NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

2004 Performance and Accountability Summary Report

**Table of Contents**

**Management's Discussion and Analysis**

A Message from the Archivist of the United States 1

Introduction 4

*How to Use This Report* 4

About NARA 4

*Our Vision* 5

*Our Mission* 5

*Our Strategic Goals* 5

*Our Organizational Structure* 6

> NARA's Challenges and Management's Actions to\
> Address These Challenges 8

Performance Highlights 15

*Spotlight on e-Government Services* 15

*Spotlight on NARA Public Programs* 18

*Performance Overview* 23

Financial Highlights 31

*Sources of Funds* 31

*Uses of Funds by Function* 32

*Audit Results* 33

*Financial Statement Highlights* 33

*Debt Management* 35

*Erroneous Payments Management* 36

Systems, Controls, and Legal Compliance 37

*Financial Managers' Financial Integrity Act* 37

*Federal Information Security Management Act* 38

*Federal Financial Management Improvement Act* 38

*Prompt Payment Act* 39

*Inspector General Act* 39

Facilities 40

Copies of This Report 42

Other Web Pages of Interest 42

# MANAGEMENT'S DISCUSSION AND ANALYSIS {#managements-discussion-and-analysis .AR-Part-Title}

# A Message from the Archivist of the United States {#a-message-from-the-archivist-of-the-united-states .AR-2004-Head-1-Char}

![](media/image1.jpeg){width="1.3388888888888888in"
height="1.7152777777777777in"}

The National Archives and Records Administration (NARA) is our nation's
record keeper. Every day we work to preserve and provide access to the
records of our Government, whether those records are the Declaration of
Independence, service records of military veterans, electronic cable
files from the State Depart­ment, or documentation on homeland security
issues that will make our country safer.

Throughout the history of our democracy, these records have been
first-hand witnesses to the events that have shaped our country. They
have documented the rights and entitlements of our citizens, and they
have held our Government officials accountable to the people.

Although we are a small agency, we are vital to continuity of
Government, homeland security, public trust, and national morale.

-   We give legal authority to emergency actions of the President and
    executive agencies through publication in the *Federal Register*.

-   We protect the plans, drawings, maps, and photographs of Federal
    facilities worldwide.

-   We preserve and provide access to the military service records of 56
    million veterans of our armed forces, ensuring that they and their
    families receive the benefits they have earned by defending our
    country.

-   We are developing new technology that will enable the Government to
    share electronic information across space *and time*, reducing the
    risk that critical intelligence will be lost in obsolete hardware
    and software.

-   We are preserving and processing the records of the 9/11 Commission
    for the Government officials who need to consult them as they
    consider the Commission's recommendations.

-   We protect and display the founding documents of our country---the
    Declaration of Independence, the Constitution, and the Bill of
    Rights---which more than a million people a year come to see because
    these Charters of Freedom are the heart of the democracy we cherish.

Never before has NARA played such a critical role in our Government, and
never before have the stakes been higher for our success.

That is why I am pleased to present this summary of the National
Archives and Records Administration's Performance and Accountability
Report for FY 2004. Thanks to support

from our stakeholders and partners and the efforts of our exceptional
staff, we made significant progress on each of the goals of our
Strategic Plan and our two preexisting material weaknesses. Our
Strategic Plan focuses us on five goals---improving records manage­ment,
meeting electronic records challenges, expanding opportunities for
access, meeting storage and preservation needs of growing quantities of
records, and strategi­cally managing our resources. Our progress in these
areas is detailed throughout this report, but I must highlight one
special achievement here.

On August 3, 2004, NARA announced the award of design contracts for our
revolu­tion­ary system that will preserve and provide access to electronic
records across space and time, the Electronic Records Archives. The goal
of this system is to make Government electronic records available
virtually anytime, anywhere, to anyone with Internet access.

Let me share an example of how critical this system will be. The
personnel files for Americans serving in our armed forces in Iraq,
Afghanistan, and around the world are in digital formats. Our service
members depend on these records not only for their careers in the
military, but subsequently to obtain veteran's benefits, jobs, and
insurance. But today no one can guarantee to Americans serving in our
armed forces that these electronic records can be preserved for as long
as needed. The Electronic Records Archives will enable the U.S.
Government to honor its commitment to veterans; it will enable us to
maintain their digital military personnel files intact and authentic.

I encourage you to read the rest of this report to discover other
strides we have made in helping Federal agencies address records
management problems, making it easier for our customers to find and
order copies of records, preserving at-risk records for future
generations, streamlining the Government's rulemaking process, and much
more.

We also have made strides in ensuring that our resources are well
managed with the proper oversight. It is my informed judgment that there
is reasonable assurance that NARA\'s management controls are achieving
their intended objectives and that the program and financial data
contained in this report is valid and reliable. This assessment is based
on management control evaluations and other written evaluations
conducted in NARA's offices and staff organizations and senior
management\'s knowledge gained from the daily operations of NARA
programs and systems. I also have relied upon the advice of the Office
of the Inspector General concerning this statement of assurance.

Pursuant to Section 4 of the Integrity Act, the financial subsystems of
NARA generally conform to the objectives detailed in OMB Circular A-127,
revised. Although three systems (Order Fulfillment Accounting System;
Trust Fund--Gift Fund Financial Review, Analysis, and Reporting System;
and Records Center Revolving Fund financial management systems) are not
in complete conformance because they fail to meet the financial
management system requirements, the non-conformances are not deemed
material.

NARA, through its internal control evaluation, identified two material
weaknesses in previous fiscal years---computer security in FY 2000 and
collections security in FY 2001. We have made substantial progress this
year in eliminating both material weaknesses. These actions are outlined
in the full version of this report.

There is much more yet to be done, but I believe that our stakeholders
and the public can be proud of their National Archives, which every day
is protecting, preserving, and making available the essential evidence
of our Government.

![](media/image2.png){width="1.8854166666666667in"
height="0.7916666666666666in"}

John W. Carlin

Archivist of the United States

November 1, 2004

# Introduction {#introduction .AR-2004-Head-1-Char}

This Performance and Accountability Report represents the culmination of
the National Archives and Records Administration's (NARA) program and
financial management processes, which began with strategic and program
planning, continued through the formulation and justification of NARA's
budget to the President and Congress, through budget execution, and
ended with this report on our program performance and use of the
resources entrusted to us. This report was prepared pursuant to the
requirements of the Chief Financial Officers Act, as amended by the
Reports Consolidation Act of 2000, and covers activities from October 1,
2003, to September 30, 2004.

## How to Use This Report {#how-to-use-this-report .AR-2004-Head-2-Char}

This summary report describes NARA's performance measures, results, and
accounta­bility processes for FY 2004. In assessing our progress, we are
comparing actual results against targets and goals set in our annual
performance plan, which we developed to help us carry out our Strategic
Plan. Our complete set of strategic planning and perfor­mance reports,
including the full version of this report, is available on our web site
at *www.archives.gov/about_us/reports/reports.html.*

This report has four major parts:

-   **Management's Discussion and Analysis**

    Look here for our agency-wide performance and use of resources in
    FY 2004. You also will find information on the strategies we use to
    achieve our goals and the management challenges and external factors
    that affect our performance.

-   **Performance Section** *(in full report)*

    Look here for details on our performance by strategic goal and
    long-range performance target in FY 2004. This section covers the
    targets we were aiming for, how and why we met or did not meet them,
    and explanations of how we assess our performance and ensure its
    reliability.

-   **Financial Section** *(in full report)*

    Look here for details on our finances in FY 2004, our financial
    statements and notes, required supplementary information, and the
    reports from our external auditor and our Inspector General. Also
    included is information on our internal controls and an explanation
    of what kind of information each of our financial statements
    conveys.

-   **Appendixes** *(in full report)*

    Look here for our Inspector General's assessment of our agency's
    management challenges and other materials to aid in understanding
    this report.

#  {#section .AR-2004-Head-1-Char}

# About NARA {#about-nara .AR-2004-Head-1-Char}

The National Archives and Records Administration is our national record
keeper. An independent agency created by statute in 1934, NARA
safeguards the records of all three branches of the Federal Government.
Our job is to ensure ready access to essential evidence, and in doing so
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.

## Our Vision {#our-vision .AR-2004-Head-2-Char}

The National Archives is a public trust on which our democracy depends.
It enables people to inspect for themselves the record of what
Government has done. It enables officials and agencies to review their
actions and help citizens hold them accountable. It ensures continuing
access to essential evidence that documents

-   the rights of American citizens,

-   the actions of Federal officials, and

-   the national experience.

    To be effective, we at NARA must determine what evidence is
    essential for such 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 the vision.

## Our Mission {#our-mission .AR-2004-Head-2-Char}

NARA ensures, for the Citizen and the Public Servant, for the President
and the Congress and the Courts, ready access to essential evidence.

## Our Strategic Goals {#our-strategic-goals .AR-2004-Head-2-Char}

NARA's strategic goals are set forth in our Strategic Plan, which we
revised and updated in 2003. This update acknowledged recent
achievements, especially in the e-Government arena; assessed new
conditions facing us; and committed us to measure our value to the
taxpayer by setting aggressive outcome-oriented performance targets.

Our five strategic goals are:

-   Essential evidence is created, identified, appropriately scheduled,
    and managed for as long as needed.

-   Electronic records are controlled, preserved, and made accessible
    for as long as needed.

-   Essential evidence is easy to access regardless of where it is or
    where users are for as long as needed.

-   All records are preserved in an appropriate environment for use as
    long as needed.

-   NARA strategically manages and aligns staff, technology, and
    processes to achieve our mission.

## Our Organizational Structure {#our-organizational-structure .AR-2004-Head-2-Char}

We carry out our mission through a national network of archives and
records services facilities stretching from Washington, DC, to the West
Coast, and from Atlanta to Anchorage, including Presidential libraries
documenting administrations back to Herbert Hoover. Additionally, we
publish the *Federal Register,* administer the Information Security
Oversight Office (ISOO), and make grants for historical documentation
through the National Historical Publications and Records Commission
(NHPRC). We preserve and make available, in response to hundreds of
thousands of requests, the records on which the entitlements of
citizens, the credibility of Government, and the accuracy of history
depend. More and more people are using our services and gaining access
to our records through the Internet, whether by requesting copies of
records through *inquire@nara.gov*, commenting on regulations at the
Government-wide site *regulations.gov*, downloading milestone documents
at *ourdocuments.gov*, searching online databases of records and
information, or engaging in a host of other activities through
*archives.gov*. We continue to encourage this trend, by adding online
services and contributing to several of the President's e-Government
initiatives, so that citizens everywhere have access to our vast
holdings. An organizational chart, which provides an overview of NARA's
structure, follows.

# NARA's Challenges and Management's Actions to Address These Challenges {#naras-challenges-and-managements-actions-to-address-these-challenges .AR-2004-Head-1-Char}

September 11, 2001, has forever changed our Government. Security,
continuity of operations, critical infrastructure, and emergency
preparedness are now more important to every Federal agency. How NARA
deals with these issues affects the entire Govern­ment and beyond. Our
mission is to ensure that Government officials and the American public
have ready access to essential evidence, and this mission puts us at the
very heart of homeland security and all of its intergovernmental
electronic commu­ni­ca­tion chal­lenges. In addition, NARA provided the 9/11
Commission with thousands of documents that were crucial to the
Commission's work, and we now maintain the Commission's web site and are
processing all of the Commission's records for use by Government
officials and eventually the public. Whether publishing the *Federal
Register*, protecting the vital records assets of Federal agencies
nationwide, fulfilling the records requests of America's veterans,
solving the challenge of preserving electronic records, or displaying
our nation's Charters of Freedom---the Declaration of Independence, the
Constitution, and the Bill of Rights---to inspire the American public,
NARA plays a critical role in keeping America safe, secure, and focused
on our democratic ideals.

Never before has NARA played such an indispensable role in our
Government, and never before have the stakes been higher for our
success. Following are just a few examples of the ways in which the
Government and the public are relying on NARA to meet vital needs.

-   The *Federal Register* must be published each business day,
    regardless of weather, terrorist attacks, or other emergencies that
    may close other Federal operations. Publication, even during
    emergencies, is critical because many of the actions that Executive
    departments and the President need to take require the legal
    authority that comes from publication in the *Federal Register*.

-   NARA responds to more than a million requests a year for information
    from or copies of Official Military Personnel Files (OMPFs). Many of
    these requests come from veterans, their families, or organi­za­tions
    working on behalf of veterans to verify their military service,
    apply for ben­e­fits, or research medical conditions. A veteran's
    ability to obtain a job, housing, or medical care is often dependent
    on our abil­i­ty to meet their information needs quickly.

-   NARA protects the essential records of hundreds of Federal agencies
    and courts as well as the records of the Congress, the Supreme
    Court, and 13 Presidential administrations in 34 facilities
    nationwide. These records include everything from highly classified
    National Security Council policy memorandums to congressional
    committee records to architectural drawings of Federal facilities to
    satellite photographs of major cities to the tax returns of
    individual Americans. All of this information and more is saved for
    as long as needed because it is essential for the effective
    operations of our Government, protecting the rights and entitlements
    of our citizens, understanding past decisions and informing future
    policy choices, holding appropriate officials accountable for their
    actions, and ensuring the safety and security of our country.

-   Our greatest challenge is to ensure that valuable electronic
    records---from electronic OMPFs to geographic information systems to
    State Department cable files to transportation security
    databases---are managed and preserved over time so that key
    information is not lost in obsolescent hardware and software. To
    meet this challenge, NARA is developing a revolutionary system that
    will capture electronic information, regardless of its format, save
    it permanently, and make it accessible on whatever hardware or
    software is currently in use.

Let us turn for a moment to the specific challenges NARA faces:

***Security.*** We store more than 27 million cubic feet of Federal
rec­ords in 34 facilities nationwide, and we have the vital
responsi­bility to protect these records, the staff who care for them,
and the public who visits our facilities to use them. To do this, we
must plan for a variety of natural and man-made emergencies that might
leave our facilities vulnerable or require us to provide shelter for
staff and the public.

Currently, NARA has a material weakness in collections security. We face
three primary challenges in this area:

-   We must provide quality service to our customers while instituting
    reasonable internal controls to prevent theft and to maintain
    documentation to support the recovery of alienated holdings and
    subsequent prosecution of those who would steal records that belong
    to all Americans.

-   We must take every reasonable appropriate measure possible to limit
    access to records of importance for national security and act
    expeditiously in coordinating efforts with law enforcement entities
    as appropriate.

-   We must protect and safeguard our facilities themselves and the
    staff who work in our facilities and the people who visit our
    facilities to mitigate the potential for damage and destruction
    through both natural and deliberately precipitated acts.

Having an effective security posture requires that we take a big
picture, holistic view of all our facilities and holdings. We have a
comprehensive plan to address our security weaknesses that includes
improvements to (1) the way our staff work, through training

and changes to secur­ity policies; (2) the way records are han­dled, such
as iso­lating high-risk rec­ords and im­prov­ing records loca­tion con­trols;
and (3) the way security is im­ple­men­ted, from the mon­i­tor­ing of rec­ords
use by re­search­ers to the cre­a­tion of more visible deter­rents to crime
at our facili­ties. If we can imple­ment this plan, we believe we will
re­solve our mate­rial weakness and greatly enhance security for our
rec­ords, our staff, and our custo­mers.

***Facilities.*** Our 34 facilities also are our first line of defense
for records preservation. Providing appropriate physical and
environmental storage conditions is the most cost-effective means to
ensure records preservation. We face an ongoing challenge, however, to
ensure that all of our facilities meet necessary standards for the
storage of Federal, and particularly archival, records. We also must
ensure that other entities that store Federal records comply with
existing facility standards. Our Strategic Plan includes several
strategies for meeting our goal to preserve all records in an
appropriate environment for use as long as needed. Our ability to meet
our storage and preservation challenges will be a key factor in the
future course of our agency.

***Information Technology.*** To serve our Government and public
customers well, we must have a reliable, expandable, high-capacity,
cost-efficient information technology and communications infrastructure.
For us to be able to use automation to streamline operations and achieve
cost-efficiencies, to develop Internet-based appli­ca­tions for agency and
public access to information, and to provide direct online access to
electronic records and digital images, we need a sound technical
infrastructure. In fact, if our applications perform poorly, we may
impede the work of other Federal agen­cies or the efforts of the public
to document their rights and entitlements.

The rapid pace of technological change and innovation in today's
environment does offer wide-ranging opportunities for improved
information management. Information tech­nology---particularly the World
Wide Web---has become integral to providing govern­ment services and
moving the Federal Government's immense stores of information out of the
"back office," onto the Internet, and into the home and office. As NARA
moves to fully embrace e-Government and seize new technological
opportunities, we must be able to quickly adapt to new technologies and
leverage technical expertise to meet the citi­zen's ever-growing
expectations for quality service.

Although NARA does have a material weakness in computer security, we
have made significant progress in resolving the weakness. Policies and
procedures for NARA's computer security program have been issued, and a
computer security awareness program for employees is in place. Our
firewall and intrusion detection system have been enhanced, and we
updated the contingency plans for all of our IT systems. We still need
to complete testing of all of the contingency plans and develop and test
an overall disaster recovery plan for the entire IT infrastructure.
Completion of these activities should resolve the material weakness.

***Human Resources.*** The proliferation of technology has forever
changed the nature of Federal record­keeping. Most Federal records are
now created electronically, and users increasingly expect imme­diate
electronic access to them. Traditional paper documents are being
over­taken by data­bases, digital images, digital sound, e-mail with
attachments, geographic informa­tion systems, web sites, and other
elec­tronic record formats. The challenges asso­ciated with acquiring,
pre­serving, and making avail­able these myriad elec­tron­ic records are
im­mense and can only be met through creati­vity, leader­ship,
entre­preneur­ship, and a willingness to think beyond the con­ven­tional.
The Federal Govern­ment is look­ing to NARA, as the nation's record
keeper, to deliver these creative, entrepreneurial solutions.
![](media/image3.jpeg){width="2.0625in" height="1.5409722222222222in"}

We must respond to this call for leadership if we want to actively
deliver value and innovation rather than simply react to the changes
taking place around us. To do this, we must ensure that our staff has
the skills and competencies needed to lead the provision of records
services in the 21st century, and we must ensure that the systems and
processes we use to acquire and manage our staff are efficient,
streamlined, flexible, and appro­pri­ate for today's modern workforce.

Our Strategic Plan commits us to hiring, developing, sustaining, and
retaining staff according to the competencies needed to achieve our
strategic goals. In addition, the President's Management Agenda and
Human Capital Assessment and Accountability Framework instruct agencies
to engage in serious consideration of the skills and compe­tencies needed
to perform the work of the Government in the 21st century, to align
human resources to support mission-critical activities, and to
streamline and enhance delivery of essential human resources services by
leveraging technology and other process flexibilities.

Our future success as the Government's leader for records services will
depend in large part on the staff that we hire today. We must ensure
that we have the right people in the right positions at the right time
to move the agency forward at this extraordinary time in our history.

***Records Access.*** The Federal Government protects hundreds of
millions of classified docu­ments at great expense. As noted in the
Information Security Oversight Office's (ISOO) most recent report to the
Presi­dent, "many senior offi­cials will candid­ly acknowl­edge that the
gover­nment class­i­fies too much infor­mation." ISOO also noted that "one
of the principal proce­dures for main­tain­ing the effec­tive­ness of the
class­ifi­ca­tion system is to re­move from the safe­guard­ing sys­tem
infor­ma­tion that no longer re­quires pro­tection in the inter­est of
na­tion­al secur­i­ty." This means un­der­­tak­ing auto­matic and sys­tem­atic
de­class­ifi­cation, as well as man­datory declass­ification re­views, in
ac­cor­dance with Execu­tive Or­der 12958, as amend­ed. Nevertheless,
de­class­ification activity across the Govern­ment has been de­clin­ing for
the past several years.

Federal agencies have a deadline of December 31, 2009, to review and
resolve their equities in security-classified documents more than 25
years old that have been referred to them by other agencies. We estimate
that there are approximately 80 million pages in NARA's holdings that
must be acted on by the agencies prior to the 2009 deadline. Many of
these documents must be reviewed by two or more agencies. We need to
make these documents available to the agencies in a systematic fashion
to enable them to accomplish their missions, protect permanently
valuable Federal records, and prevent unauthorized releases of still
sensitive information.

![](media/image4.jpeg){width="4.177952755905512in"
height="3.7098425196850395in"}Failure to establish a systematic process
for handling referrals poses a significant risk for inadvertent release
of still sensitive information. If agencies resolve referrals in an ad
hoc manner, the Government loses control of the process. We could not be
sure that all referred documents had been acted on because we would have
no way of tracking agency actions. With no standard way of recording
agency determinations, it is likely that we will make mistakes in
inter­preting agency decisions when records are pro­cessed for release.
Without an orga­nized referral process, it will be impossible to meet the
deadline. There­fore, in cooperation with other agencies, NARA is
estab­lishing an inter­agency referral center to provide a systematic
ap­proach to the referral process.

Classified records in our Presidential libraries also pose a huge
challenge for us because they are often extremely sensitive, filled with
multiple equities, and highly sought after by Government officials and
the public. The Ronald Reagan Library holds the next Presi­dential
collection to which the Executive or­der must be applied and has
classified hold­ings of approximately 8 million pages. This repre­sents
more classified pages than all of the previous libraries combined.
Previ­ous­ly, we implemented the Remote Archives Capture (RAC) Project, a
collaborative program among NARA, CIA, and other classifying agencies
through which classified Presidential materials at field locations are
electronically scanned and brought to Wash­ington for review by
equity-holding agencies. So far this project has scanned nearly 2
million pages from the Eisenhower, Kennedy, Johnson, Ford, and Carter
libraries, but the dramatic increase in volume of classified records
from the Reagan administration and on may make it impossible for us to
comply with the Executive
order.![](media/image5.jpeg){width="2.3944444444444444in"
height="1.53125in"}

***Electronic Records Management.*** In this world of exponentially
increasing volumes and formats of electronic records, having the ability
to find, manage, use, share, and dispose of records---which is the
essence of records management---is vital for the efficient and effective
functioning of the Federal Government. Records management is an
essential component of knowledge management, and yet records and
information are rarely managed as agency business assets and records
management remains marginalized in many agencies. This undermines the
authenticity, reliability, integrity, and usability of Federal records
and information essential for Government business, particularly
electronic Government, and public use.

This Government-wide challenge requires collaborative, creative
solutions with benefits that are obvious to Federal agencies. That is
why we are undertaking a multipronged approach to improving electronic
records management that relies on a suite of strategies, policies,
standards, and tools that facilitate the effective and efficient
management of Federal records. Ultimately, records management should
become so seamlessly integrated into agencies' business processes that
they don't even realize it; what they would notice instead is that they
can easily find the information they need, when they need it, in a form
they can use to conduct their business. Getting to this outcome requires
that we both transform our own records management program and in turn
that we transform records management across the Government. Given the
urgent need to improve delivery of Government services, enable the
sharing of information across agencies, and manage records and
transactions more effectively, we could not wait to undertake these
transformations sequentially. Therefore, we have launched several
projects and are collaborating on several others that address both of
these transformations simultaneously:

-   Records Management Initiatives---a series of coordinated NARA
    initiatives to transform NARA's approach to Federal records
    management for all records.

-   Electronic Records Management Presidential E-Government
    Initiative---one of the Administration's initiatives to ensure the
    success of e-Government by providing guidance and tools for the
    effective management of electronic records.

-   Electronic Records Policy Working Group---a subgroup of the
    Interagency Committee on Government Information, which NARA chairs,
    that is developing recommendations for Government-wide policies that
    will strengthen records management.

-   Electronic Records Archives---the key tool that will allow NARA and
    Federal agencies to manage, preserve, and have access to electronic
    records over space and time.

We are also committed to working with our Inspector General (IG) to
identify and address significant challenges. The Inspector General's Top
Ten Management Challenges, which are highlighted in the IG's semiannual
reports to Congress and include the audits, investigations, and reviews
they have undertaken to identify and address them, are included in the
full version of this report at
*www.archives.gov/about_us/reports/annual_report.html.*

# Performance Highlights {#performance-highlights .AR-2004-Head-1-Char}

## Spotlight on e-Government Services {#spotlight-on-e-government-services .AR-2004-Head-2-Char}

As spelled out in our Strategic Plan, NARA preserves and makes
accessible Gov­ern­ment records that document the rights of our citizens,
the actions of our Federal offi­cials, and our na­tion­al
experience.![](media/image6.jpeg){width="2.270138888888889in"
height="1.6145833333333333in"}

For many years, this has involved preserving those pieces of parchment
and paper that have been created over more than two centuries of our
nation's government. Now, however, we face the challenge of preserving
the records of the present and future, which are over­whelm­ingly
electronic.

Our response to this challenge is the Electronic Records Archives (ERA).
It will capture Govern­ment electronic records, save them indefinitely,
and make them accessible in the future with whatever computer hardware
and software is in use.

ERA will give us the means to preserve and provide sustained access to
Federal Government electronic records of continuing value and to provide
economical storage and retrieval services for electronic records that
remain under the legal control of the originating agencies. The goal of
the ERA program is to enable NARA to preserve and provide access to any
type of electronic record created anywhere in the Federal Government.
ERA will provide a comprehensive, systematic, and dynamic means of
preserving and providing continuing access to authentic electronic
records over time.

In 2004, we reached a significant milestone in our efforts to build ERA
to manage and preserve the growing mass of electronic records. On August
3, we selected two national contractors to participate in a one-year
competition to develop the best design for ERA. In 2005, we will choose
one of them to build it.

The development of ERA will have countless ramifications for other parts
of govern­ment, private businesses and institutions, and indi­vid­uals. For
example, digital military personnel files for Americans serving in our
armed forces today must be preserved for decades to chron­icle their
military careers and ensure their veterans' rights and benefits. ERA is
our solution to preserve those records. In addition, NARA is developing
new standards to speed the transfer of electronic records to ERA, and
ERA will stimulate advances in technology that will be available to the
whole Government. Finally, we have worked closely with many partners to
ensure that this technology is scaleable for use by state and local
governments, the private sector, and other institutions with a need to
preserve electronic records over time.

The ERA announcement was one of our most important steps toward managing
and preserving electronic records, but it represents only a part of our
efforts to redesign the way the Government manages and preserves its
electronic records.

We made real progress in the past year in implementing the goals set
forth in 2003 in *Strategic Directions for Federal Records Management.*
We have been able to make records management a more integral and
important part of the operations of Federal agencies and to help them
adapt records management practices to their own needs. For example, the
Patent and Trademark Office, the Government Accountability Office, and
NARA are adopting the concept of flexible scheduling to revise their
records control schedules to make them more effective and user friendly
for the agencies and NARA.

At the same time, we continue in our role as the managing partner of the
Electronic Records Management (ERM) Initiative, one of the original
Presidential e-Government Initiatives. In that role, we are expanding
the number of formats agencies can use to transfer their electronic
records to NARA. During FY 2004, we developed requirements for three
additional transfer formats of permanent electronic records: digital
photog­ra­phy, digital geospatial data records, and web content records.
This brings the total to six formats.

During FY 2004, the Interagency Committee on Government Information
(ICGI) established the Electronic Records Policy Working Group (ERPWG),
which NARA chairs. ERPWG's purpose is to develop recommendations for the
ICGI on policies and procedures that agencies should adopt to ensure
that records management requirements are applied effectively and
comprehensively to their electronic records, including Government
information on the Internet.

As a first step, the ERPWG conducted outreach sessions with more than
200 stakeholders in and outside the Government to identify present
barriers to the effective management of the Government's electronic
records and to develop suggested directions for overcoming those
barriers. The ERPWG also proposed development of an ERM toolkit that
will be a collection of existing and proven ERM guidance tools such as
case studies, best practice documents, process models, policies and
directives, tips and techniques, training programs, lessons learned,
presentations, and other practical tools that can be used by Federal
agencies to promote and implement effective management of Government
information on the Internet and other electronic
records.![](media/image7.png){width="1.5in"
height="2.439583333333333in"}

Besides redesigning the way Government manages its electronic records
and preparing the means to preserve them, we are also making more
records and more information about them available over the Internet.

During FY 2004, we added 13 new databases to Access to Archival
Databases (AAD), which allows Internet users to gain direct access to
electronic records on our web site, *www.archives.gov*. This brought the
total at year end to 47 series of databases, consisting of more than 71
million electronic records. The most popular database is that of Army
enlistments during World War II; at year end, it accounted for 57
percent of all queries in AAD.

In April 2004, we accepted the first increment of State Department
cables covering the period July 1973 to December 1974, a historic period
in the United States and the world. After archival pro­cess­ing, these
cables also will be made available via the Internet through AAD in FY
2005.![](media/image8.jpeg){width="1.9881944444444444in"
height="1.96875in"}

New staff-written descriptions of our records con­tinued to be added to
our online Archival Research Catalog (ARC) in a new and faster data
entry system. During 2004, the NARA staff exceeded its goals and now has
placed in the ARC database descrip­tions of 33 percent of traditional
holdings, 40 percent of artifacts, and nearly 10 percent of elec­tronic
records.

At NARA, we continue to seek better methods of carrying out our core
mission---preserving and making accessible the records of our
Government: parchment, paper, and electronic, as well as films and
videotapes, audio recordings, posters and photographs, maps, charts, and
architectural drawings.

Our efforts are paying off as we develop and perfect new methods to
manage and preserve these indispensable records and ensure they are
available for many generations to come to anyone, anywhere, anytime.

##  {#section-1 .AR-2004-Head-2-Char .unnumbered}

## Spotlight on NARA Public Programs {#spotlight-on-nara-public-programs .AR-2004-Head-2-Char}

In a democracy, the records that constitute our archives belong to the
citizens. Our Strategic Plan commits us to inform and educate our
customers about the services we offer and the records to which we can
provide access.

For more than six decades visitors have come to the National Archives to
see the U.S. Charters of Freedom---the Declaration of Independence, the
Constitution, and the Bill of Rights. Most of these visitors left
without knowing that the Archives holds billions more Federal records in
trust for their use---records that allow citizens to claim their rights,
hold Government accountable, and learn about who we are as a nation and
a people.

Realizing we needed to do a better job of telling the public about the
role that records play in our individual lives, our nation, and our
society, we designed a new project, the National Archives Experience, to
reach out to the public. Through the National Archives Experience and
related public programs we are helping people learn why "records
matter."

Thanks to the power of public-private partnerships we have been able to
bring the National Archives to the public in new and exciting ways. For
example, our partnership with the Foundation for the National Archives
made the National Archives Experience possible. Consisting of multiple
components in our downtown Washington, DC, building, the National
Archives Experience debuted in late 2003 and will be completed in 2006.

A generous gift from the William G. McGowan Charitable Fund, Inc., to
the Foundation financed the new William G. McGowan Theater, which opened
in September 2004 in the National Archives Building. The McGowan
Theater, which is expec­ted to become a major showplace in Washington,
DC, for documentary film as well as the premier outlet for our vast film
holdings, began a reg­ular schedule of programs on Sep­tem­ber 10. It also
shows an intro­ductory film as the first stop of the National Ar­chives
Experience.![](media/image9.jpeg){width="2.873611111111111in"
height="2.0729166666666665in"}

The McGowan Theater's opening capped a year of innovative public
programs at the National Archives---following on the rededication and
reopening of the Rotunda for the Charters of Freedom in September 2003
and leading up to the opening of the Public Vaults, the innovative
permanent exhibition component of the National Archives Experience, in
November 2004.

In December 2003, we announced the results of "The People's Vote," in
which the public cast more than 315,000 votes in choosing from among the
100 milestone documents we had designated earlier in the year in the
*Our Documents* Presidential initiative. The

Declaration of Independence, the Constitution, and the Bill of Rights
led the top ten. The project, co-sponsored by *U.S. News & World Report*
and National History Day, ended with a special display of the top 15
documents in and around the Rotunda.

From March 27 through September 6, the Special Exhibition Gallery in the
National Archives Building, another National Archives Experience
component, displayed original copies of the Treaty of Kanagawa, an 1854
friendship pact between the United States and Japan. For the first time
in 35 years, all four language versions (Japanese, English, Dutch, and
Chinese) of the treaty were exhibited. The exhibit recounted the events
leading up to the treaty, the first between Japan and any other country,
and was staged with assistance of a grant from the Foundation from the
Center for Global Partner­ship. This fall the gallery was named the
Lawrence F. O'Brien Gallery in recognition of a gift from the O'Brien
family to support the National Archives
Experience.![](media/image10.jpeg){width="1.6958333333333333in"
height="2.7152777777777777in"}

In the East Rotunda Gallery, we exhibited the U.S. Supreme Court's 1954
landmark school desegregation decision, *Brown* v. *Board of Education
of Topeka,* in obser­vance of its 50th ann­i­ver­sary. Several of our
regional facilities also observed this anni­versary. For example,\
our Mid Atlantic Region trained more than 100 branch leaders from the
Philadelphia Free Library System on the *Brown* case to allow them to
make it part of their after-school programs. Our Southeast Region
offered a series of free public programs, including a film on the case
and an exhi­bit featuring artifacts from the civil rights movement. These
two regions, along with the Central Plains Region, sponsored a
distance-learning event broadcast live from the National Constitution
Center in Philadelphia. The event featured conversations with Oliver
Brown's daughters and reached more than 600 students in these three
regions.

In honor of the dedication of the National World War II Memorial during
Memorial Day weekend, we displayed at the National Archives Building the
Instrument of German Military Surrender signed at Rheims, France, on May
7, 1945. We also screened World War II footage from our vast audiovisual
holdings and offered book lectures and panel discussions honoring the
World War II service of Hispanic Americans.

After the death of former President Ronald Reagan in June, hundreds of
visitors and many media represen­ta­tives came to the Reagan Library in
Simi Valley, CA, as his body lay in repose and later after the burial.
In Washing­ton, we displayed his famous speech at the Berlin Wall in 1987
in the Rotunda as part of the "A New World Is at Hand" exhibit, which
flanks the Char­ters of Freedom. All the Presi­den­tial libraries set up
cond­o­lence books in which visi­tors could share memories of the 40th
President and extend sympathy to his family.

There also were major additions to other Presidential libraries as part
of public-private partnerships. The Franklin D. Roosevelt Library, the
oldest of the Presi­dential libraries,

opened its new Henry A. Wallace Visitor and Education Center, the result
of a part­ner­ship with the National Park Service and the Franklin and
Eleanor Roosevelt Institute. In the Roosevelt Library itself, a new
3,000-square-foot special exhibition gallery was opened. The Harry S.
Truman Library opened a new permanent exhibition, "Harry S. Truman: His
Life and Times," the final piece of a major renovation program financed
in large part with private funds raised by the Harry S. Truman
Institute.![](media/image11.jpeg){width="2.7180555555555554in"
height="1.729861111111111in"}

Meanwhile, other Presidential libraries mounted some notable exhibits,
also with private help. With assistance from AT&T and WCVB-TV in Boston,
the John Fitzgerald Kennedy Library welcomed Boston visitors last summer
with "Campaign!," an exhibit that focused on the 1960 Presidential
campaign. The Bush Library opened "Barbara Bush: An Extraordinary
Journey," with assistance from the George Bush Foundation and private
donors, Donald and Adele Hall. The Gerald R. Ford Museum, with aid from
the Gerald R. Ford Foundation, hosted "The American Presi­dency: A
Glorious Burden," featuring many items from our other Presidential
libraries.

Our Presidential libraries and regional facilities continued to provide
educational programs for teachers and students in their areas. Many of
the libraries and regional facilities also provided assistance to local
schools and school districts that had received Teaching American History
grants from the U.S. Department of Education over the past few years.
The Lyndon Baines Johnson Library in Austin, TX, for example, is
providing teacher work­shops and presentations for schools in Austin and
some surrounding communities as well as for the San Antonio schools and
Baylor University.

Our flagship publication, *Prologue,* continued to bring to its readers
informative articles on the wide variety of activities at NARA as well
as in-depth historical features based on records in our holdings around
the country. Among the latter were articles on the struggle to enact the
Civil Rights Act of 1964, the history of the Topeka, KS, schools since
the historic *Brown* decision, and the schoolboy days of Harry S.
Truman.![](media/image12.jpeg){width="1.7909722222222222in"
height="2.2708333333333335in"}

And our popular "American Originals" traveling exhibit showed at the Los
Angeles Public Library in late 2003, then moved on to the Museum of
American Political Life in Hartford, CT, and the Delaware Art Museum in
Wil­ming­ton, DE, its final stop, in 2004. The tour allowed us to take
some of our most famous and interesting rec­ords directly to the public
by partnering with insti­tu­tions in other cities. "American Originals"
opened in Wash­ing­ton in 1995 and has been traveling around the country
since 2001.

Our goal, through the National Archives Experience and other public
programs, is for each person to gain an understanding of his or her
personal connection to the records in the National Archives. We hope
that families will see how their own stories fit into our national
mosaic and that young people are thrilled by the real-life drama of the
American experience. And we hope that individuals of all ages will take
action and use the Archives---to learn, to unravel, to discover, and to
celebrate the stories of individuals, of families, of communities, and
of our nation.

+-----------------------+---------+---------+-------+-------+-------+
| ### Using the Na      |         |         |       |       |       |
| tional Archives and R |         |         |       |       |       |
| ecords Administration |         |         |       |       |       |
|                       |         |         |       |       |       |
| FY 2004               |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
|                       | *       | *       | **Wr  | **Pub | **Mus |
|                       | *Resear | *Resear | itten | lic** | eum** |
|                       | chers** | chers** | Reque |       |       |
|                       |         |         | sts** | *     | **    |
|                       | **Micr  | **      |       | *Prog | Visit |
|                       | ofilm** | Other** |       | ram** | ors** |
|                       |         |         |       |       |       |
|                       |         | **Re    |       | **A   |       |
|                       |         | cords** |       | ttend |       |
|                       |         |         |       | ees** |       |
+-----------------------+---------+---------+-------+-------+-------+
| **Washington, DC,     | **2     | **5     | **39, | **    | *     |
| Area**                | 5,475** | 9,743** | 478** | 938** | *796, |
|                       |         |         |       |       | 895** |
+-----------------------+---------+---------+-------+-------+-------+
| **Office of Regional  |         |         |       |       |       |
| Records Services**    |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Northeast Region      | 10,172  | 1,097   | 2,331 | 1,011 | ---   |
| (Boston)              |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Northeast Region      | 4,484   | ---     | 787   | 314   | ---   |
| (Pittsfield)          |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Northeast Region (New | 4,296   | 1,260   | 4,844 | 791   | ---   |
| York)                 |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Mid Atlantic Region   | 8,783   | 471     | 1,743 | 1,071 | ---   |
| (Philadelphia)        |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Southeast Region      | 3,709   | 708     | 2,278 | 259   | ---   |
| (Atlanta)             |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Great Lakes Region    | 4,503   | 421     | 3,979 | 94    | ---   |
| (Chicago)             |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Great Lakes Region    | ---     | ---     | ---   | 111   | ---   |
| (Dayton)              |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Central Plains Region | 3,380   | 629     | 2,418 | 94    | ---   |
| (Kansas City)         |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Southwest Region      | 5,611   | 821     | 3,396 | 313   | ---   |
| (Fort Worth)          |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Rocky Mountain Region | 4,427   | 765     | 428   | 1,649 | ---   |
| (Denver)              |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Pacific Region        | 5,700   | 578     | 1,584 | 1,020 | ---   |
| (Laguna Niguel)       |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Pacific Region (San   | 5,217   | 1,557   | 3,177 | 171   | ---   |
| Bruno)                |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Pacific Region        | 1,137   | 303     | 399   | 20    | ---   |
| (Anchorage)           |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Pacific Alaska Region | 4,872   | 652     | 1,473 | 906   | ---   |
| (Seattle)             |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| National Personnel    | ---     | ---     | 1,00  | ---   | ---   |
| Records Center        |         |         | 5,103 |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| **Regional Records    | **6     | **      | **1   | **7,  | ---   |
| Services Total**      | 6,292** | 9,262** | ,033, | 824** |       |
|                       |         |         | 940** |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| **Presidential        |         |         |       |       |       |
| Libraries**           |         |         |       |       |       |
+-----------------------+---------+---------+-------+-------+-------+
| Hoover                | ---     | 286     | 1,274 | 3     | 6     |
|                       |         |         |       | 2,751 | 6,265 |
+-----------------------+---------+---------+-------+-------+-------+
| Roosevelt             | ---     | 1,405   | 3,201 | 2     | 10    |
|                       |         |         |       | 6,758 | 1,469 |
+-----------------------+---------+---------+-------+-------+-------+
| Truman                | ---     | 584     | 2,200 | 8,318 | 9     |
|                       |         |         |       |       | 2,558 |
+-----------------------+---------+---------+-------+-------+-------+
| Eisenhower            | 2       | 518     | 3,924 | 1     | 8     |
|                       |         |         |       | 1,885 | 1,049 |
+-----------------------+---------+---------+-------+-------+-------+
| Kennedy               | ---     | 1,574   | 4,254 | 5     | 21    |
|                       |         |         |       | 3,795 | 0,594 |
+-----------------------+---------+---------+-------+-------+-------+
| Johnson               | ---     | 1,590   | 3,184 | 2     | 29    |
|                       |         |         |       | 4,729 | 8,893 |
+-----------------------+---------+---------+-------+-------+-------+
| Nixon                 | ---     | 800     | 1,696 | 564   | ---   |
+-----------------------+---------+---------+-------+-------+-------+
| Ford                  | ---     | 890     | 2,113 | 1     | 5     |
|                       |         |         |       | 1,531 | 2,327 |
+-----------------------+---------+---------+-------+-------+-------+
| Carter                | ---     | 391     | 679   | 449   | 6     |
|                       |         |         |       |       | 2,505 |
+-----------------------+---------+---------+-------+-------+-------+
| Reagan                | ---     | 503     | 528   | 1     | 36    |
|                       |         |         |       | 0,408 | 3,101 |
+-----------------------+---------+---------+-------+-------+-------+
| Bush                  | ---     | 299     | 1,906 | 3     | 12    |
|                       |         |         |       | 2,727 | 8,928 |
+-----------------------+---------+---------+-------+-------+-------+
| Clinton               | ---     | ---     | 1,369 | 842   | ---   |
+-----------------------+---------+---------+-------+-------+-------+
| **Presidential        | 2       | **      | **26, | *     | **1   |
| Libraries Total**     |         | 8,840** | 328** | *214, | ,457, |
|                       |         |         |       | 757** | 689** |
+-----------------------+---------+---------+-------+-------+-------+
| **TOTAL**             | **9     | **7     | **1   | *     | **2   |
|                       | 1,769** | 7,845** | ,099, | *223, | ,254, |
|                       |         |         | 746** | 519** | 584** |
+-----------------------+---------+---------+-------+-------+-------+

## Performance Overview {#performance-overview .AR-2004-Head-2-Char}

We break down our five strategic goals into long-range performance
targets and set annual targets in our Annual Performance Plan each year.
The following chart provides a synopsis of our FY 2004 performance,
followed by some of our major accomplishments this year presented by
strategic goal.

### Snapshot of 2004 Performance {#snapshot-of-2004-performance .AR-2004-Head-3}

+-----------------------------------+------+------+------+------+------+
| **Strategic Goal 1: *Essential    |      |      |      |      |      |
| Evidence Is Created, Identified,  |      |      |      |      |      |
| Appropriately Scheduled, and      |      |      |      |      |      |
| Managed for as Long as Needed.*** |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| 1.1: By 2008, 95% of agencies     |      |      |      |      |      |
| view their records management     |      |      |      |      |      |
| program as a positive tool for    |      |      |      |      |      |
| asset and risk management.        |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 1.2: By 2008, 95% of approved     |      |      |      |      |      |
| capital asset plans have approved |      |      |      |      |      |
| records schedules by the time     |      |      |      |      |      |
| those systems begin creating      |      |      |      |      |      |
| records.                          |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 1.3: By 2008, 95% of customers    |      |      |      |      |      |
| are satisfied with NARA           |      |      |      |      |      |
| scheduling and appraisal          |      |      |      |      |      |
| services.                         |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Annual percent of targeted        | 100  | 100  | 100  | *95* | 100  |
| assistance partnership agreements |      |      |      |      |      |
| delivering the results promised.  |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Median time for records schedule  | 237  | 470  | 155  | *    | 253  |
| items completed (in calendar      |      |      |      | 220* |      |
| days).                            |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Strategic Goal 2: *Electronic   |      |      |      |      |      |
| Records Are Controlled,           |      |      |      |      |      |
| Preserved, and Made Accessible    |      |      |      |      |      |
| for as Long as Needed.***         |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| 2.1: By 2008, NARA's Records      |      |      |      |      |      |
| Center Program accepts and        |      |      |      |      |      |
| services electronic records.      |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 2.2: By 2008, 80% of scheduled    |      |      |      |      |      |
| archival electronic records are   |      |      |      |      |      |
| accessioned by NARA at the        |      |      |      |      |      |
| scheduled time.                   |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 2.3: By 2008, 80% of archival     |      |      |      |      |      |
| electronic records are managed at |      |      |      |      |      |
| the appropriate level of service. |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 2.4: By 2008, the median time     |      |      |      |      |      |
| from the transfer of archival     |      |      |      |      |      |
| electronic records to NARA until  |      |      |      |      |      |
| they are available for access is  |      |      |      |      |      |
| 35 days or less.                  |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 2.5: By 2008, the per-megabyte    |      |      |      |      |      |
| cost for managing archival        |      |      |      |      |      |
| electronic records through the    |      |      |      |      |      |
| Electronic Records Archives       |      |      |      |      |      |
| decreases each year.              |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Percent increase in number of     | ---  | ---  | ---  | *50* | 51   |
| archival electronic holdings      |      |      |      |      |      |
| accessible online.                |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Median time from the transfer of  | ---  | ---  | 450  | *    | 736  |
| archival electronic records to    |      |      |      | 250* |      |
| NARA until they are available for |      |      |      |      |      |
| access (in calendar days).        |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of NARA's electronic      | 97   | 98   | 97   | *99* | 93   |
| holdings stabilized in            |      |      |      |      |      |
| preparation for their transfer to |      |      |      |      |      |
| the Electronic Records Archives.  |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Strategic Goal 3: *Essential    |      |      |      |      |      |
| Evidence Is Easy to Access        |      |      |      |      |      |
| Regardless of Where It Is or      |      |      |      |      |      |
| Where Users Are for as Long as    |      |      |      |      |      |
| Needed.***                        |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| 3.1: By 2007, access to records   |      |      |      |      |      |
| and services and customer         |      |      |      |      |      |
| satisfaction levels meet or       |      |      |      |      |      |
| exceed NARA's published           |      |      |      |      |      |
| standards.                        |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.2: By 2007, 70% of NARA         |      |      |      |      |      |
| services are available online.    |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.3: By 2008, 80% of NARA         |      |      |      |      |      |
| archival holdings are described   |      |      |      |      |      |
| in an online catalog.             |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.4: By 2007, Government-wide     |      |      |      |      |      |
| holdings of 25-year-old or order  |      |      |      |      |      |
| records are declassified,         |      |      |      |      |      |
| properly exempted, or             |      |      |      |      |      |
| appropriately referred under the  |      |      |      |      |      |
| provisions of Executive Order     |      |      |      |      |      |
| 12958, as amended, through a      |      |      |      |      |      |
| series of ISOO-led interagency    |      |      |      |      |      |
| efforts.                          |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.5: By 2007, NARA archival       |      |      |      |      |      |
| holdings of 25-year-old or older  |      |      |      |      |      |
| records are declassified,         |      |      |      |      |      |
| properly exempted, or             |      |      |      |      |      |
| appropriately referred under the  |      |      |      |      |      |
| provisions of Executive Order     |      |      |      |      |      |
| 12958, as amended.                |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.6: By 2007, 10% of records of a |      |      |      |      |      |
| two-term President or 15% 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.                      |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 3.7: By 2007, 90% of all          |      |      |      |      |      |
| NHPRC-assisted projects produce   |      |      |      |      |      |
| results promised in approved      |      |      |      |      |      |
| grant applications.               |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Percent of written requests       | 93   | 93   | 94   | *90* | 95   |
| answered within 10 working days.  |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of Freedom of Information | 27   | 76   | 61   | *85* | 67   |
| Act requests for Federal records  |      |      |      |      |      |
| completed within 20 working days. |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Percent of requests for military  | 7    | 40   | 37   | *70* | 75   |
| service separation records at the |      |      |      |      |      |
| National Personnel Records Center |      |      |      |      |      |
| in St. Louis answered within 10   |      |      |      |      |      |
| working days.                     |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of items requested in our | 93   | 94   | 96   | *95* | 99   |
| research rooms furnished within   |      |      |      |      |      |
| one hour of request or scheduled  |      |      |      |      |      |
| pull time.                        |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of customers with         | 99.7 | 99.8 | 99.9 | *99* | 99.3 |
| appointments for whom records are |      |      |      |      |      |
| waiting at the appointed time.    |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of Federal agency         | 93   | 92   | 94   | *90* | 96   |
| reference requests in Federal     |      |      |      |      |      |
| records centers that are ready    |      |      |      |      |      |
| when promised to the customer.    |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of records center         | 9    | 9    | 9    | *99* | 9    |
| shipments to Federal agencies     | 9.99 | 9.99 | 9.99 |      | 9.99 |
| that are the records they         |      |      |      |      |      |
| requested.                        |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of archival fixed-fee     | ---  | 88   | 99   | *75* | 99.9 |
| reproduction orders that are      |      |      |      |      |      |
| completed in 35 working days or   |      |      |      |      |      |
| less.                             |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of education programs,    | 97   | 96   | 95   | *95* | 99   |
| workshops, and training courses   |      |      |      |      |      |
| meeting attendees' expectations.  |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of NARA services          | 24   | 25   | 30   | *40* | 40   |
| available online.                 |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of traditional holdings   | ---  | 19   | 20   | *30* | 33   |
| in an online catalog.             |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of artifact holdings in   | ---  | 19   | 17   | *30* | 40   |
| an online catalog.                |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of electronic holdings in | ---  | 0.02 | 0.02 | *5*  | 10   |
| an online catalog.                |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Annual number of Presidential     | 322  | 332  | 470  | *    | 500  |
| pages scanned (in thousands).     |      |      |      | 300* |      |
+-----------------------------------+------+------+------+------+------+
| Cumulative percent of Clinton     | 1    | 1    | 1    | *5*  | 2    |
| Presidential and Vice             |      |      |      |      |      |
| Presidential traditional holdings |      |      |      |      |      |
| processed for opening January 20, |      |      |      |      |      |
| 2006.                             |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of NHPRC grant-funded     | 91   | 79   | 86   | *86* | 88   |
| projects that produced results    |      |      |      |      |      |
| promised in grant applications.   |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Strategic Goal 4: *All Records  |      |      |      |      |      |
| Are Preserved in an Appropriate   |      |      |      |      |      |
| Environment for Use as Long as    |      |      |      |      |      |
| Needed***                         |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| 4.1: By 2009, 100% of NARA's      |      |      |      |      |      |
| archival holdings are in          |      |      |      |      |      |
| appropriate space.                |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 4.2: By 2009, 100% of NARA        |      |      |      |      |      |
| records centers comply with the   |      |      |      |      |      |
| October 2009 regulatory storage   |      |      |      |      |      |
| standards.                        |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 4.3: By 2007, 50% of NARA's       |      |      |      |      |      |
| at-risk archival holdings are     |      |      |      |      |      |
| appropriately treated or housed   |      |      |      |      |      |
| so as to retard further           |      |      |      |      |      |
| deterioration.                    |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Cost of archival storage space    | ---  | ---  | ---  | *    | \$   |
| per cubic feet of traditional     |      |      |      | ---* | 6.16 |
| holdings stored.                  |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of cumulative backlog of  | 28   | 32   | 35   | *40* | 41   |
| NARA's at-risk archival holdings  |      |      |      |      |      |
| ever treated.                     |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Strategic Goal 5. *NARA         |      |      |      |      |      |
| Strategically Manages and Aligns  |      |      |      |      |      |
| Staff, Technology, and Processes  |      |      |      |      |      |
| to Achieve Our Mission.***        |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| 5.1: By 2008, the average time a  |      |      |      |      |      |
| leadership position remains       |      |      |      |      |      |
| unfilled is 30 days or less.      |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 5.2: By 2007, the percentages of  |      |      |      |      |      |
| NARA employees in                 |      |      |      |      |      |
| underrepresented groups match     |      |      |      |      |      |
| their respective availability     |      |      |      |      |      |
| levels in the Civilian Labor      |      |      |      |      |      |
| Force.                            |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 5.3: By 2007, NARA accepts 100%   |      |      |      |      |      |
| of the validated legal documents  |      |      |      |      |      |
| submitted electronically for      |      |      |      |      |      |
| publication in the *Federal       |      |      |      |      |      |
| Register.*                        |      |      |      |      |      |
|                                   |      |      |      |      |      |
| 5.4: By 2008, all public network  |      |      |      |      |      |
| applications are available 99.9%  |      |      |      |      |      |
| of the time.                      |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| **Performance Indicator**         | **   | **   | **   | **   | **   |
|                                   | 2001 | 2002 | 2003 | *200 | 2004 |
|                                   | Actu | Actu | Actu | 4*** | Actu |
|                                   | al** | al** | al** |      | al** |
|                                   |      |      |      | ***T |      |
|                                   |      |      |      | arge |      |
|                                   |      |      |      | t*** |      |
+-----------------------------------+------+------+------+------+------+
| Percent of staff having           | 48   | 80   | 93   | *95* | 91   |
| performance plans linked to       |      |      |      |      |      |
| strategic outcomes.               |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of staff having staff     | ---  | 1    | 91   | *95* | 53   |
| development plans linked to       |      |      |      |      |      |
| strategic outcomes.               |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of applicant pools for    | 74   | 85   | 97   | *98* | 98   |
| positions at grades GS-13 and     |      |      |      |      |      |
| above that contain people in      |      |      |      |      |      |
| underrepresented groups.          |      |      |      |      |      |
+-----------------------------------+------+------+------+------+------+
| Percent of public network         | ---  | ---  | ---  | *9   | 98.7 |
| applications availability.        |      |      |      | 6.5* |      |
+-----------------------------------+------+------+------+------+------+

##### Goal 1: Improving Records Management {#goal-1-improving-records-management .AR-2004-Head-4}

In FY 2003 we issued *Strategic Directions for Federal Records
Management,* our roadmap for redesigning Federal records management and
partnering with Federal agencies to ensure that records management
supports their business needs. In FY 2004 we made significant strides in
implementing this roadmap. We created an integrated nationwide records
management program to improve how we use NARA resources across the
country for the benefit of our agency customers. We developed and
distributed a model agency Senior Records Manager position descrip­tion
that stresses the crucial role records manage­ment plays in supporting
the agency missions. We are redesigning the content and format of NARA's
training program for agency records professionals. The program will
intro­duce the concepts of information technology capital plan­ning,
information and knowledge manage­ment, and records as information assets,
and will in­clude a voluntary certification of training com­ponent that
will permit participants in a core set of training modules to take an
examination and receive certification of their successful com­ple­tion of
the training. We devel­oped criteria, procedures, and a handbook for
identifying the functional areas within the Govern­­ment that contain the
greatest records management challenges and piloted a methodology for
allocating NARA records management resources to the highest priority
areas. We issued new General Records Schedules for Alternative Dispute
Resolution and Reasonable Accommodation Requests.

NARA is one of three executive sponsors for the *Interagency Committee
on Government Information* and chair of the *Electronic Records Policy*
*Working Group* (ERPWG). The ERPWG produced a report identifying
barriers to effective management of Government infor­mation on the
Internet and other elec­tronic records and developed a frame­work for
tools to manage electronic records and pro­posed common character­istics
of records (metadata) that all agencies would capture for electronic
records.

As the lead agency for the *Electronic Records Management Presidential
E-Government Initiative,* we issued transfer guidance for three
additional permanent electronic record formats---digital photog­ra­phy
records, digital geospatial data records, and web content records.

We continue to offer *targeted assistance* to Federal agencies
nationwide with urgent records management problems. Through targeted
assistance partnerships, our records management experts spend time
on-site at the offices of other Federal agencies to train personnel,
help plan records inventories, assist in scheduling records for disposal
or transfer to NARA, and aid in writing records management plans. Since
1999, NARA has established 361 targeted assistance projects with 103
Federal agencies and field offices, of which 266 projects have been
completed. Most important, we have a 100-percent success rate on these
projects.

##### Goal 2: Meeting Electronic Records Challenges {#goal-2-meeting-electronic-records-challenges .AR-2004-Head-4}

In August 2004 we awarded design contracts for the *Electronic Records
Archives* (ERA). Two vendors will face off in a one-year design
competition to determine who will build ERA, the revolutionary system
that will capture electronic information, regardless of its format, save
it permanently, and make it accessible on whatever hardware or software
is currently in use. As part of our continuing effort to remain highly
accountable for the ERA program, we implemented a program management
tool that will enable us to perform program control activities,
including earned value management, on the ERA program. This system
incorporates an EIA-748-compliant tool that meets OMB and Government
Accountability Office (GAO) standards for calculating earned value.

We increased our online electronic holdings by 51 percent in FY 2004,
with more than 70 million logical data records now accessible online
through *Access to Archival Databases* (AAD), one of the early
prototypes of a portion of the ERA system.

In the interim before ERA is operational, we installed a new *Accession
Management Information System* to track electronic records accessions
from the arrival of the records at NARA to their final accessioning into
NARA's holdings.

##### ![](media/image13.wmf)Goal 3: Expanding Opportunities for Access {#goal-3-expanding-opportunities-for-access .AR-2004-Head-4}

We have added more than 12,000 descriptions of our holdings to the
*Archival Research Catalog* (ARC) this year. ARC is an online catalog of
NARA's nation­wide holdings. We beat our target for having 30 percent of
our holdings described in ARC this year by having 33 percent described.

To improve *customer service at the National Personnel Records Center*
in St. Louis, MO, the Case Management and Reporting System has been
fully deployed, with a web portal available for the electronic
submission of requests from veterans and Federal agencies. We exceeded
our target of 70 percent by answering requests for military separation
records within 10 working days 75 percent of the time, up from 37
percent last year.

We continued to expand our *electronic services* through our *Enhancing
NARA's Online Services* program, in which we look for opportunities to
make more of our services, for both Federal agencies and the public,
available electronically. We currently make 40 percent of our services
available to the public online. We launched *Order Online!* in December
2003*,* which allows our customers to order copies of census records,
land entry files, military bounty-land warrant application files, and
Federal military pension application files online.

One indication of the quality and interest in the information we provide
is that more than 30 million visitors accessed our web site. To help us
continue to improve our web services, we have launched an *online
survey* on our main public web site, *archives.gov*, using the American
Customer Satisfaction Index. The results of our most recent survey
sample show that while our online visitors give high marks to our
content (79, eight points above the index benchmark), our navigation
could be improved (64). We are using the survey results to determine
customer require­ments for the redesign of our site.

![](media/image14.wmf)We continued providing *outstanding custo­mer
service* in FY 2004, exceeding our tar­gets in nearly every area. More
than 95 per­cent of the written requests we re­ceived from customers were
answered within 10 work­ing days, exceed­ing our goal of 90 percent.
Ninety-nine percent of the items our custo­mers requested in our re­search
rooms were furnished within one hour of request or the scheduled pull
time. And 99 per­cent of our customers rated our educa­tional programs,
workshops, and training programs as meeting their expectations.

##### Goal 4: Meeting Storage and Preservation Needs of Growing Quantities of Records {#goal-4-meeting-storage-and-preservation-needs-of-growing-quantities-of-records .AR-2004-Head-4}

Our major initiative in this area is the *renovation of the National
Archives Building*. In FY 2004 we made significant progress in several
areas highlighted by the opening of the William G. McGowan Theater built
under the Constitution Avenue steps.

We completed construction of a 23,400-square-foot *addition to the
Reagan Library* to include new exhibit space and a learning center. The
space opened with the Lewis and Clark Exhibition to mark the 200th
anniversary of that historic event. We completed the first *major
alteration to the Ford Museum* since its opening in 1982, creating new
space for temporary exhibits and storage. We moved all the Clinton
Presidential materials to the *new William J. Clinton Library* in
preparation for its opening. The Clinton Presidential Library and Museum
dedication is planned for November 18, 2004. We also made significant
progress in con­struc­tion of a *new South­east Regional Archives* facility
near Atlanta, GA. This building will meet the strict standards for
storage of archi­val records and will open in 2005.

In FY 2004, we completed an extensive analysis of the *costs of
digitizing* records versus continued storage of paper records at the
National Personnel Records Center in St. Louis and determined that
storing paper records in a custom-built leased facility is the least
costly alternative to meet long-term preservation and access needs. We
also completed a *risk assessment of the Official Military Personnel
Files* at the National Personnel Records Center, the first step in
developing a more com­pre­hensive plan for ensuring long-term preser­vation
and access to the collection. This data is helping us develop plans for
moving the collec­tions and identifying additional preservation
strategies for "at-risk" records.

##### Goal 5: Strategically Managing Our Resources {#goal-5-strategically-managing-our-resources .AR-2004-Head-4}

To address weaknesses in our *information technology (IT) security*, we
pursued several tactics. We reviewed our IT security policies against
the new draft National Institute of Standards and Technology (NIST)
guidelines, completed our annual update to our IT security program plan,
and ensured that all contingency plans are NIST compliant. We expanded
our annual training to target users of classified systems, and we
initiated certification and accreditation activities for each classified
system. We also strengthened our firewall protection across the entire
network to control inbound and outbound traffic and enhanced our
procedures and reporting capabilities for identifying unauthorized
access attempts. We recognize that this is not a static effort. We must
continue to address IT security policies and processes to ensure that
there is continuous improvement.

We deployed a beta version of the *Electronic Editing and Publishing
System* (eDOCS) into our daily *Federal Register* publication production
operations in FY 2004. We are now using eDOCS to receive live documents
from three agencies via e-mail and the Internet, and we can process
those documents electronically through their entire production lifecycle
within the Office of the Federal Register. In FY 2004, we received more
than 3,200 documents electronically via eDOCS, 9 percent of our total,
and managed all of them electronically. More than 200 million *Federal
Register* documents were retrieved online by our customers, and more
than 240,000 open rulemakings were retrieved online through
*regulations.gov* in FY 2004. We are proud of these efforts that make
the workings of government more readily accessible to citizens.

A more detailed examination of our FY 2004 performance can be found in
the full version of this report, located at
*www.archives.gov/about_us/reports/annual_report.html.*

##### Linking Our Budget to Our Objectives {#linking-our-budget-to-our-objectives .AR-2004-Head-4}

Our long-term objectives are tied directly to our budget. The chart
below illustrates, by strategic goal and long-term objective, the
resources allocated to each of these goals. (The resources obligated to
each of these goals are shown in figure 3 on p. 33.) The chart also
links the major budget functions to each of our long-term objectives.

+-------------------------------------+---+---+---+---+---+---+---+
| **NARA Goals & Long-Term            | > | > | > | > | > | > | > |
| Objectives**                        |   |   |   |   |   |   |   |
|                                     | R | A | E | R | T | N | R |
|                                     | e | r | l | e | r | H | e |
|                                     | c | c | e | v | u | P | p |
|                                     | o | h | c | o | s | R | a |
|                                     | r | i | t | l | t | C | i |
|                                     | d | v | r | v | > |   | r |
|                                     | s | e | o | i |   |   | s |
|                                     | > | s | n | n | F |   | > |
|                                     |   | - | i | g | u |   |   |
|                                     | S | R | c | > | n |   | & |
|                                     | e | e | > |   | d |   | > |
|                                     | r | l |   | F |   |   |   |
|                                     | v | a | R | u |   |   | R |
|                                     | i | t | e | n |   |   | e |
|                                     | c | e | c | d |   |   | s |
|                                     | e | d | o |   |   |   | t |
|                                     | s | > | r |   |   |   | o |
|                                     |   |   | d |   |   |   | r |
|                                     |   | S | s |   |   |   | a |
|                                     |   | e | > |   |   |   | t |
|                                     |   | r |   |   |   |   | i |
|                                     |   | v | A |   |   |   | o |
|                                     |   | i | r |   |   |   | n |
|                                     |   | c | c |   |   |   |   |
|                                     |   | e | h |   |   |   |   |
|                                     |   | s | i |   |   |   |   |
|                                     |   |   | v |   |   |   |   |
|                                     |   |   | e |   |   |   |   |
|                                     |   |   | s |   |   |   |   |
+=====================================+===+===+===+===+===+===+===+
| ######                              |   |   |   |   |   |   |   |
| ## Goal 1: \$17,242,000 and 140 FTE |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 1.1 By 2008, 95% of agencies view   |  |   |   |   |   |   |   |
| their records man­agement program as |   |   |   |   |   |   |   |
| a positive tool for asset and risk  |   |   |   |   |   |   |   |
| management.                         |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 1.2. By 2008, 95% of approved       |  |   |   |   |   |   |   |
| capital asset plans have approved   |   |   |   |   |   |   |   |
| records schedules by the time those |   |   |   |   |   |   |   |
| systems begin creating records.     |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 1.3. By 2008, 95% of customers are  |  |   |   |   |   |   |   |
| satisfied with NARA scheduling and  |   |   |   |   |   |   |   |
| appraisal services.                 |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+

+-------------------------------------+---+---+---+---+---+---+---+
| **NARA Goals & Long-Term            | > | > | > | > | > | > | > |
| Objectives**                        |   |   |   |   |   |   |   |
|                                     | R | A | E | R | T | N | R |
|                                     | e | r | l | e | r | H | e |
|                                     | c | c | e | v | u | P | p |
|                                     | o | h | c | o | s | R | a |
|                                     | r | i | t | l | t | C | i |
|                                     | d | v | r | v | > |   | r |
|                                     | s | e | o | i |   |   | s |
|                                     | > | s | n | n | F |   | > |
|                                     |   | - | i | g | u |   |   |
|                                     | S | R | c | > | n |   | & |
|                                     | e | e | > |   | d |   | > |
|                                     | r | l |   | F |   |   |   |
|                                     | v | a | R | u |   |   | R |
|                                     | i | t | e | n |   |   | e |
|                                     | c | e | c | d |   |   | s |
|                                     | e | d | o |   |   |   | t |
|                                     | s | > | r |   |   |   | o |
|                                     |   |   | d |   |   |   | r |
|                                     |   | S | s |   |   |   | a |
|                                     |   | e | > |   |   |   | t |
|                                     |   | r |   |   |   |   | i |
|                                     |   | v | A |   |   |   | o |
|                                     |   | i | r |   |   |   | n |
|                                     |   | c | c |   |   |   |   |
|                                     |   | e | h |   |   |   |   |
|                                     |   | s | i |   |   |   |   |
|                                     |   |   | v |   |   |   |   |
|                                     |   |   | e |   |   |   |   |
|                                     |   |   | s |   |   |   |   |
+=====================================+===+===+===+===+===+===+===+
| ***Goal 2: \$52,852,000 and 83      |   |   |   |   |   |   |   |
| FTE***                              |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 2.1. By 2008, NARA's Records Center |   |   |  |  |   |   |   |
| Program accepts and services        |   |   |   |   |   |   |   |
| electronic records.                 |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 2.2. By 2008, 80% of scheduled      |  |   |  |   |   |   |   |
| archival electronic records are     |   |   |   |   |   |   |   |
| accessioned by NARA at the          |   |   |   |   |   |   |   |
| scheduled time.                     |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 2.3. By 2008, 80% of archival       |  |   |  |   |   |   |   |
| electronic records are managed at   |   |   |   |   |   |   |   |
| the appropriate level of service.   |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 2.4. By 2008, the median time from  |  |   |  |   |   |   |   |
| the transfer or archival electronic |   |   |   |   |   |   |   |
| records to NARA until they are      |   |   |   |   |   |   |   |
| available for access is 35 days or  |   |   |   |   |   |   |   |
| less.                               |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 2.5. By 2008, the per megabyte cost |   |   |  |   |   |   |   |
| of managing archival electronic     |   |   |   |   |   |   |   |
| records through the Electronic      |   |   |   |   |   |   |   |
| Records Archives decreases each     |   |   |   |   |   |   |   |
| year.                               |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| ***Goal 3: \$146,092,000 and 2,352  |   |   |   |   |   |   |   |
| FTE***                              |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.1. By 2007, access to records and |  |  |   |  |  |   |   |
| services and customer satisfaction  |   |   |   |   |   |   |   |
| levels meet or exceed NARA's        |   |   |   |   |   |   |   |
| published standards.                |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.2. By 2007, 70% of NARA services  |  |   |   |  |   |   |   |
| are available online.               |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.3. By 2008, 80% of NARA archival  |  |   |   |   |   |   |   |
| holdings are described in an online |   |   |   |   |   |   |   |
| catalog.                            |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.4. By 2007, government-wide       |  |   |   |   |   |   |   |
| holdings of 25-year-old or older    |   |   |   |   |   |   |   |
| records are declassified, properly  |   |   |   |   |   |   |   |
| exempted, or appropriately referred |   |   |   |   |   |   |   |
| under the provisions of Executive   |   |   |   |   |   |   |   |
| Order 12958, as amended, through a  |   |   |   |   |   |   |   |
| series of ISOO-led interagency      |   |   |   |   |   |   |   |
| efforts.                            |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.5. By 2007, NARA archival         |  |   |   |   |   |   |   |
| holdings of 25-year-old or older    |   |   |   |   |   |   |   |
| records are declassified, properly  |   |   |   |   |   |   |   |
| exempted, or appropriately referred |   |   |   |   |   |   |   |
| under the provisions of Executive   |   |   |   |   |   |   |   |
| Order 12958, as amended.            |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.6. By 2007, 10% of records of a   |  |   |   |   |   |   |   |
| two-term President or 15% of        |   |   |   |   |   |   |   |
| records for a one-term President    |   |   |   |   |   |   |   |
| are open and available for research |   |   |   |   |   |   |   |
| at the end of the five-year         |   |   |   |   |   |   |   |
| post-Presidential period specified  |   |   |   |   |   |   |   |
| in the Presidential Records Act.    |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 3.7. By 2007, 90% of all            |   |  |   |   |   |  |   |
| NHPRC-assisted projects produce     |   |   |   |   |   |   |   |
| results promised in grant           |   |   |   |   |   |   |   |
| applications approved by the        |   |   |   |   |   |   |   |
| Commission.                         |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| ***Goal 4: \$63,360,000 and 150     |   |   |   |   |   |   |   |
| FTE***                              |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 4.1. By 2009, 100% of NARA's        |  |   |   |   |   |   |  |
| archival holdings are in            |   |   |   |   |   |   |   |
| appropriate space.                  |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 4.2. By 2009, 100% of NARA records  |   |   |   |  |   |   |   |
| centers comply with the October     |   |   |   |   |   |   |   |
| 2009 regulatory storage standards.  |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 4.3. By 2007, 50% of NARA's at-risk |  |   |   |   |   |   |   |
| archival holdings are appropriately |   |   |   |   |   |   |   |
| treated or housed so as to retard   |   |   |   |   |   |   |   |
| further deterioration.              |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+

+-------------------------------------+---+---+---+---+---+---+---+
| **NARA Goals & Long-Term            | > | > | > | > | > | > | > |
| Objectives**                        |   |   |   |   |   |   |   |
|                                     | R | A | E | R | T | N | R |
|                                     | e | r | l | e | r | H | e |
|                                     | c | c | e | v | u | P | p |
|                                     | o | h | c | o | s | R | a |
|                                     | r | i | t | l | t | C | i |
|                                     | d | v | r | v | > |   | r |
|                                     | s | e | o | i |   |   | s |
|                                     | > | s | n | n | F |   | > |
|                                     |   | - | i | g | u |   |   |
|                                     | S | R | c | > | n |   | & |
|                                     | e | e | > |   | d |   | > |
|                                     | r | l |   | F |   |   |   |
|                                     | v | a | R | u |   |   | R |
|                                     | i | t | e | n |   |   | e |
|                                     | c | e | c | d |   |   | s |
|                                     | e | d | o |   |   |   | t |
|                                     | s | > | r |   |   |   | o |
|                                     |   |   | d |   |   |   | r |
|                                     |   | S | s |   |   |   | a |
|                                     |   | e | > |   |   |   | t |
|                                     |   | r |   |   |   |   | i |
|                                     |   | v | A |   |   |   | o |
|                                     |   | i | r |   |   |   | n |
|                                     |   | c | c |   |   |   |   |
|                                     |   | e | h |   |   |   |   |
|                                     |   | s | i |   |   |   |   |
|                                     |   |   | v |   |   |   |   |
|                                     |   |   | e |   |   |   |   |
|                                     |   |   | s |   |   |   |   |
+=====================================+===+===+===+===+===+===+===+
| ***Goal 5: \$33,182,000 and 130     |   |   |   |   |   |   |   |
| FTE***                              |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 5.1. By 2008, the average time a    |  |  |   |  |   |   |   |
| leadership position remains         |   |   |   |   |   |   |   |
| unfilled is 30 days or less.        |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 5.2. By 2007, the percentages of    |  |  |   |  |   |   |   |
| NARA employees in underrepresented  |   |   |   |   |   |   |   |
| groups match their respective       |   |   |   |   |   |   |   |
| availability levels in the Civilian |   |   |   |   |   |   |   |
| Labor Force.                        |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 5.3. By 2007, NARA will accept 100% |   |  |   |   |   |   |   |
| of the validated legal documents    |   |   |   |   |   |   |   |
| submitted electronically for        |   |   |   |   |   |   |   |
| publication in the *Federal         |   |   |   |   |   |   |   |
| Register*.                          |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+
| 5.4. By 2008, all public network    |  |  |   |  |   |   |   |
| applications are available 99.9% of |   |   |   |   |   |   |   |
| the time.                           |   |   |   |   |   |   |   |
+-------------------------------------+---+---+---+---+---+---+---+

#   {#section-2 .AR-2004-Head-1-Char}

# Financial Highlights {#financial-highlights .AR-2004-Head-1-Char}

NARA's financial statements received a qualified opinion. This is the
first year that NARA's financial statements have been audited. NARA
prepared its financial statements in accordance with the accounting
standards codified in the Statements of Federal Financial Accounting
Standards (SFFAS) and Office of Management and Budget (OMB) Bulletin No.
01-09, *Form and Content of Agency Financial Statements.*

## Sources of Funds {#sources-of-funds .AR-2004-Head-2-Char}

NARA is funded through appropriated budget authority, which includes
annual, multi­year and no-year appropriations, which are available for
use within certain specified statutory limits. Additional budget
authority includes Gift Fund, Trust Fund, and Revolving Fund income.

NARA's total new FY 2004 budget authority from appropriation was \$316.3
million. Funding carried over from multiyear and no-year funds was
\$24.1 million. In addition, \$.3 million from FY 2003 was available to
obligate. FY 2004 rescissions totaled \$1.9 million. Total appropriated
budget authority for FY 2004 was \$338.8 million.

![Total FY 2004 Direct Appropriations = \$338,819 (Including NHPRC
Grants, Repairs & Restoration, and Electronic Records Archives) (dollars
in thousands) Records Services, \$113,408 (6%) Presidential Librarires,
\$74,820 (22%) Regional Records Services, \$50,754 (15%) Electronic
Records Archives, \$41,398 (12%) Archives II Interest, \$21,161 (6%)
Federal Register, \$10,902 (3%) NHPRC (Grants), \$10,953 (3%) NHPRC
(Operating Expenses), \$2,613 (1%) Information Security Oversight
Office, \$5,000 (2%) Redemption of Debt, \$7,810
(2%)](media/image15.wmf){width="4.930708661417323in"
height="3.5326771653543307in"}

The major operating appropriation funds basic operations comprising
records services, archives-related services, and the National Archives
at College Park. Records services provides for selecting, preserving,
describing, and making available to the general public, scholars, and
Federal agencies the permanently valuable historical records of the
Federal Government and the historical materials and Presidential records
in Presidential

libraries; for preparing related publications and exhibit programs; and
for conducting the appraisal of all Federal records. Archives-related
services provides for the publications of the *Federal Register,* the
*Code of Federal Regulations,* the *U.S. Statutes at Large,* and
Presiden­tial documents, and for NARA's contribution to the Presidential
e-Government Initiative, e-Rulemaking, a program to improve the qual­ity
of regulations and the public's access to them. The \$302-million cost
of construction of the National Archives at College Park, which serves
as a major archival facility as well as the center for NARA's
administrative offices, was financed by Federally guaranteed debt issued
in 1989 for which the Archivist seeks appropriations for the annual
payments for interest and redemption of debt.

NARA also receives appro­pri­ations that fund the Electronic Records
Archives, repairs and restoration of facilities, and the National
Historical Publi­ca­tions and Records Commission grants program. The
Electronic Rec­ords Archives appropriation funds NARA's effort to ensure
the preservation of and access to Gov­ern­­ment electronic records. The
repairs and restoration appro­pri­a­tion funds the repair, altera­tion, and
improvement of archives facili­ties and adequate storage for holdings.
The National Histori­cal Publi­cations and Rec­ords Com­mission grants
program provides for grants to state, local, and pri­vate institutions to
preserve and publish records that document American history. Figure 2
represents the allotment of total available appropriated funds.

Other financing sources include the National Archives Gift Fund, Trust
Fund, and Revolving Fund.

The Gift Fund was established to administer incoming gifts and bequests.
Its budget authority includes donations and interest earned on
investments. Expenditures are made for various programs, including
historical research, conferences, archival and cultural events, and
publications. In FY 2004, it received donations of \$ 3.6 million.

The Trust Fund receives, holds, and disburses monies collected from
sales of repro­ductions of records and sales of publications and
historical mementos in the National Archives buildings, the regional
records services facilities, and the Presidential libraries; admission
fees to the Presidential libraries; and fees for archival training and
conferences. The Trust Fund earned revenue of \$14.2 million in FY 2004.

The Revolving Fund, for a standard price, provides storage, transfer,
reference, refile, and disposal services for records stored in NARA
records centers. The Revolving Fund earned revenue of \$129.2 million in
FY 2004.

## Uses of Funds by Function {#uses-of-funds-by-function .AR-2004-Head-2-Char}

NARA incurred new general fund obligations of \$316.2 in FY 2004. Of
this, \$2.85 million is for reimbursable work. The chart below
represents obligations by strategic goals.

![](media/image16.wmf){width="4.927165354330708in"
height="3.3645669291338582in"}

## Audit Results {#audit-results .AR-2004-Head-2-Char}

NARA received a qualified opinion on its FY 2004 financial statements.
It was qualified for the effects of adjustments, if any, as might have
been necessary had the auditors been able to perform adequate audit
procedures on property, plant, and equipment; recoveries of prior year
obligations; direct obligations incurred; and undelivered orders. NARA
had four material internal control weaknesses and three reportable
conditions. It also had three substantial noncompliances with the
Federal Financial Management Improvement Act.

## Financial Statement Highlights {#financial-statement-highlights .AR-2004-Head-2-Char}

NARA's financial statements summarize the financial activity and
financial position of the agency. The financial statements, footnotes,
supplementary information, and supple­men­tary stewardship information
appear in Part 3---Financial Section, which is available in the full
version of the report. An analysis of the principal statements follows.

### Analysis of the Balance Sheet {#analysis-of-the-balance-sheet .AR-2004-Head-3}

NARA's assets were \$566.6 million as of September 30, 2004. The assets
reported in NARA's balance sheet are summarized in the table below.

  ------------------------------------------------------- ---------------
  **Asset Summary (in millions)**                         

  Fund balance with Treasury and cash                     \$185.2

  General property, plant, and equipment, net             328.3

  Investments                                             36.0

  Accounts receivable, net                                15.0

  Inventory                                               1.0

  Other                                                   1.1

  **Total assets**                                        **\$566.6**
  ------------------------------------------------------- ---------------

The fund balance with Treasury and cash accounts for approximately 32.7
percent of total assets and represents appropriated funds and
collections of fees for services. Property, plant, and equipment
accounts for 57.9 percent of total assets. The majority of the balance
represents the National Archives at College Park.

NARA's liabilities were \$322.1 million as of September 30, 2004. The
liabilities reported in NARA's balance sheet are summarized in the
accompanying table.

  --------------------------------------------------- -------------------
  **Liabilities Summary (in millions)**               

  Debt held by the public                             \$246.0

  Accounts payable                                    27.8

  Other                                               48.3

  **Total liabilities**                               **\$322.1**
  --------------------------------------------------- -------------------

Debt held by the public accounts for approximately 76.4 percent of total
liabilities and represents debt issued to the public to cover the
construction costs of the National Archives at College Park. Liabilities
totaling \$266.8 million, or 82.8 percent of total liabilities, were
unfunded, i.e., budgetary resources were not yet available. For most
unfunded liabilities, budgetary resources will be made available in the
years balances are due, in accordance with OMB funding guidelines. The
major elements of unfunded liabilities are \$246 million for debt held
by the public, \$9.8 million for workers' compensation, and \$11 million
for unfunded annual leave.

The difference between total assets and total liabilities, net position,
was \$244.6 million as of September 30, 2004. The net position reported
in NARA's balance sheet is summarized in the table below.

  ----------------------------------------------------- -----------------
  **Net Position Summary (in millions)**                

  Unexpended appropriations                             \$139.8

  Cumulative results of operations                      104.8

  **Total net position**                                **\$244.6**
  ----------------------------------------------------- -----------------

Unexpended appropriations are the amount of authority granted by
Congress that has not been expended. Cumulative results of operations
represent net results of operations since NARA's inception, reflecting
results of Revolving Fund operations and funding of capital needs of the
agency.

### Analysis of the Statement of Net Cost {#analysis-of-the-statement-of-net-cost .AR-2004-Head-3}

The statement of net cost presents the net cost of NARA's six major
programs. NARA's net cost of operations for the year ended September 30,
2004, was \$286.3 million. Net costs by program are shown in the table
below.

  ------------------------------------------------------- ---------------
  **Net Cost of Operations (in millions)**                

  Records and archives-related services                   \$240.6

  Trust and Gift Funds                                    3.4

  Electronic Records Archives                             11.2

  National Historical Publications and Records Commission 5.9
  grants                                                  

  Archives facilities and Presidential libraries repairs  13.0
  and restoration                                         

  Records center storage and services                     12.2

  **Net cost of operations**                              **\$286.3**
  ------------------------------------------------------- ---------------

Total exchange revenue for the year ended September 30, 2004 was \$144.9
million, \$129.2 million, of which was fees earned for storage and
services at the records facilities.

### Analysis of the Statement of Changes in Net Position {#analysis-of-the-statement-of-changes-in-net-position .AR-2004-Head-3}

The statement of changes in net position reports the change in net
position during the reporting period. Net position is affected by
changes in its two components---cumulative results of operations and
unexpended appropriations. The increase in net position of \$43.2
million from FY 2003 to FY 2004 is due primarily to the net change in
cumulative results of operations of \$26.0 million and an increase in
unexpended appropriations of \$17.2 million.

### Analysis of the Statement of Budgetary Resources {#analysis-of-the-statement-of-budgetary-resources .AR-2004-Head-3}

The statement of budgetary resources shows the sources of budgetary
resources available and the status at the end of the period. It presents
the relationship between budget authority and budget outlays and
reconciles obligations to total outlays. For FY 2004, NARA had budgetary
resources available of \$552.6 million, the majority of which was
derived from new budget authority.

### Analysis of the Statement of Financing {#analysis-of-the-statement-of-financing .AR-2004-Head-3}

The statement of financing is designed to provide the bridge between
accrual-based (financial accounting) information in the statement of net
cost and obligation-based (budgetary accounting) information in the
statement of budgetary resources by reporting the differences and
reconciling the two statements. This reconciliation ensures that the
proprietary and budgetary accounts in the financial management system
are in balance. The statement of financing takes budgetary obligations
of \$490 million and reconciles to the net cost of operations of \$286.3
by deducting nonbudgetary resources, costs not requiring resources, and
financing sources yet to be provided.

## Debt Management {#debt-management .AR-2004-Head-2-Char}

The General Services Administration (GSA) provides cross servicing for
NARA's debt collection management. GSA has not provided debt management
information specific to NARA; however, GSA's procedures for debt
management are as follows. To comply with the Debt Collection
Improvement Act of 1996, GSA transmits delinquent claims each month to
the U.S. Department of the Treasury Financial Management Service (FMS)
for collection cross servicing. GSA also collects non-Federal claims
using Pre-Authorized Debits (PADs). GSA actively pursues delinquent
non-Federal claims using installment agreements, salary offset,
administrative wage garnishment, and any other statutory requirement or
authority that is applicable. Through an outside contract arrangement,
GSA actively reviews and pursues overpayments. They are working with FMS
to remove all nonpaying claims more than two years old from open
receivables and have imple­mented a plan to review delinquent accounts
and contact debtors, especially those approaching two years old, on a
quarterly basis.

## Erroneous Payments Management {#erroneous-payments-management .AR-2004-Head-2-Char}

GSA provides cross servicing for NARA for all of its financial services,
including payments management. For FY 2004, NARA is fully relying on the
procedures performed by GSA. To comply with the Improper Payments
Information Act of 2002, GSA retained the services of a contractor to
conduct a management control review and Improper Payments Information
Act review that focused on erroneous payment risk analysis by program to
determine and estimate the amount of potential improper and erroneous
payments by program. All programs were statistically sampled to identify
programs that are highly susceptible to erroneous payments and that meet
the \$10 million and 2.5-percent threshold established by the Office of
Management and Budget. Corrective action plans will be developed for any
programs that are identified that are subject to significant risk of
erroneous payments.

**Systems, Controls, and Legal Compliance**

This section provides information about NARA's compliance with the

-   Federal Manager's Financial Integrity Act

-   Federal Information Security Management Act

-   Federal Financial Management Improvement Act

-   Prompt Payment Act

-   Inspector General Act

## ![](media/image17.png){width="1.002755905511811in" height="0.9019685039370079in"}Federal Managers' Financial Integrity Act {#federal-managers-financial-integrity-act .AR-2004-Head-2-Char}

The Federal Managers' Financial Integrity Act man­dates that agencies
establish controls that reason­a­bly ensure that (i) obligations and costs
comply with applicable law; (ii) assets are safeguarded against waste,
loss, unauthorized use, or misappro­priation; and (iii) revenues and
expenditures are properly recorded and accounted for. This act
encompasses operational, program, and admini­strative areas, as well as
account­ing and financial management. It requires the Archivist to
provide an assurance state­ment to the President on the adequacy of
man­age­ment controls and confor­mance of financial systems with
Government-wide standards.

### Management Controls Program {#management-controls-program .AR-2004-Head-3}

NARA's internal controls worked to ensure the attainment of our mission
and FY 2004 goals, maintain efficient operations, and reduce fraud and
the misuse of taxpayer provided resources. NARA managers submitted an
annual assurance statement, along with a management control plan, to the
Archivist of the United States at the end of the fiscal year. These
statements were based on various sources and included

-   Management knowledge gained from daily operation of programs

-   Management reviews

-   Program evaluations

-   Audits of financial statements

-   Reviews of financial systems

-   Annual performance plans and periodic performance reporting to the
    Archivist

-   Leadership Team reviews and briefings

-   Internal oversight groups for agency programs

-   Monthly reporting in NARA's Performance Measurement Reporting System
    and monthly Strategic Schedule reporting

-   Reports and other information provided by the congressional
    committees of jurisdiction

In addition, audits and reviews performed by the Office of Inspector
General (OIG) and the Government Accountability Office review the
agency's internal controls and lead to improvements in them. Annually,
the OIG reviews the state of NARA's management controls. The Archivist's
assurance letter reports on the results of this assessment.

### FY 2004 Integrity Act Results {#fy-2004-integrity-act-results .AR-2004-Head-3}

NARA evaluated its management control systems for the fiscal year ending
September 30, 2004. This evaluation provided reasonable assurance that
the agency's management controls achieved their intended objectives.
Pursuant to Section 2 of the Integrity Act, we identified two material
weaknesses in fiscal years 2000 and 2001. Two corrective action plans
were developed for material weaknesses in computer security and
collections security. Much progress has been made, and all corrective
actions are slated for completion in FY 2005. Pursuant to Section 4 of
the Integrity Act, the financial subsystems of NARA generally conformed
with the objectives detailed in OMB Circular A-127, revised. Although
three systems (Order Fulfillment Accounting System; Trust Fund-Gift Fund
Financial Review, Analysis, and Reporting System; and Records Center
Revolving Fund financial management systems) were not in complete
conformance because they failed to meet the financial management system
requirements, the nonconformances were not deemed material.

## Federal Information Security Management Act {#federal-information-security-management-act .AR-2004-Head-2-Char}

The Federal Information Security Management Act (FISMA) requires Federal
agencies to conduct an annual self-assessment review of their
information technology security program, to develop and implement
remediation efforts for identified security weaknesses and
vulnerabilities, and to report to OMB on the agency's compliance.

Following established FISMA requirements, our review indicated no new
significant deficiencies in NARA's FY 2004 Federal Information Security
Management Act (FISMA) Report, submitted October 6, 2004, to the Office
of Management and Budget (OMB). NARA's Inspector General, however, did
identify six new significant deficiencies in his FISMA Report, all
relating in general to computer security. The six deficiencies were
derived from preliminary draft potential findings as part of the FY 2004
financial audit and have not been formally delivered as findings. If any
of the draft potential findings become actual findings, we will develop
corrective action plans as needed. We believe we can make any needed
corrections in FY 2005.

## Federal Financial Management Improvement Act {#federal-financial-management-improvement-act .AR-2004-Head-2-Char}

GSA is the financial services provider of NARA financial systems via
PEGASYS. At the end of FY 2003, GSA had a material weakness concerning
the PEGASYS system. Because PEGASYS, GSA's financial system, was not
compliant with the Joint Financial Management Improvement Program
(JFMIP), required by FFMIA, and after significant efforts on both sides
to correct the deficiencies, NARA has decided to change financial
services provider. Implementation will take place in FY 2006.

## Prompt Payment Act {#prompt-payment-act .AR-2004-Head-2-Char}

GSA is the financial services provider of NARA financial statistics and
acts as our agent for implementing the Prompt Payment Act. As a result,
NARA statistics are not specifically identifiable.

## Inspector General Act {#inspector-general-act .AR-2004-Head-2-Char}

NARA maintains an excellent record in resolving and implementing open
audit recommendations presented in OIG reports. Section 5(b) of the
Inspector General Act requires agencies to report on final actions taken
on OIG audit recommendations. This information can be found in the
Performance Section of the full report at
*www.archives.gov/about_us/reports/annual_report.html.*

# Facilities {#facilities .AR-2004-Head-1-Char}

**National Archives Building**

700 Pennsylvania Avenue, NW

Washington, DC 20408

202-501-5400

**National Archives at\
College Park**

8601 Adelphi Road

College Park, MD 20740

301-837-2000

**Washington National\
Records Center**

4205 Suitland Road

Suitland, MD 20746

301-778-1600

**NARA--Northeast Region**

Diane LeBlanc,

*Regional Administrator*

NARA--Northeast Region (Boston)

380 Trapelo Road

Waltham, MA 02452

866-406-2379

NARA--Northeast Region (Pittsfield)

10 Conte Drive

Pittsfield, MA 01201

413-236-3660

NARA--Northeast Region\
(New York City)

201 Varick Street, 12th Floor

New York, NY 10014

212-401-1620

**NARA--Mid Atlantic Region**

V. Chapman-Smith,\
*Regional Administrator*

NARA--Mid Atlantic Region (Center City Philadelphia)

900 Market Street

Philadelphia, PA 19107

215-606-0100

NARA--Mid Atlantic Region (Northeast Philadelphia)

14700 Townsend Road

Philadelphia, PA 19154

215-305-2000

**NARA--Southeast Region**

James McSweeney,\
*Regional Administrator*

NARA--Southeast Region

1557 St. Joseph Avenue

East Point, GA 30344

404-763-7474

**NARA--Great Lakes Region**

David Kuehl,

*Regional Administrator*

NARA--Great Lakes Region (Chicago)

7358 South Pulaski Road

Chicago, IL 60629

773-948-9001

NARA--Great Lakes Region (Dayton)

3150 Springboro Road

Dayton, OH 45439

937-425-0600

**NARA--Central Plains Region**

R. Reed Whitaker,\
*Regional Administrator*

NARA--Central Plains

Region (Kansas City)

2312 East Bannister Road

Kansas City, MO 64131

816-268-8000

NARA--Central Plains Region (Lee\'s Summit)

200 Space Center Drive

Lee\'s Summit, MO 64064

816-288-8100

NARA--Central Plains Region (Lenexa)

17591 West 98th Street, #31-50

Lenexa, KS 66219

913-825-7811

**NARA--Southwest Region**

Kent Carter,

*Regional Administrator*

501 West Felix St, Bldg 1

P.O. Box 6216

Fort Worth, TX 76115

817-831-5900

**NARA--Rocky Mountain Region**

Barbara Voss,

*Regional Administrator*

Denver Federal Center, Building 48

P.O. Box 25307

Denver, CO 80225

303-407-5700

**NARA--Pacific Region**

Shirley J. Burton,

*Regional Administrator*

NARA--Pacific Region\
(Laguna Niguel)

24000 Avila Road

P.O. Box 6719

Laguna Niguel, CA 92607

949-360-2641

NARA--Pacific Region\
(San Francisco)

1000 Commodore Drive

San Bruno, CA 94066

650-238-3500

**NARA--Pacific Alaska Region**

Steven Edwards,

*Regional Administrator*

NARA--Pacific Alaska Region (Seattle)

6125 Sand Point Way, NE

Seattle, WA 98115

206-336-5115

NARA--Pacific Alaska Region (Anchorage)

654 West Third Avenue

Anchorage, AK 99501

907-261-7800

**NARA--National Personnel Records Center**

Ronald Hindman, *Director*

NARA--National Personnel Records Center

(Civilian Personnel Records)

111 Winnebago Street

St. Louis, MO 63118

314-801-9250

NARA--National Personnel Records Center

(Military Personnel Records)

9700 Page Avenue

St. Louis, MO 63132

314-801-0800

**Herbert Hoover Library**

Timothy G. Walch, *Director*

210 Parkside Drive

P.O. Box 488

West Branch, IA 52358

319-643-5301

**Franklin D. Roosevelt Library**

Cynthia Koch, *Director*

4079 Albany Post Road

Hyde Park, NY 12538

845-486-7770

**Harry S. Truman Library**

Michael Devine, *Director*

500 West U.S. Highway 24

Independence, MO 64050

816-268-8200

**Dwight D. Eisenhower Library**

Daniel D. Holt, *Director*

200 Southeast Fourth Street

Abilene, KS 67410

785-263-6700

**John Fitzgerald Kennedy Library**

Deborah Leff, *Director*

Columbia Point

Boston, MA 02125

617-514-1600

**Lyndon Baines Johnson Library**

Betty Sue Flowers, *Director*

2313 Red River Street

Austin, TX 78705

512-721-0200

**Nixon Presidential\
Materials Staff**

Karl Weissenbach, *Director*

National Archives at College Park

8601 Adelphi Road

College Park, MD 20740

301-837-3290

**Gerald R. Ford Library** **and Museum**

Dennis A. Daellenbach, *Director*

Gerald R. Ford Library

1000 Beal Avenue

Ann Arbor, MI 48109

734-205-0555

Gerald R. Ford Museum

303 Pearl Street, NW

Grand Rapids, MI 49504

616-254-0400

**Jimmy Carter Library**

Jay E. Hakes, *Director*

441 Freedom Parkway

Atlanta, GA 30307

404-865-7100

**Ronald Reagan Library**

Duke Blackwood, *Director*

40 Presidential Drive

Simi Valley, CA 93065

805-577-8444

**George Bush Library**

Edward Douglas Menarchik, *Director*

1000 George Bush Drive West

P.O. Box 10410

College Station, TX 77845

979-691-4000

**William J. Clinton Library**

David E. Alsobrook, *Director*

1200 President Clinton Avenue

Little Rock, AR 72201

501-244-2889

# Copies of This Report {#copies-of-this-report .AR-2004-Head-1-Char}

This report is available through our web site at---

*www.archives.gov/about_us/reports/annual_report.html*

Links are provided to both the full report (MD&A, Performance and
Financial sections, and Appendixes), as well as the summary report
(MD&A). Also located on that page are our strategic plan, annual
performance plans, and past performance reports.

Copies of this report may also be obtained by electronic request via the
form at---

*www.archives.gov/global_pages/inquire_form.html*

or by writing to National Archives and Records Administration, Policy
and Communications Staff, 8601 Adelphi Road, Room 4100, College Park, MD
20740-6001. Please specify whether you are interested in the summary
report or the full report. Also, we welcome your comments on how we can
improve this report for FY 2005. Please e-mail any comments to:
*vision@nara.gov*.

# Other Web Pages of Interest {#other-web-pages-of-interest .AR-2004-Head-1-Char}

  ------------------------------------- --------------------------------------------------
  **Reports, Strategic Documents,       *www.archives.gov/about_us/*
  Messages from the Archivist:** Find   
  the latest information regarding our  
  mission, vision, and strategic        
  initiatives.                          

  **The National Archives Experience:** *www.archives.gov/national_archives_experience/*
  Participate in an interactive,        
  educational experience about the      
  power of records in a democracy.      

  **Archival Holdings:** Find records   *www.archives.gov/research_room/arc/*
  of interest in Washington, DC, the    
  regional archives, and Presidential   
  libraries.                            

  **Public Documents:** The U.S.        *www.gpoaccess.gov/nara/*
  Government Printing Office and the    
  Office of the Federal Register at     
  NARA work closely to disseminate the  
  official text of Federal laws,        
  Presidential documents,               
  administrative regulations and        
  notices, and descriptions of Federal  
  organizations, programs and           
  activities.                           

  **Public Regulations:** Find, review, *www.regulations.gov*
  and submit comments on Federal        
  documents that are open for comment   
  and published in the *Federal         
  Register*, the Government's legal     
  newspaper.                            

  **Careers at NARA:** Review current   *www.archives.gov/careers/*
  job openings and learn how to apply.  

  **Visit NARA:** Learn how to prepare  *www.archives.gov/research_room/*
  for a research visit, facility hours  
  and locations, and more.              
  ------------------------------------- --------------------------------------------------