | \--  |
| described in an online catalog. | 36.8 | 85.9 | 85.9 |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         | *    | *    | *    | *20*  | *25* |
| traditional holdings in an      | \--* | \--* | \--* |       |      |
| online catalog*                 |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of traditional holdings | \--  | \--  | \--  | 19.0  | 19.7 |
| in an online catalog            |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of traditional holdings  | \--  | \--  | \--  | 549.5 | 5    |
| described in an online catalog  |      |      |      |       | 97.3 |
| (thousands of cubic feet)       |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of traditional holdings  | \--  | \--  | \--  | 2,    | 3,0  |
| in NARA (thousands of cubic     |      |      |      | 889.9 | 24.4 |
| feet)                           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         |      |      |      | *20*  | *25* |
| artifact holdings in an online  |      |      |      |       |      |
| catalog*                        |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of artifact holdings in | \--  | \--  | \--  | 19.1  | 17.1 |
| an online catalog               |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of artifact holdings     | \--  | \--  | \--  | 90.0  | 90.0 |
| described in an online catalog  |      |      |      |       |      |
| (thousands of items).           |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of artifact holdings in  | \--  | \--  | \--  | 470.4 | 5    |
| NARA (thousands of items)       |      |      |      |       | 27.6 |
+---------------------------------+------+------+------+-------+------+
| *Performance target for         | *    | *    | *    | *0*   | *0*  |
| electronic holdings in an       | \--* | \--* | \--* |       |      |
| online catalog*                 |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Percent of electronic holdings  | \--  | \--  | \--  | 0     | 0.   |
| in an online catalog            |      |      |      | .0002 | 0002 |
+---------------------------------+------+------+------+-------+------+
| Number of electronic holdings   | \--  | \--  | \--  | 1.1   | 1.1  |
| described in an online catalog  |      |      |      |       |      |
| (millions of logical data       |      |      |      |       |      |
| records)                        |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of electronic holdings   | \--  | \--  | \--  | 3,    | 4,7  |
| in NARA (millions of logical    |      |      |      | 713.9 | 42.9 |
| data records)                   |      |      |      |       |      |
+---------------------------------+------+------+------+-------+------+
| Number of ARC users (in         | \--  | \--  | \--  | 713.0 | 1,8  |
| thousands of user hits)\*       |      |      |      |       | 83.8 |
+---------------------------------+------+------+------+-------+------+
| Number of AAD users (in         | \--  | \--  | \--  | \--   | 4    |
| thousands of visits)            |      |      |      |       | 88.9 |
+---------------------------------+------+------+------+-------+------+

*\*In FY 2004 ARC users will be measured in visits, not hits. One person
using our web site is counted as one "visit." It is a count of the
number of visitors to our web site, and is similar to counting the
number of people who walk through our front door. In contrast, it does
not count "hits," which refers to the number of files used to show the
user a web page. A visit in which a user accessed a web page comprising
35 files would count as 1 visit and 35 hits. Counting visits is a more
accurate way of showing how much use our web site is getting than
counting hits.*

**Trend Analysis** There is insufficient data to establish a trend as we
start up data entry activities.

**FY 2004 Performance Plan Evaluation** We plan to continue the rollout
of the data entry system to NARA archival units during FY 2004 and
expect to see a significant increase in the number of ARC descriptions
as staff are trained and begin to enter more data in ARC.

2.4 Classification

+---------------------+---+---------------------------------------------+
| ###                 | * | Test the sampling method or methods to      |
|  FY 2003 Objectives | * | determine reliability and credibility of    |
|                     |  | the data reported by agencies that sample   |
|                     | * | their classification activity.              |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We issued an implementing directive for the |
|                     |   | amendment to Executive Order 12958.         |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We performed onsite reviews of the          |
|                     |   | executive branch security classification    |
|                     |   | program at 15 agencies                      |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed our third evaluation of the    |
|                     |   | National Industrial Security Program.       |
+---------------------+---+---------------------------------------------+

### 

### Explanation We learned during a FY 2002 survey of Federal agencies about their use of the data collection form, Standard Form 311, "Agency Security Classification Management Program Data," that the sampling methods used by agencies that sample are valid methods that provide credible data. Confidence in the validity of agencies' data is important to the Information Security Oversight Office (ISOO) in monitoring and providing oversight to agencies. We turned our attention (and revised our objective) in FY 2003 to developing a training aid for executive branch agencies on how to complete the SF 311 for paper-based classification decisions. However, because of changes to the policy documents (Executive Order 12958 and ISOO Directive 1), we have determined that the SF 311 must be revised, along with an instruction on its completion. These activities will take place in FY 2004.

Executive Order 12829 spells out ISOO's responsibilities for monitoring
the National Industrial Security Program (NISP). The 2002 report on
these activities was released in October 2003, indicating that many
aspects of NISP are not fully meeting their potential and a number of
areas of concern for industry exist. ISOO conducted a data call for
executive agency implementing regulations, internal rules, and
guidelines pertaining to the NISP. ISOO plans to analyze this data and
begin to build an implementing directive for Executive Order 12829 in FY
2004.

+---------------------------------------------------+---------+--------+
| ##### **Performance Data**                        | **FY    | **FY   |
|                                                   | 2002**  | 20     |
|                                                   |         | 03\*** |
+===================================================+=========+========+
| Number of pages declassified government-wide.     | 44,     | \--    |
|                                                   | 365,711 |        |
+---------------------------------------------------+---------+--------+
| Cost per page declassified government-wide.       | \$2.55  | \--    |
+---------------------------------------------------+---------+--------+
| Total cost of declassification government-wide.   | \$112,  | \--    |
|                                                   | 964,750 |        |
+---------------------------------------------------+---------+--------+

*\*Data is collected government-wide, but is not available until June
2004.*

### FY 2004 Performance Plan Evaluation With the signing of Executive Order 13292, which amended Executive Order 12958, the deadline for automatic declassification is now set at December 31, 2006. ISOO efforts in FY 2004 will be directed at working with Federal agencies, including NARA, to identify and implement solutions to any impediments in meeting this deadline.

2.5 Declassification

+---------------------+---+---------------------------------------------+
| ###                 | * | Review and declassify 90 percent of         |
|  FY 2003 Objectives | * | archival holdings more than 25 years old    |
|                     |  | for which NARA has been granted             |
|                     | * | declassification authority and              |
|                     | * | responsibility for their review by the      |
|                     |   | originating agency.                         |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Scan 600,000 pages of Presidential archival |
|                     | * | materials eligible for declassification     |
|                     |  | review as part of the Remote Archives       |
|                     | * | Capture project.                            |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We reviewed 7 percent of Federal records in |
|                     |   | our custody more than 25 years old for      |
|                     |   | which we had declassification authority.    |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| *"Senior CIA        |  | We reviewed 16 percent of Presidential      |
| employees engaged   |   | materials in our custody more than 25 years |
| in declassification |   | old for which we had declassification       |
| reviews...gained a  |   | authority.                                  |
| new*                |   |                                             |
+---------------------+---+---------------------------------------------+
| *appreciation for   |   |                                             |
| the difficult*      |   |                                             |
+---------------------+---+---------------------------------------------+
| *work of            |  | We released 1,092,058 pages of declassified |
| archivists."*       |   | Federal records and 70,907 pages of         |
|                     |   | declassified Presidential records.          |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We scanned 470,000 pages of Presidential    |
|                     |   | materials eligible for declassification     |
|                     |   | review as part of the Remote Archives       |
|                     |   | Capture project.                            |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** Although we released more than 1,000,000 pages of
declassified Federal records and 70,000 pages of declassified
Presidential records this year, we continue to struggle with our
declassification goals. With the constraints imposed by page-by-page
reviews, and the change in government policy toward re-reviews of
previously reviewed records, we cannot meet this objective as it was
originally developed when Executive Order 12958 went into effect. In
addition, because the work requires highly trained, security-cleared
individuals, staff vacancies were difficult to fill. We undertook a work
process analysis and have redesigned some areas of our processing
operation, but there are still substantial obstacles to significantly
increasing the volume of records we review and declassify.

We fell far short of reaching our target of reviewing 90 percent of the
Presidential materials for similar reasons. Page-by-page reviews and
extensive re-reviews of previously released records were conducted to
ensure that information had not been inadvertently released.

We did not meet our scanning target of 600,000 pages as part of the
Remote Archives Capture project. We had doubled our target over previous
years, but technical issues with some of the documents slowed the
project. Many Truman documents are on blue onion skin paper, which
forced the scanning team to adjust the scanning equipment frequently,
taking more time to complete the project. This delayed the start of a
scanning project of Nixon materials. Still, despite these problems, we
scanned about 100,000 pages more than in any other year of this project.

+--------------------------------+------+------+------+-------+-------+
| ##### **Performance Data**     | **FY | **FY | **FY | **FY  | **FY  |
|                                | 19   | 20   | 20   | 2     | 2     |
|                                | 99** | 00** | 01** | 002** | 003** |
+================================+======+======+======+=======+=======+
| Backlog of Federal records     | 20,0 | 52,8 | 25,0 | 20,   | 18,   |
| requiring declassification at  | 00.0 | 64.2 | 29.0 | 979.5 | 980.1 |
| start of year (in thousands of |      |      |      |       |       |
| pages).                        |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| *Performance target for annual |      | *50* | *50* | *85*  | *90*  |
| percentage of Federal records  |      |      |      |       |       |
| NARA reviewed that are more    |      |      |      |       |       |
| than 25 years old for which    |      |      |      |       |       |
| NARA has declassification      |      |      |      |       |       |
| authority.*                    |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual percentage of Federal   | 52   | 15   | 9    | 12    | 7     |
| records NARA reviewed that are |      |      |      |       |       |
| more than 25 years old for     |      |      |      |       |       |
| which NARA has                 |      |      |      |       |       |
| declassification authority.    |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Backlog of Presidential        | 1,5  | 1,9  | 1,5  | 1,    | 960.4 |
| materials requiring            | 00.0 | 78.4 | 62.4 | 240.4 |       |
| declassification at start of   |      |      |      |       |       |
| year (in thousands of pages).  |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| *Performance target for annual |      | *25* | *25* | *85*  | *90*  |
| percentage of Presidential     |      |      |      |       |       |
| records NARA reviewed that are |      |      |      |       |       |
| more than 25 years old for     |      |      |      |       |       |
| which NARA has                 |      |      |      |       |       |
| declassification authority.*   |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual percentage of           | 48   | 21   | 21   | 23    | 16    |
| Presidential records NARA      |      |      |      |       |       |
| reviewed that are more than 25 |      |      |      |       |       |
| years old for which NARA has   |      |      |      |       |       |
| declassification authority.    |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Federal pages | 11,0 | 8,0  | 2,1  | 2,    | 1,    |
| reviewed                       | 30.6 | 51.5 | 29.0 | 490.2 | 256.5 |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Federal pages | 8,4  | 3,6  | 8    | 402.0 | 339.9 |
| declassified                   | 66.8 | 97.3 | 06.5 |       |       |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Federal pages | 17,0 | 7,6  | 1,7  | 2,    | 1,    |
| released                       | 26.0 | 77.5 | 88.3 | 184.2 | 092.1 |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Presidential  | 7    | 4    | 3    | 280.0 | 154.3 |
| pages reviewed                 | 13.0 | 16.0 | 22.0 |       |       |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Presidential  | 3    | 2    | 2    | 118.8 | 70.9  |
| pages declassified             | 04.8 | 91.0 | 18.8 |       |       |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Performance target for annual  |      | *    | *    | *300* | *600* |
| number of Presidential pages   |      | \--* | 300* |       |       |
| scanned (in thousands).        |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Presidential  | 3    | 1    | 3    | 331.9 | 470.0 |
| pages scanned                  | 51.2 | 60.0 | 21.8 |       |       |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Annual number of Presidential  | 2    | 2    | 2    | 182.0 | 70.9  |
| pages released                 | 91.1 | 85.1 | 06.8 |       |       |
|                                |      |      |      |       |       |
| (in thousands).                |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Cost per page declassified     |      |      |      | \     | \     |
| (Federal and Presidential).    |      |      |      | $6.15 | $6.95 |
+--------------------------------+------+------+------+-------+-------+

**Trend Analysis** Most performance results on these metrics have
consistently fallen short of their targets. With the constraints imposed
by page-by-page reviews, and the change in government policy toward
re-reviews of previously reviewed records, it was clear that this
objective could not be met under Executive Order 12958. Also, we
continued to have difficulty in filling staff vacancies with highly
trained, security-cleared individuals. Executive Order 12958, as amended
in FY 2003, sets new targets and implements automatic declassification
within agencies on December 31, 2006.

**FY 2004 Performance Plan Evaluation** We will prepare a
declassification plan that describes how we plan to achieve the targets
set in the amended Executive Order, but for the reasons stated above, we
believe it will be very difficult to meet these targets. We will
continue our partnerships with several agencies that are providing
declassification support. In addition, we have set up a referral center
for Federal agencies that hold equities in the records. We plan to
conduct a survey of those record groups that are not being reviewed by
the originating agency to determine which agencies have equities in the
records and make referrals to those agencies.

2.6 Presidential Records

  ---------------------- ------- ---------------------------------------------
  **FY 2003 Objective**  ****   Process an additional 2 percent of Clinton
                                 Presidential records for opening January 20,
                                 2006.

                                 

  **Results**                   We have processed less than 1 percent of the
                                 Presidential records for opening January 20,
                                 2006.

                                 
  ---------------------- ------- ---------------------------------------------

**Explanation** We made no progress on processing additional records
this year because of continued special access demands for Clinton
Administration records. The largest amount of time this year was spent
providing materials to congressional committees, executive branch
agencies, and the White House for the ongoing business of government.

  --------------------------------------------------------------------------
  **Performance Data**                            **FY     **FY     **FY
                                                  2001**   2002**   2003**
  ----------------------------------------------- -------- -------- --------
  *Performance target for cumulative percent of   *1*      *3*      *3*
  Clinton Presidential and Vice Presidential                        
  traditional records processed for opening                         
  January 20, 2006.*                                                

  Cumulative percent of Clinton Presidential and  1        1        0.8
  Vice Presidential traditional records processed                   
  for opening January 20, 2006.                                     

  Cumulative cubic feet of Clinton Presidential   28,925   28,925   37,686
  and Vice Presidential traditional records.                        

  Cumulative cubic feet of Clinton Presidential   291      291      291
  and Vice Presidential traditional records                         
  processed for opening.                                            

  Cumulative percent of Clinton Presidential and  0        0        0
  Vice Presidential electronic records processed                    
  for opening January 20, 2006.                                     

  Cumulative percent of Clinton Presidential and  0        0        0
  Vice Presidential artifacts processed for                         
  opening January 20, 2006.                                         
  --------------------------------------------------------------------------

**FY 2004 Performance Plan** Future progress in processing the records
may be hindered by continued special access requests or subpoenas for
the records of the Clinton Administration. We also must begin to plan
for the move of the Clinton project to the new library building in 2004.

2.7 NHPRC Grants

+---------------------+---+---------------------------------------------+
| **FY 2003           | * | Produce results promised in grant           |
| Objective**         | * | applications approved by the Commission for |
|                     |  | 85 percent of all NHPRC-assisted projects.  |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | Of the NHPRC-assisted projects completed,   |
|                     |   | 86 percent produced the results promised in |
| ##                  |   | their grant applications.                   |
| ## "Without NHPRC s |   |                                             |
| upport, it would ha |   |                                             |
| ve been impossible  |   |                                             |
| for us to preserve  |   |                                             |
| these collections." |   |                                             |
+---------------------+---+---------------------------------------------+

  ------------------------------------------------------------------------------
  **Performance Data**              **FY     **FY     **FY     **FY     **FY
                                    1999**   2000**   2001**   2002**   2003**
  --------------------------------- -------- -------- -------- -------- --------
  *Performance target for percent   *80*     *82*     *84*     *84*     *85*
  of NHPRC grant-funded projects                                        
  produced results promised in                                          
  grant applications.*                                                  

  Percent of NHPRC grant-funded     89       94       91       79       86
  projects produced results                                             
  promised in grant applications.                                       

  Number of NHPRC-assisted projects 100      67       115      104      72
  completed.                                                            

  Number of NHPRC-assisted projects 89       63       105      82       62
  that produced the results                                             
  promised.                                                             
  ------------------------------------------------------------------------------

**Trend Analysis** Fewer grants were completed in FY 2003 than in the
past two years, due to the fact that many of our grants are accomplished
over several years and fewer were scheduled to complete in FY 2003 than
in 2001 and 2002. The types of grants we fund also influence our overall
results. Certain grants, such as research and development grants, have a
higher risk of not achieving their intended results, as was the case in
FY 2002, while in FY 2003, none of our completed grants were high risk.
Also, in FY 2002, we changed our methodology slightly by requiring a
higher percentage of successful completed criteria and creating more
measurable and tighter criteria, thus raising the bar for a project to
be deemed successful.

**FY 2004 Performance Plan Evaluation** We expect to award more grants
in FY 2004, as more funds are made available than last year. However,
this may be offset some as costs overall increase and more expensive
projects are included in the funding mix. We expect to be able to meet
our FY 2004 target.

**[[Strategic Goal 3: Space and Preservation]{.underline}]{.smallcaps}**

[All records will be preserved in appropriate space for use as long as
needed.]{.smallcaps}

+------------------------+---------------------------------------------+
| **Long Range**         | 3.1. By 2007, 90 percent of NARA holdings   |
| **Performance          | are in appropriate space.                   |
| Targets**              |                                             |
|                        | 3.2. By 2007, 50 percent of NARA's at-risk  |
|                        | archival holdings are appropriately treated |
|                        | or are housed so as to retard further       |
|                        | deterioration.                              |
|                        |                                             |
|                        | 3.3. By 2007, 97 percent of NARA's          |
|                        | electronic holdings are preserved and       |
|                        | accessible, regardless of their original    |
|                        | format.                                     |
+------------------------+---------------------------------------------+

**FY 2003 Resources Available to Meet This Goal:** \$104,109,000; 373
FTE

3.1 Holdings in appropriate space

+---------------------+---+---------------------------------------------+
| ###                 | * | Complete restoration and preservation of    |
|  FY 2003 Objectives | * | the Rotunda murals and reinstall the murals |
|                     |  | in the Rotunda.                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ####                | * | Complete conservation work and redisplay    |
|  "...walk up to the | * | Charters of Freedom in the Rotunda.         |
|  buffed and beautif |  |                                             |
| ied marble Rotunda, | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| #### where          |   |                                             |
| the newly installed |   |                                             |
+---------------------+---+---------------------------------------------+
| #### Constitution,  | * | Complete renovation modifications in the    |
|  Bill of Rights and | * | Rotunda.                                    |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| #### Declarat       |   |                                             |
| ion of Independence |   |                                             |
+---------------------+---+---------------------------------------------+
| ##                  | * | Complete construction of new microfilm      |
| ## will take your b | * | research room, research center, and library |
| reath away." Washin |  | in the National Archives Building.          |
| gton Post, 12/18/03 | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Complete installation of two new chillers   |
|                     | * | for HVAC supply and complete construction   |
|                     |  | of new steam tunnel in the National         |
|                     | * | Archives Building.                          |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| #### "This to       | * | Open renovated Presidential Gallery at      |
| ur brought a grown  | * | Eisenhower Library.                         |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| #### m              |   |                                             |
| an to tears today." |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Complete construction of Roosevelt Library  |
|                     | * | Visitors Center.                            |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| #                   | * | Complete Phase I of renovation and addition |
| ### "The museum has | * | project at Ford Museum.                     |
|  made me more appre |  |                                             |
| ciative of the work | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
| ####                |   |                                             |
| of all Presidents." |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Complete plaza and seawall repair project   |
|                     | * | at Kennedy Library.                         |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Reach 60 percent completion of renovation   |
|                     | * | and addition to the Reagan Library.         |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Award construction contract for the         |
|                     | * | Southeast Regional Archives building.       |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Contract for a cost-benefit study for the   |
|                     | * | storage and preservation of military        |
|                     |  | personnel records.                          |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Complete buildout of three new records      |
|                     | * | center storage bays in Dayton.              |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Acquire additional records center storage   |
|                     | * | space in the Kansas City area.              |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Award contract for brokerage services for   |
|                     | * | acquisition of land for Alaska Regional     |
|                     |  | Records Services Facility.                  |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We completed all renovations of the         |
|                     |   | Rotunda, except the decorative bronze       |
|                     |   | ornamentation on the display cases, and     |
|                     |   | reopened the Rotunda on September 17, 2003. |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ####                |  | The Research Complex---microfilm research   |
|                     |   | rooms, research center, and library in the  |
|                     |   | National Archives Building---was opened to  |
|                     |   | the public on October 27, 2003.             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| #### "FDR Libr      |  | We completed 86 percent of the Roosevelt    |
| ary is a marvelous  |   | Library Visitor Center.                     |
+---------------------+---+---------------------------------------------+
| ####                |   |                                             |
| national treasure." |   |                                             |
+---------------------+---+---------------------------------------------+
| ####                |  | We awarded a contract for a modeling study  |
|                     |   | for the storage and preservation of         |
|                     |   | military personnel records on October 31,   |
|                     |   | 2003.                                       |
+---------------------+---+---------------------------------------------+
| ####                |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation and FY 2004 Performance Plan Evaluation** All renovations
and conservation work were substantially completed in time to
re-dedicate the Rotunda at a reopening celebration on September 17,
2003. Because of quality problems with some bronze work on display
cases, this work needs to be redone; however, these problems did not
delay any other work.

A wet spring and summer slowed construction of the Roosevelt Library
Visitor Center, a joint project with the National Park Service. However,
work was substantially complete by the dedication date of November 15,
2003.

A construction contract was awarded for the Southeast Regional Archives
on May 23, 2003, but start of construction was delayed until GAO decided
on two protests. Once the protests were dismissed in September, an order
to proceed was issued; however, the delayed start will push back
completion of the building by several months.

3.2 Preservation of at-risk holdings

+---------------------+---+---------------------------------------------+
| ###                 | * | Appropriately treat or house 36 percent of  |
|  FY 2003 Objectives | * | NARA's at-risk archival holdings so as to   |
|                     |  | retard further deterioration.               |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Prepare 2,200 cubic feet of Final Pay       |
|                     | * | Vouchers and Payrolls for reformatting;     |
|                     |  | reformat approximately 3,400 cubic feet of  |
|                     | * | Multiple Name Pay Vouchers and Payrolls, at |
|                     | * | NPRC.                                       |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Select vendor and conduct pilot project for |
|                     | * | scanning and digital enhancement of VA      |
|                     |  | Master Index at NPRC.                       |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We treated or housed 35 percent of NARA's   |
|                     |   | at-risk holdings so as to retard further    |
|                     |   | deterioration.                              |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed a risk assessment of Official  |
|                     |   | Military Personnel Files at NPRC.           |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We reformatted approximately 150 cubic feet |
|                     |   | of Multiple Name Pay Vouchers and Payrolls. |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We located a record copy of the VA Master   |
|                     |   | Index and made reference copies.            |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

**Explanation** We adjusted our NPRC preservation performance objectives
for FY 2003 to focus on performing a risk assessment on Official
Military Personnel Files (OMPFs). This activity was completed in
September, after a sample, consisting of 12,071 cubic feet of the 1.5
million cubic feet of OMPFs held at the National Personnel Records
Center, had been surveyed and assessed to determine their condition. The
data collected from this survey will be used to determine appropriate
handling, preservation, and storage requirements for the records, as
well as evaluating reformatting options. It will also provide the basis
for making key decisions on building and storage space design and
environmental conditions for these important records as they transition
from pre-archival to archival holdings.

Because of our focus on risk assessment, we completed only a small
amount of reformatting of Multiple Name Pay Vouchers and Payrolls. We
found that a preservation project of the VA Master Index was unnecessary
to undertake after we were able to locate a record copy of the Index and
make reference copies for use by each of the reference areas at NPRC.

+--------------------------------+------+------+------+-------+-------+
| ##### **Performance Data**     | **FY | **FY | **FY | **FY  | **FY  |
|                                | 19   | 20   | 20   | 2     | 2     |
|                                | 99** | 00** | 01** | 002** | 003** |
+================================+======+======+======+=======+=======+
| Performance target for percent |      | *    | *30* | *32*  | *36*  |
| of cumulative backlog ever     |      | \--* |      |       |       |
| treated.                       |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Percent of cumulative backlog  | 3.1  | 24.9 | 28.1 | 32.0  | 35.3  |
| ever treated.                  |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Start of year backlog volume   | 161  | 156  | 196  | 17    | 18    |
| of at-risk archival holdings   | ,478 | ,020 | ,674 | 4,156 | 7,922 |
| (cubic feet).                  |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Volume of at-risk archival     | 4    | 35   | 26   | 1     | 1     |
| holdings that received         | .971 | ,133 | ,403 | 0,510 | 6,626 |
| conservation treatment this    |      |      |      |       |       |
| year (cubic feet)              |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Cumulative volume of at-risk   | \--  | 46   | 61   | 6     | 7     |
| archival holdings in cold      |      | ,977 | ,056 | 1,885 | 2,734 |
| storage (cubic feet).\*        |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Percent of cumulative backlog  | 3.1  | 22.5 | 13.4 | 6.0   | 8.8   |
| treated this year.             |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+

*\* Includes both onsite and offsite holdings in cold storage.*

**Trend Analysis** We continue to make progress in treating at-risk
records. We preserved an additional 16,626 cubic feet of identified
at-risk previously accessioned records last year, bringing the percent
of records treated to 35 percent, up from 3 percent in FY 1999.

**FY 2004 Performance Plan Evaluation** Preservation work at the
National Personnel Records Center will continue with work on the Final
Pay Vouchers and Payrolls, as well as treating Army and Air Force
Official Military Personnel Files damaged by the 1973 NPRC fire,
especially those damaged by mold. However, some resources will be
redirected in FY 2004 to assisting with the analysis of the risk
assessment just completed.

3.3 Preservation of Electronic Records

+---------------------+---+---------------------------------------------+
| ##                  | * | Preserve and make accessible 65 percent of  |
| # FY 2003 Objective | * | NARA\'s electronic holdings, regardless of  |
|                     |  | their original format                       |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Ensure schedule variance of less than 10    |
|                     | * | percent on major milestones in the          |
|                     |  | Electronic Records Archives (ERA) program:  |
|                     | * |                                             |
|                     | * | -   Collaborative research and development  |
|                     |   |     for sustainable solutions to electronic |
|                     |   |     records challenges.                     |
|                     |   |                                             |
|                     |   | -   Design, development, and deployment of  |
|                     |   |     NARA\'s ERA system.                     |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| **Results**         |  | We managed and preserved 93 percent of      |
|                     |   | NARA's electronic holdings, regardless of   |
|                     |   | their original format.                      |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed a prototype implementation of  |
|                     |   | a persistent archival system at the Bush    |
|                     |   | Library as part of our ERA collaborative    |
|                     |   | research and development activities.        |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed development of a detailed ERA  |
|                     |   | work breakdown schedule and awarded a       |
|                     |   | contract to implement an earned value       |
|                     |   | management system.                          |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We prepared documentation to support an ERA |
|                     |   | design contract award in FY 2004.           |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

# **Explanation** As the number of electronic records in NARA custody grows rapidly each year, we are taking positive steps to address electronic records challenges for the future with the Electronic Records Archives program. We continued several collaborative research partnerships aimed at developing sustainable solutions to electronic records challenges.

We implemented a persistent archives prototype at the George Bush
Presidential Library to better understand and evaluate the capabilities
of such a system and its usefulness for preserving electronic records.
We expanded the collections of records studied in the prototype to
include web sites of the Presidential libraries of Presidents Johnson,
Reagan, Ford, and Eisenhower, and collections of Federal agency web site
snapshots taken at the end of the Clinton Administration, which
contribute toward an overall collection of about 17 million logical data
records.

We made significant strides in preparing for a contract award to design
the ERA system. We issued a Request for Comments; draft Request for
Proposal (RFP), including a requirements document; and held an Industry
Day to encourage dialogue with industry, allow additional input to the
requirements document, and extend market research. We delayed the
release of the RFP to early FY 2004 so that we could improve the
completeness of the solicitation package and ensure that we had solid
input from industry. The delay also allowed us to seek input from other
Government agencies experienced in large acquisitions to incorporate
their lessons learned. We updated and maintained the 36 core ERA Program
documents, including a program management plan, risk management plan,
system security plan, and a capital assets plan and business case. We
developed a detailed project work breakdown structure, and performed
schedule risk analysis to determine an acquisition program baseline,
which was submitted to the Office of Management and Budget.

+-----------------------------------------------+------+-------+-------+
| ##### **Performance Data**                    | **FY | **FY  | **FY  |
|                                               | 20   | 2     | 2     |
|                                               | 01** | 002** | 003** |
+===============================================+======+=======+=======+
| Performance target of percent of NARA's       | *40* | *60*  | *65*  |
| electronic holdings preserved in preparation  |      |       |       |
| for their transfer to the Electronic Records  |      |       |       |
| Archives.                                     |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Percent of NARA's electronic holdings         | 97   | 98    | 97    |
| preserved in preparation for their transfer   |      |       |       |
| to the Electronic Records Archives.           |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of logical data records in NARA's      | 2,3  | 3,    | 4,    |
| custody (in millions).                        | 44.5 | 713.9 | 742.9 |
+-----------------------------------------------+------+-------+-------+
| Number logical data records preserved (in     | 2,2  | 3,    | 4,    |
| millions).                                    | 71.7 | 623.4 | 594.4 |
+-----------------------------------------------+------+-------+-------+
| Percent of Presidential logical data records  | 99   | 49    | 49    |
| managed and preserved.                        |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of Presidential logical data records   | 2.2  | 35.3  | 35.3  |
| (in millions).                                |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of Presidential logical data records   | 2.2  | 17.3  | 17.3  |
| preserved (in millions).                      |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Per megabyte cost for preserving archival     | \--  | \--   | \     |
| electronic records.                           |      |       | $4.50 |
+-----------------------------------------------+------+-------+-------+

**Trend Analysis** Overall, the number of logical data records in NARA
custody increased by 27 percent since FY 2002, an increase of more than
1.2 billion logical data records, and a 101 percent increase since FY
2001, the first year we began counting logical data records. It is
important to note that we are only able to take custody and copy these
electronic records for preservation, and that is all our performance
data represents. The ability to preserve these records in a persistent
format over time and to make these records readily accessible to the
public is being addressed within the scope of the ERA Program.

**FY 2004 Performance Plan Evaluation** We expect to see significant
growth in the number of logical data records in NARA\'s custody,
particularly because NARA is expanding the number of records formats we
will accept as part of the Electronic Records Management Initiative (see
page 2). We expect to make significant progress on ERA as we continue
our collaborative research and development efforts with our partners,
and begin to design the system with a contract awarded in FY 2004.

**[[Strategic Goal 4: Infrastructure]{.underline}]{.smallcaps}**

[NARA\'s capabilities for making changes necessary to realize our vision
will continuously expand.]{.smallcaps}

+------------------------+---------------------------------------------+
| **Long Range           | 4.1. By 2003, 100 percent of employee       |
| Performance Targets**  | performance plans and 100 percent of staff  |
|                        | development plans are linked to strategic   |
|                        | outcomes.                                   |
|                        |                                             |
|                        | 4.2. By 2007, the percentages of NARA       |
|                        | employees in underrepresented groups match  |
|                        | their respective availability levels in the |
|                        | Civilian Labor Force.                       |
|                        |                                             |
|                        | 4.3. By 2007, NARA will accept 100 percent  |
|                        | of the legal documents submitted            |
|                        | electronically for publication in the       |
|                        | *Federal Register*.                         |
|                        |                                             |
|                        | 4.4. By 2007, NARANET will have a           |
|                        | 95-percent-effective computer and           |
|                        | communications infrastructure.              |
+------------------------+---------------------------------------------+

**FY 2003 Resources Available to Meet This Goal:** Goal 4 supports goals
1 through 3. Resources available are included in the totals for those
goals.

4.1 Performance and Development Plans

+---------------------+---+---------------------------------------------+
| ###                 | * | Maintain 95 percent of employee performance |
|  FY 2003 Objectives | * | plans linked to strategic outcomes.         |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Maintain 95 percent of staff development    |
|                     | * | plans linked to strategic outcomes.         |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| **Results**         |  | We linked 93 percent of employee            |
|                     |   | performance plans to strategic outcomes.    |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We linked 91 percent of staff development   |
|                     |   | plans to strategic outcomes.                |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

### Explanation At 93 percent, we fell slightly short of meeting our goal of linking 95 percent of all employee performance plans to strategic outcomes. However, counting only permanent employees, we met the target of 95 percent. At 91 percent, we also fell slightly short of meeting our target for linking 95 percent of staff development plans to strategic outcomes. Several organizations, particularly those with regional offices working through a central office, faced a reporting lag time in entering their data into the agency collection database, even though they went through the process of updating performance plans and staff development plans. Taking these reporting lags into account, nearly 96 percent of NARA employees possessed staff development plans linked to NARA strategic outcomes.

+-----------------------------------------------+------+-------+-------+
| ##### **Performance Data**                    | **FY | **FY  | **FY  |
|                                               | 20   | 2     | 2     |
|                                               | 01** | 002** | 003** |
+===============================================+======+=======+=======+
| Performance target for percent of staff       | *50* | *95*  | *95*  |
| having performance plans that link to         |      |       |       |
| strategic outcomes.                           |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Percent of staff having performance plans     | 48   | 80    | 93    |
| that link to strategic outcomes.              |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of NARA staff having performance plans | 1    | 2,497 | 2,874 |
| that link to strategic outcomes.              | ,439 |       |       |
+-----------------------------------------------+------+-------+-------+
| Performance target for percent of permanent   | *    | *50*  | *95*  |
| staff having staff development plans that     | \--* |       |       |
| link to strategic outcomes.                   |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Percent of permanent staff having staff       | \--  | 1     | 91    |
| development plans that link to strategic      |      |       |       |
| outcomes.                                     |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of NARA staff having staff development | \--  | 7     | 2,425 |
| plans that link to strategic outcomes.        |      |       |       |
+-----------------------------------------------+------+-------+-------+
| Number of NARA permanent staff.               | 2    | 2,733 | 2,672 |
|                                               | ,709 |       |       |
+-----------------------------------------------+------+-------+-------+

**FY 2004 Performance Plan Evaluation** We will continue to engrain the
process of linking performance plans and staff development plans to
strategic outcomes for all employees throughout NARA. We will also
develop a process for determining the benefits employees gain from the
staff development plan process.

4.2 Equal Employment Opportunity

+---------------------+---+---------------------------------------------+
| ###                 | * | Ensure the percentages of NARA employees in |
|  FY 2003 Objectives | * | underrepresented groups match 65 percent of |
|                     |  | their respective availability levels in the |
|                     | * | Civilian Labor Force.                       |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Increase the percentage of people in        |
|                     | * | underrepresented groups in pools of         |
|                     |  | applicants from which to select candidates  |
|                     | * | for positions in grades 13 and above over   |
|                     | * | the percentage in FY 2002.                  |
+---------------------+---+---------------------------------------------+
| ###                 |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We employed people in underrepresented      |
|                     |   | groups so that our percentages matched at   |
|                     |   | least 60 percent of the national averages   |
|                     |   | in 5 out of 6 underrepresented groups.      |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We increased the percentage of people in    |
|                     |   | underrepresented groups in pools of         |
|                     |   | applicants for positions at Grades 13 and   |
|                     |   | above from 85 percent to 97 percent.        |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We provided diversity training to 82        |
|                     |   | percent of NARA managers and employees.     |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

Explanation We completed a three-year initiative to deliver diversity
training to all NARA employees and reached 82 percent of NARA employees
by the end of the year. Although we did not reach every
employee---because of the delivery method, new employees were not
trained, and while mandatory, not every employee attended---we began to
investigate follow-on training that might be included in new employee
orientation.

We met our objective of employing people in underrepresented groups for
5 out of 6 underrepresented groups. We continue to seek out
well-qualified applicants from such groups.

+--------------------------------+------+------+------+-------+-------+
| ***Performance Data***         | **FY | **FY | **FY | **FY  | **FY  |
|                                | 19   | 20   | 20   | 2     | 2     |
|                                | 99** | 00** | 01** | 002** | 003** |
+================================+======+======+======+=======+=======+
| Percent of employees who have  | 6    | 19   | 27   | 58    | 82    |
| received diversity training.   |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| *Performance target for        |      | *49* | *64* | *75*  | *94*  |
| percent of applicant pools for |      |      |      |       |       |
| positions at grades GS-13 and  |      |      |      |       |       |
| above that contain people in   |      |      |      |       |       |
| underrepresented groups.*      |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Percent of applicant pools for | 48   | 63   | 74   | 85    | 97    |
| positions at grades GS-13 and  |      |      |      |       |       |
| above that contain people in   |      |      |      |       |       |
| underrepresented groups.       |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Number of applicants (all      | \--  | \--  | \--  | 7,421 | 5,745 |
| grades).                       |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Number of diverse applicants   | \--  | \--  | \--  | 2,593 | 2,771 |
| (who submitted optional form   |      |      |      |       |       |
| 3035).                         |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Number of applicant pools for  | 21   | 24   | 53   | 101   | 63    |
| positions in grades GS-13 and  |      |      |      |       |       |
| above.                         |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Number of pools for positions  | 10   | 15   | 39   | 86    | 61    |
| in grades GS-13 and above that |      |      |      |       |       |
| had self-identified applicants |      |      |      |       |       |
| in protected classes.          |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Percent of Civilian Labor      | \--  | \--  | 50   | 60    | 65    |
| Force rate used to determine   |      |      |      |       |       |
| if underrepresented groups met |      |      |      |       |       |
| employment target.             |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| Underrepresented groups of     |      |      |      |       |       |
| employees meeting target       |      |      |      |       |       |
| (checkmark indicates target    |      |      |      |       |       |
| met or exceeded)               |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+
| > \--Women                     |     |     |     |      |      |
| >                              |      |      |      |       |       |
| > \--Black                     |     |     |     |      |      |
| >                              |      |      |      |       |       |
| > \--Latino-Hispanic           |     |     |     |      |      |
| >                              |      |      |      |       |       |
| > \--Asian American/Pacific    |     |     |     |      |      |
| > Islander                     |      |      |      |       |       |
|                                |     |     |      |      |      |
| \--American Indian/Alaskan     |      |      |      |       |       |
| Native                         |      |      |      |       |       |
|                                |      |      |      |       |       |
| \--Targeted disability         |      |      |      |       |       |
+--------------------------------+------+------+------+-------+-------+

**Trend Analysis** In 5 years we have gone from 48 percent to 97 percent
of our applicant pools for positions at grades GS-13 and above
containing people from underrepresented groups. The data indicates that
we are doing a better job at reaching a more diverse potential
workforce. However, while we are receiving more applications from
underrepresented groups than in previous years, we are still not able to
meet our target for Latino-Hispanic employees.

**FY 2004 Performance Plan Evaluation** NARA is a member of the
President's Task Force on Hispanic Employment, and has participated in
the discussions and planning activities geared toward improving
Latino-Hispanic representation in the Federal workforce. NARA continues
to draw ideas and plans from these meetings to address solutions to this
gap in employment.  

4.3 Federal Register Production

+---------------------+---+---------------------------------------------+
| ###                 | * | Fully deploy an electronic editing and      |
|  FY 2003 Objectives | * | publishing system.                          |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| ### Results         |  | We accepted an electronic editing and       |
|                     |   | publishing system, and are ready to begin   |
| #######             |   | accepting electronic submissions from 3     |
|                     |   | Federal agencies in FY 2004.                |
| #### "...o          |   |                                             |
| utstanding customer |   |                                             |
+---------------------+---+---------------------------------------------+
| #### service b      |   |                                             |
| y putting our final |   |                                             |
+---------------------+---+---------------------------------------------+
| ### *rule on        |  | As part of the Administration's             |
| public display in l |   | e-rulemaking initiative, we launched        |
| ess than 2 hours."* |   | *regulations.gov*, a web site that allows   |
|                     |   | people to comment on proposed Government    |
|                     |   | regulations.                                |
+---------------------+---+---------------------------------------------+

**Explanation** Development of an electronic editing and publishing
system (eDOCS) for the Office of the Federal Register was completed in
FY 2003. The system will provide agencies that publish documents in the
*Federal Register* the capability to transmit signed legal documents
electronically, and provides the Office of the Federal Register with the
ability to process these documents in a completely electronic
environment. eDOCS is one of the first systems in the Federal Government
to make possible government-wide agency certification of signatures, in
timely compliance with the Government Paperwork Elimination Act.

*Regulations.gov* consolidates proposed rules open for comment and
published in the Federal Register into a single, user-friendly web site.
This enables citizens to participate actively in Federal rulemaking on
their own terms at a location and time of their choice.

+---------------------------------------+------+------+-------+-------+
| ##### **Performance Data**            | **FY | **FY | **FY  | **FY  |
|                                       | 20   | 20   | 2     | 2     |
|                                       | 00** | 01** | 002** | 003** |
+=======================================+======+======+=======+=======+
| Number of documents published in the  | 31   | 32   | 3     | 3     |
| *Federal Register.*                   | ,925 | ,036 | 3,055 | 2,066 |
+---------------------------------------+------+------+-------+-------+
| Number of rulemakings open for        | *    | *    | *\--* | 370,  |
| comment successfully retrieved at     | \--* | \--* |       | 861\* |
| *regulations.gov.*                    |      |      |       |       |
+---------------------------------------+------+------+-------+-------+
| Number of official *Federal Register* | 1    | 1    | 150.0 | 160.1 |
| documents retrieved online (in        | 54.9 | 62.7 |       |       |
| millions)                             |      |      |       |       |
+---------------------------------------+------+------+-------+-------+

\*Statistics cover period from July through September 2003.

**Trend Analysis** There is insufficient data available to establish
eDOCS trends.

**FY 2004 Performance Plan Evaluation** With deployment of eDOCS, the
Office of the Federal Register begins a process of integrating the
system into its production processes and replacing legacy manual and
automated systems. The phased implementation (3 Federal agencies in FY
2004) will provide Federal Register managers with real-time experience
in operating the increasingly electronic-based operations that result in
a daily issue of the *Federal Register* being published every Federal
business day of the year.

4.4 Computers and Communications

+---------------------+---+---------------------------------------------+
| ###                 | * | Ensure NARA has a 91-percent-effective      |
|  FY 2003 Objectives | * | computer and communications infrastructure  |
|                     |  |                                             |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Certify the security and accredit 100       |
|                     | * | percent of the NARA information systems for |
|                     |  | operation on our network.                   |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     | * | Complete prototype of an enterprise         |
|                     | * | repository for NARA\'s agency-wide data     |
|                     |  | model and associated IT documentation.      |
|                     | * |                                             |
|                     | * |                                             |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
| **Results**         |  | We increased our overall network            |
|                     |   | effectiveness to 96.9 percent.              |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We certified 96 percent of NARA information |
|                     |   | systems for operation on our network.       |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We completed a first draft of a prototype   |
|                     |   | demonstration for NARA's Enterprise IT      |
|                     |   | Repository (NEITR).                         |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We provided IT annual security training at  |
|                     |   | all our sites.                              |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We launched our new intranet site,          |
|                     |   | *nara@work*, to enhance access to online    |
|                     |   | resources for our staff.                    |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+
|                     |  | We upgraded our telephone system at 19      |
|                     |   | sites as part of a multi-year agency-wide   |
|                     |   | upgrade.                                    |
+---------------------+---+---------------------------------------------+
|                     |   |                                             |
+---------------------+---+---------------------------------------------+

Explanation We did not meet our goal for completing full certification
and accreditation of 100 percent of NARA's information systems for
operation on our network because of a change in the NIST guidance that
we received in mid year. As a result we needed additional time to modify
our Certification and Accreditation (C&A) plans and processes. We have
two systems that still need to complete C&A. As a result of the C&A
process, each NARA system now has a documented risk assessment,
contingency plan, security test and evaluation plan, and a system
security plan.

Although we made significant progress in developing the repository
prototype (NEITR), testing and stakeholder feedback were delayed because
resources were needed to help develop ERA data requirements.

  ----------------------------------------------------------------------------
  **Performance Data**                     **FY     **FY     **FY     **FY
                                           2000**   2001**   2002**   2003**
  ---------------------------------------- -------- -------- -------- --------
  Percent of overall NARANET effectiveness 94       96.5     96.9     96.3

  Percent of network availability          99.9     99.9     99.9     99.9

  Percent of user support services         92.0     92.2     92.3     90.3
  effectiveness                                                       

  Percent of service delivery to the       90.1     97.5     98.5     98.6
  desktop effectiveness                                               
  ----------------------------------------------------------------------------

**Trend Analysis** We have consistently exceeded our annual targets for
NARANET effectiveness.

FY 2004 Performance Plan Evaluation We will complete C&A for the
remaining two NARA systems. The C&A process is now incorporated in
NARA's systems development life cycle to ensure that systems in
development are fully accredited. C&A for each existing system will be
repeated every three years or whenever major changes are made to a
system. We will also implement new agency-wide disaster recovery
processes and mechanisms. While we will continue to collect NARANET
effectiveness data and manage to internal targets, our FY 2004
performance target will focus on the availability of the network to
public users.

## **Appendix A: Outputs**

This appendix contains supplemental output information on selected
objectives in this report. Objectives not listed below have no
significant supplemental data.

**2.1 Meet or exceed NARA's published standards for access to records
and services.**

  -----------------------------------------------------------------------------------------------
  **Performance Data**            **FY 1999**  **FY 2000** **FY 2001**  **FY 2002**  **FY 2003**
  ------------------------------- ------------ ----------- ------------ ------------ ------------
  Archival written requests       105,422      107,370     113,990      104,989      96,102
  answered.                                                                          

  Archival written requests       93,365       98,696      106,051      97,465       90,209
  answered within 10 working                                                         
  days.                                                                              

  Military records requests       1,248,652    1,150,436   1,084,731    738,950      753,605
  answered.                                                                          

  Military records requests       88,321       32,105      49,368       208,945      213,244
  answered within 10 working                                                         
  days.                                                                              

  Federal agency customers with   32,535       38,342      41,530       40,406       33,989
  appointments.                                                                      

  Federal agency customers with   32,435       38,109      41,381       40,314       33,944
  appointments who have records                                                      
  waiting at requested time.                                                         

  Routine Federal agency records  10,252,193   9,286,882   14,967,471   12,131,086   11,084,089
  center reference requests                                                          
  answered.                                                                          

  Routine Federal agency records  6,970,721    7,322,300   13,874,295   11,146,595   10,378,805
  center reference requests                                                          
  answered that were ready when                                                      
  promised.                                                                          

  Federal agency record center    \--          \--         14,978,859   12,130,995   11,084,028
  shipments were the records                                                         
  requested.                                                                         

  Public education programs and   348          407         371          464          422
  workshops rated by users.                                                          

  Public education programs and   314          388         358          444          400
  workshops rated by users as                                                        
  "excellent" or "very good."                                                        

  Number of FOIA requests         7,612        9,32        8,456        9,987        5,182
  received.                                                                          

  Number of FOIA requests         6,911        8,751       7,634        8,825        5,107
  answered.                                                                          

  Number of FOIA requests         2,595        2,466       2,269        7,532        3,388
  answered within 20 working                                                         
  days.                                                                              
  -----------------------------------------------------------------------------------------------

**4.2 Provide formal diversity training to 100 percent of NARA managers
and employees.**

-   2,672 permanent employees; 2,184 received diversity training (82
    percent).

**4.2 Employ and recruit percentages of people in underrepresented
groups so that NARA's percentages match 65 percent of the Civilian Labor
Force percentages of people in underrepresented groups.**

The categories where we met or exceeded the objective are checked below.
The numbers in the table below are based on permanent employees only.

+------------------+------+------+------+------+------+------+-------+
| **Number of      | **FY | **FY | **FY | **FY | **FY | **FY | **CLF |
| Employees By**   | 19   | 2000 | 20   | 20   | 20   | 20   | Avai  |
|                  | 99** | Actu | 01** | 02** | 03** | 03** | labil |
| **               |      | al** |      |      |      |      | ity** |
| Underrepresented | **Ac |      | **   | **Ac | **Ac | **Ta |       |
| Group**          | tual | *    | Actu | tual | tual | rget | **(Pe |
|                  | (Pe  | *(Pe | al** | (Pe  | (Pe  | (Pe  | rcent |
|                  | rcen | rcen |      | rcen | rcen | rcen | )\*** |
|                  | t)** | t)** | *    | t)** | t)** | t)** |       |
|                  |      |      | *(Pe |      |      |      |       |
|                  |      |      | rcen |      |      |      |       |
|                  |      |      | t)** |      |      |      |       |
+==================+======+======+======+======+======+======+=======+
|  1,431 Women    | 36.5 | 38.8 | 54.9 | 47.0 | 53.5 | 29.7 | 45.7  |
+------------------+------+------+------+------+------+------+-------+
|  818 Black      | 8.3  | 8.6  | 32.3 | 28.3 | 30.6 | 6.7  | 10.3  |
+------------------+------+------+------+------+------+------+-------+
| 43 Hispanic      | 0.5  | 0.5  | 1.5  | 1.3  | 1.6  | 5.3  | 8.1   |
+------------------+------+------+------+------+------+------+-------+
|  57 Asian       | 0.7  | 0.7  | 2.2  | 2.0  | 2.1  | 1.8  | 2.8   |
| American/        |      |      |      |      |      |      |       |
|                  |      |      |      |      |      |      |       |
| Pacific Islander |      |      |      |      |      |      |       |
+------------------+------+------+------+------+------+------+-------+
|  10 American    | 0.2  | 0.2  | 0.4  | 0.4  | 0.4  | 0.4  | 0.6   |
| Indian/          |      |      |      |      |      |      |       |
|                  |      |      |      |      |      |      |       |
| Alaskan Native   |      |      |      |      |      |      |       |
+------------------+------+------+------+------+------+------+-------+
|  47 Targeted    | N/A  | N/A  | 2.0  | 1.7  | 1.75 | 1.5  | N/A   |
| Disabilities     |      |      |      |      |      |      |       |
+------------------+------+------+------+------+------+------+-------+

\* Civilian Labor Force availability is based on census data. At the
time NARA set its targets for this metric, the CLF rates were still
based on 1990 census data. We will revise our targets when new CLF data
is available from the 2000 census.

## **Appendix B: Program Evaluations** 

**[[Strategic Goal 1: Essential Evidence]{.underline}]{.smallcaps}**

Office of the Inspector General, OIG Report 01-07, Evaluation of NARA's
Records Disposal and Concurrence Process, July 18, 2001.

The Inspector General reviewed NARA's records disposal and concurrence
process and made 11 recommendations to the Office of Regional Records
Services for improving this process. One recommendation was completed in
FY 2002, and 10 were completed in FY 2003. This evaluation is closed.

Office of the Inspector General, OIG Report 03-12, Assessment of NARA's
Targeted Assistance Program, September 26, 2003.

The Inspector General reviewed NARA's targeted assistance program. Two
recommendations were made to the Office of Regional Records Services and
the Office of Records Services. Final recommendations are scheduled for
completion by March 31, 2005.

**[[Strategic Goal 2: Access]{.underline}]{.smallcaps}**

General Accounting Office, GAO-01-599, *National Personnel Records
Center: Plan Needed to Show How Timeliness Goal Will Be Achieved*, May
2001.

GAO conducted a review of NARA's actions to improve response time to
veterans' requests for records and recommended that NARA develop a plan
to show what is needed to meet its FY 2005 goal. NARA responded with a
detailed plan, describing nine initiatives to be implemented over a
multi-year period. All initiatives to improve response time have been
implemented except one, which is scheduled to begin in FY 2004.

Office of Inspector General, OIG Report 03-10, *Audit of NHPRC Grantee
Reveals that Opportunities Exist to Strengthen Program Oversight*,
August 14, 2003.

The Inspector General audited an NHPRC grantee and made four
recommendations. All are scheduled for completion in FY 2004.

Office of Inspector General, OIG Report 02-05, *Assessment of NARA's
Grant Management Process*, March 29, 2002.

The Inspector General reviewed NARA's grant management process and made
two recommendations; one was completed in FY 2002, and the other in FY
2003. This assessment is closed.

Office of Inspector General, OIG Report 02-09*, Assessment of Procedures
Governing the Release of Federal Population Census Records*, May 6,
2002.

The Inspector General reviewed NARA's procedures governing the release
of Federal population census records to determine the adequacy of
existing procedures and safeguards against the early or unauthorized
release of Decennial Population Census records. Four recommendations
resulted. One scheduled for completion in FY 2003 was delayed to FY 2004
due to conflicting priorities. The others are scheduled for FY 2004 (2)
and FY 2005 (1).

Office of Inspector General, OIG Report 01-15*, Audit of NARA Web
Privacy Policies and Practices,* August 2, 2001.

The Inspector General found that NARA is taking necessary actions to
protect the privacy of individuals who access NARA web sites, but that
our web privacy policies and practices needed improvements in some
areas. The OIG made 6 recommendations. Five are completed, and the last
one was delayed until FY 2004.

**[[Strategic Goal 3: Space and preservation]{.underline}]{.smallcaps}**

General Accounting Office, GAO-03-880, *Records Management: National
Archives and Records Administration's Acquisition of Major System Faces
Risks*, August 22, 2003.

> The General Accounting Office identified two areas that needed to be
> addressed for the Electronic Records Archives acquisition. One
> included updating several ERA program documents, and the other to
> develop a detailed work breakdown structure for the program and deploy
> an earned value management system. The first activity is complete. The
> second is underway and scheduled for completion in FY 2004.

Office of Regional Records Services, *Program Evaluation*, September
2002.

> The office conducted a comprehensive evaluation of regional activities
> at Rocky Mountain Region. There were three findings, and
> recommendations were made; all have been completed.

Office of Regional Records Services, *Program Evaluation*, February
2003.

> The office conducted a comprehensive evaluation of regional activities
> at Mid-Atlantic Region. There were five findings, and recommendations
> were made. Three are completed, and the remainder is scheduled for
> completion in FY 2004.

Office of Regional Records Services, *Program Evaluation*, July 2003.

> The office conducted a comprehensive evaluation of regional activities
> at Pacific Alaska Region. There were five findings, and
> recommendations were made. One is completed, and the remainder is
> scheduled for completion in FY 2004.

Office of Presidential Libraries, *Physical Security Reviews*, April
through June, 2003.

The Office of Administrative Services conducted physical security
reviews of Jimmy Carter Library and Museum, John F. Kennedy Library and
Museum, and George Bush Library and Museum. Reports indicated
satisfactory security and no new findings.

**[[Strategic Goal 4: Infrastructure]{.underline}]{.smallcaps}**

Office of Inspector General, OIG Report 02-12, *Firewall and Network
Configuration Advisory Report*, August 21, 2002.

The Inspector General conducted an evaluation of NARA's firewall and
network configuration. Seven recommendations were made to improve the
effectiveness and efficiency of NARA controls for managing firewall
operations and to ensure secure and reliable network systems. All
recommendations have been implemented and this evaluation is closed.

Office of Inspector General, OIG Report 02-13*, Evaluation of NARA's EEO
Complaints Processing Program*, September 30, 2002.

The Inspector General conducted an evaluation of NARA's EEO Complaints
Processing Program. Four recommendations were made to improve the
complaints processing program. All recommendations have been implemented
and this evaluation is closed.

Office of the Inspector General, OIG Report 01-04, *Review of NARA's
Anti-Virus Program,* March 28, 2001.

The Inspector General conducted a review of NARA's anti-virus protection
program and made six recommendations. All recommendations have been
implemented and this evaluation is closed.

Office of the Inspector General, OIG Report 01-05*, Audit of the NARA
Systems Security Program,* March 28, 2001.

The Inspector General conducted a review of NARA's information system
security program and made four recommendations to the Office of Human
Resources and Information Services for developing an entity-wide systems
security program. The last recommendation was delayed to FY 2004.

Policy and Communications Staff, *NARA Implementation of the Federal
Activities Inventory Reform (FAIR) Act,* June 27, 2003.

In compliance with the FAIR Act, NARA compiled information about the
activities performed by each office, and submitted it to OMB in its new
OMB-specified format. The inventory was posted to NARA's public web site
in August 2003.

**[[Multi-Goal Evaluations]{.underline}]{.smallcaps}**

Office of Inspector General, OIG Report 03-06, *Evaluation of the
Accuracy of National Archives and Records Administration Performance
Measurement Data*, June 25, 2003.

The report made four recommendations. NARA responded with an action plan
to address OIG recommendations, which is scheduled for completion by
June 30, 2004.

Office of Inspector General, OIG Report 03-17, *Evaluation of NARA's FY
2003 Management Control Program*, September 29, 2003.

The report made two recommendations. NARA responded with an action plan
to address OIG recommendations, which was completed on November 26,
2003.

General Accounting Office, GAO-02-586, "Information Management:
Challenges in Managing and Preserving Electronic Records," June 25,
2002.

GAO conducted a review of NARA's efforts to manage and preserve
electronic records. Three recommendations were made. NARA responded with
an action plan with 20 milestones to address GAO recommendations. Three
milestones remain open and will be completed in FY 2004.

Office of Presidential Libraries, *Program Review*, April 4-7, 2000.

> The office conducted a program review at the Harry S. Truman Library
> in Independence, Missouri, listing 55 recommendations for
> improvements. All items have been completed.

Office of Presidential Libraries, *Program Review*, April 17-20, 2001.

> The office conducted a program review at the George Bush Library in
> College Station, Texas. Out of 21 recommendations made for
> improvements, only one item, concerning preservation of dictabelts,
> remains to be completed in FY 2004.

Office of Presidential Libraries, *Program Review*, June 12-15, 2001.

> The office conducted a program review at the John F. Kennedy Library
> in Boston, Massachusetts. Out of 41 recommendations made for
> improvements, only one item, concerning records management training,
> remains to be completed in FY 2004.

Office of Presidential Libraries, *Program Review*, April 30-May 2,
2002.

> The office conducted a program review at the Ronald Reagan
> Presidential Library in Simi Valley, California. Out of 41
> recommendations made for improvements, only one item remains to be
> addressed after gallery renovations are completed.

Office of Presidential Libraries, *Program Review*, January 14-16, 2003.

> The office conducted a program review at the Lyndon Baines Johnson
> Library in Austin, Texas, listing 21 recommendations for improvements.
> All items for which a response was due on or before September 30,
> 2003, have been completed or addressed.

Office of Presidential Libraries, *Program Review*, June 16-17, 2003.

> The office conducted a program review at the Herbert Hoover Library in
> West Branch, Iowa, listing 20 recommendations for improvements. All
> items for which a response was due on or before September 30, 2003,
> have been completed or addressed.

For more information about these reports, contact the Policy and
Communications Staff on 301-837-1850 or by email at vision@nara.gov.

## **Appendix C: Federal Records Management Evaluations** 

## 

Under 44 U.S.C. 2904(c)(8), the Archivist of the United States is
required to report to Congress and the Office of Management and Budget
annually on the results of records management activities. NARA is
fulfilling this requirement through its Annual Performance Report.
Through this report, we highlight the progress of individual agencies in
managing and preserving the documentation necessary to protect the legal
and financial rights of the Government and citizens. This year we are
reporting on a few of the Federal programs that have shown significant
progress in establishing or expanding control over their management of
business information in a way that has produced tangible results for the
Government and citizens. NARA partnered with the agencies in these
activities, often through Targeted Assistance.

## 

# **U.S. Geological Survey**

The U. S. Geological Survey (USGS) has taken significant steps to
improve the management of its records. Over the past several years, USGS
has reviewed its administrative program, the records it generates, and
its business needs to completely update and revise the 13 chapters of
its records schedule for administrative records. The final chapters were
approved in 2003 and satisfactorily resolve all existing concerns for
these records, including providing for the appropriate disposition of
the USGS photograph collection. With the completion of this schedule,
USGS has initiated a similar review of the business processes and
records of its primary mission programs.

# **U.S. Geological Survey: Earth Resources Observation Systems Data Center, Sioux Falls, SD**

The Earth Resources Observation Systems (EROS) Data Center is a data
management, systems development, and research field center for the U.S.
Geological Survey\'s ([USGS](http://www.usgs.gov/)) [National Mapping
Division.](http://www-nmd.usgs.gov/) The EROS Data Center has the
responsibility for managing and preserving the National Satellite Land
Remote Sensing Data Archive (NSLRSDA), the Advanced Space-borne Thermal
Emission and Reflectance data, and information from the operational
mission management of the U.S. Landsat Program. The NSLRSDA contains
satellite remote sensing data of the Earth\'s land surface that is used
by scientists, managers, and technical users from around the world. The
Center's activities for the national civil and commercial space systems
in support of emergency response and homeland security are crucial.

In 2003, EROS, with NARA support, developed a collection policy, updated
its vital records and information disaster plans, updated the USGS
schedule for EROS records, and conducted a series of records management
workshops for its science and archives staff. USGS has worked with NARA
over the last couple of years to determine the best possible disposition
solutions for the EROS Data. The strategic planning and forward thinking
of EROS Data Center's Records Management Program provides protection and
preservation of irreplaceable images and records. The 1.3 million
digital satellite images and 12.5 photographic images are managed
through outstanding archival and records management practices to provide
a high level of service to the research public and USGS scientists.

# **Nuclear Regulatory Commission**

The Nuclear Regulatory Commission (NRC) is a Federal leader in the
development and implementation of an enterprise-wide electronic
document/records management system. Not only is the system up and
running agency-wide, it is used by the public to access the full text of
publicly available documents. NRC developed this enterprise- wide
electronic recordkeeping system for important programmatic and
administrative records within the agency. Called ADAMS (Agency-wide
Documents Access and Management System) the technology uses a
centralized electronic document repository to contain the official
records of the agency.

NRC gives the public access to regulatory and technical documents
through a web-based version of ADAMS. Approved disposition authorities
and retention schedules are incorporated into the ADAMS file plan to
provide records management control over all official records in the
system. NRC has also developed an internal records management web site
for use as a training vehicle. It includes general records management
guidance as well as appropriate links. The site includes an interactive
session on determining records status. Other key contributions of NRC
include the development and implementation of enhancements to the
agency's Archival Facility Accountability System which documents
official NRC records transferred to record center storage. The agency
has also been actively involved in electronic records initiatives by
working with NARA in piloting the transfer of scanned images and records
in PDF format.

# **National Nuclear Security Agency, Department of Energy, Kansas City Plant**

#  

The National Nuclear Security Agency (NNSA), Department of Energy,
Kansas City Plant (KCP) formed an unprecedented partnership with the
National Archives and Records Administration, Central Plains Region, and
the Electronic Records Archives Program Management Office (ERA PMO).
NNSA requested involvement in this effort to research and apply their
engineering expertise to long-term preservation and authentication
mechanisms for collections of digital models of highly complex machined
parts. This multi-year partnership is a joint research project with the
ERA PMO and will have long-reaching findings and results for the DOE and
entire Federal community.

The goal of the joint research project is to establish a trusted
computational environment for the creation, exchange and preservation of
digital manufacturing models using a NARA-supported persistent archives
prototype and NNSA engineering data.

During the first year of this intense research effort, the Kansas City
Plant has established a preservation infrastructure, performed research
in preserving model-based product data by developing a knowledge-based
format for storing product shapes and developed a way of authenticating
the product shapes. In addition to these impressive technical
accomplishments, KCP has performed a thorough review of NARA's long-term
preservation requirements and provided invaluable feedback to the ERA
PMO from a customer\'s perspective.

This project continues to establish unparalleled relationships between
information professionals such as engineers, technologists, records
managers, analysts, program and project managers, within the KCP and
NARA. It is also an exemplary illustration of the value and
contributions a regional NARA customer and regional targeted assistance
staff coupled with the headquarters staff can make to our agency.

# **Federal Aviation Administration, New England Region** 

# The Federal Aviation Administration's (FAA) New England Region completed a successful records improvement process that has become a model for other FAA regions. With NARA assistance, the FAA New England Flight Standards and Resource Management divisions completed in 2003 a multi-year project that updated and improved office recordkeeping processes, issued a comprehensive written report with concrete recommendations for further improvements and trained division employees in records management responsibilities. As a result of their efforts, the Resource Management Division has better access and control over their program records including a new shared electronic network filing system. The project identified permanent historical files to transfer to NARA and records that could be destroyed based on approved records schedules. It also identified unscheduled electronic records and areas where the work processes and records have changed so significantly that old descriptions and records schedules needed to be revised.

# **Federal Emergency Management Agency/General Services Administration** 

The Federal Emergency Management Agency (FEMA) is responsible for
coordinating contingency of Operations Plans (COOP) planning throughout
the Federal Government. In 2003, FEMA continued its nationwide COOP
activities. Region 5 FEMA and General Services Administration (GSA)
partnered to present half-day Continuity of Operations Plan (COOP)
training throughout the Midwest. There were seven instructional
sessions, one each in Chicago, IL; Cincinnati, OH; Cleveland, OH;
Columbus, OH; Detroit, MI; Minneapolis, MN; and Peoria, IL, which
attracted approximately 400 attendees from various Federal agencies.
Records management staff from NARA\'s Great Lakes Region also
participated in this initiative by providing vital records briefings at
five of these sessions (excluding Columbus and Peoria), answering
audience questions, and offering Targeted Assistance to help develop
agency COOPs and vital records programs.

# **BUREAU OF CITIZENSHIP AND IMMIGRATION SERVICES**

## Over the last several years, the Bureau of Citizenship and Immigration Services of the Department of Homeland Security (DHS) has developed the agency's National Automated Immigration Lookout System (NAILS). NAILS is a mission-critical electronic system that facilitates the inspection and investigation process by providing quick and easy retrieval of biographical and case data on individuals considered inadmissible to the United States. The database contains the names and reference data on violators and suspected violators of the immigration statutes enforced by DHS. NAILS is an important tool that assists DHS in carrying out its primary mission of protecting the United States from terrorist attacks and preventing the illegal entry of inadmissible aliens into the United States. DHS recognized the need to protect this valuable information management system and in 2003 submitted and received approval for a records schedule that provides appropriate management controls and records retention.