# Presentation: 487618

## 		NARA Updatesfor ARMA FedDay, 2004

**	****	****NARA Updates****for ARMA FedDay, 2004**

- Howard P. Lowell
- Deputy Assistant Director for Records Services, Washington, DC

## The National Archives and Records Administration Mission

-      the rights of American citizens
-      the actions of Federal officials
-      the national experience

**The National Archives and ****Records Administration Mission**

- ARMA Fedday, 2004

## Boston
Pittsfield, MA
New York City
Philadelphia
Atlanta
Chicago
Dayton
St Louis
Kansas City

- Boston
- Pittsfield, MA
- New York City
- Philadelphia
- Atlanta
- Chicago
- Dayton
- St Louis
- Kansas City

- Fort Worth
- Denver
- San Francisco
- Laguna Niguel, CA
- Parres, CA
- Seattle
- Anchorage

- We are located throughout the United States
- in the cities listed below...

- NARA’s Regional Facilities

- ARMA Fedday, 2004

## “It (managing records) is like keeping an elephant for a pet. Its bulk cannot be ignored; its upkeep is terrific; and, although it can be utilized, uncontrolled it is potentially a menace.”

Solon J. Buck, 1943

**Solon J. Buck, 1943**

- ARMA Fedday, 2004

**Notes:**
MD

The elephant is animated.  He comes lumbering in from the right side.

## Overview of the day

- NARA’s Progress in Permanent Preservation of Electronic Records (ERA)
- Storing and Servicing Records in the Information Age (RCP)
- E-Government Act and Electronic Records Management
- New Initiatives in Support of Agency Records Management – [NARA-RM]
- NARA’s Federal Records Management Training and Certification Program

- ARMA Fedday, 2004

## Our Goals

**In partnership with our stakeholders, to ensure that:**
**Federal agencies can economically and effectively create and manage records necessary to meet business needs,**
**records are kept long enough to protect rights and assure accountability, and**
**records of archival value are preserved and made available for future generations.**

- ARMA Fedday, 2004

## Other NARA Initiatives

- ARMA Fedday, 2004

## Business Process Reengineering

- Processes under analysis:
- Scheduling & Appraisal
- Processing of Electronic Records
- Transfer, Disposition, and Other Customer Interfaces in the Records Center Program
- Space Management & Services in Records Center Program, including identifying new services

- ARMA Fedday, 2004

## Business Process Reengineering

- Coming up:   Records Management in the Federal Government
- Focus on electronic records management, but not exclusively
- Identify ways to increase collaboration between RM program and IT departments and  also agency capital asset planning process
- Improve  processes and take advantage of new technology and other opportunities

- ARMA Fedday, 2004

## Standards and Guidelines

- Work with PDF-A
- Revision of NARA CFR
- DoD 5015.2 version 3
- Etc.

- ARMA Fedday, 2004

## NARA Initiatives

**First archival database to integrate:**
**  ****hierarchy of archival descriptions**
**  ****links to descriptions of creators**
**  ****authority control (people, organizations, topics, places, record types)**
**  ****online digital copies**
**  ****potential for future lifecycle linkages**

- ARMA Fedday, 2004

## Access to Archival Databases

- Online access to a selection of nearly 50 million historic electronic records created by more than 20 federal agencies on a wide range of topics;
- the ability to search for records with the specific information that you seek;
- important contextual information to help you understand the records better, including code lists, explanatory notes from NARA archivists, and for some series or files in AAD, related documents.

- ARMA Fedday, 2004

## What’s New in AAD

**The Homeless Assistance Management Information System (HAMIS), 1987-1994**
**Organizations sponsoring projects to assist the homeless **
**Types of assistance provided **
**Characteristics of homeless receiving assistance **
**Special conditions on the grant to assist the homeless **
**Amount of funding and its sources**
**World War II Electronic Army Serial Number Merged File, 1938-1946**
- C**ontains records of approximately nine million men and women who enlisted in the United States Army, including in the Women's Army Auxiliary Corps. **
**Although incomplete, the records contain data for a majority of the enlistments in the United States Army during World War II **

- ARMA Fedday, 2004

## Comments on Proprosed Regulations

- Records Center Facility Standards
- November 8, 2004
- Records Management Unscheduled Records [to Records Centers]
- November 16, 2004
- Transitory Email Retention – [forthcoming]
- URL:  www.regulations.gov

- ARMA Fedday, 2004

## Other Opportunities for Public Comment

- Proposed Records Schedules and other documents for which we seek public comment, go to the “Opportunities for Public Comment” page at _[www.archives.gov](http://www.archives.gov/)_ and click on “About Us”
- Direct URL:  _[http://www.archives.gov/about_us/opportunities_for_comment/opportunities_for_comment.html](http://www.archives.gov/about_us/opportunities_for_comment/opportunities_for_comment.html)_
- Please note that we welcome comments from both organizations and individuals.

- ARMA Fedday, 2004

## Measuring Success

**NARA is recognized as providing leadership in records management throughout the Federal government.**
**NARA is agile in adapting to changes in information technology and in the Federal recordkeeping environment. **
**Records management is viewed by agency leaders and managers as an important component of asset and risk management. **
**Federal agencies have the RM tools necessary to support business needs.**

- ARMA Fedday, 2004

## Measuring Success

**NARA is recognized as providing leadership in records management throughout the Federal government.**
- 1 of 3 Executive Sponsors on ICGI, Michael Kurtz leads ERPWG
- Nancy Allard and Mark Giguere leading ERM initiative
- National and international recognition for ERA
- Active participants on international standards:  ISO 15489, PDF/A, EDMS/ERM, DoD 5015.2, version 3
- Lead agency for OMB RMSC project
- Assisting Dept of State with RM requirements for SMART cable/email system
- Addressing RM issues with Homeland Security
- Assisted DoD in Iraq and Qatar

- ARMA Fedday, 2004

## Measuring Success

- NARA is agile in adapting to changes in information technology and in the Federal recordkeeping environment.
**Response to technological and organizational changes through the RM redesign and life cycle BPR**
**Modified and adapted several tactics defined in Strategic Directions 2003**
**Modular and flexible design of new training program**
**Integrated RM reflects and supports the nationwide networked Federal environment**

- ARMA Fedday, 2004

## Measuring Success

- Records management is viewed by agency leaders and managers as an important component of asset and risk management.
**Progress through work with ICGI and OMB**
**Received and responded to requests for assistance from agencies facing major records related risks**
**Progress will continue through the new training program to be rolled out October 1, 2004**

- ARMA Fedday, 2004

## Measuring Success

**Federal agencies have the RM tools necessary to support business needs.**
**Work begun on RMSC**
**Continuing work with DoD standard 5015.2 v3**
**New transfer formats issued**
**Exploring new RCP services**
**ERA**

- ARMA Fedday, 2004

## and next time you’re in Washington, DC....

- ARMA Fedday, 2004