# Presentation: 678628

## TEXTUAL and ELECTRONIC RECORDS TRANSFERS AND ACCESSIONS 

## Purpose of this presentation

- To determine how records  **transfers and accessions** will be tracked in ERA.

**Notes:**
*The purpose of this presentation is to determine how electronic records transfers and accessions will be tracked in ERA.

## As IS...

- _SF 135_ tracks the physical transfer of records to an FRC
- _SF 258_ tracks the legal accessioning and physical transfer of records to NARA
- _Local databases_ track individual accessioning steps within specific units
- Processes are primarily _paper-based _

**Notes:**
*Currently, the SF 135 tracks the physical transfer of records to an FRC.
*The SF 258 tracks both the legal accessioning and physical transfer of records to NARA.
*Local databases track individual accessioning steps within specific units.
*All of these processes are primarily paper-based.

## As IS...

- _For electronic records ... _
- _AMIS_ tracks individual accessioning and preservation steps within NWME
- NWME is responsible for accessioning and preservation of ALL electronic records

**Notes:**
*Currently, the SF 135 tracks the physical transfer of records to an FRC.
*The SF 258 tracks both the legal accessioning and physical transfer of records to NARA.
*Local databases track individual accessioning steps within specific units.
*All of these processes are primarily paper-based.

## TO BE...TRANSFER

- _All physical transfers_ of records will be recorded and tracked in ERA
- This includes transfers of permanent records to NARA, and the movement of records into an FRC
- _New Form_ “Transfer Request” or TR will replace and expand on the SF 135

**Notes:**
*In the future, all physical transfers will be recorded and tracked in ERA.
*This includes transfers of permanent records to NARA, and the movement of records into an FRC.
*A new form, called the “Transfer Request” or TR and will replace and expand on the SF 135.

## TO BE...TRANSFER

- _A draft TR_ may be created by the Agency Transferring Official, the NARA Transfer Staff (acting as an agent for the Agency) or the system .
- Once submitted to NARA, the draft TR becomes “Proposed.”
- NARA reviews the TR and if it is accepted, approves the transfer of records.

**Notes:**
*A draft TR may be created by the Agency Transferring Official, the NARA Transfer Staff (acting as an agent for the Agency) or the system.
*Once submitted to NARA, the draft TR becomes “Proposed.”
*NARA reviews the TR and if it is accepted, approves the transfer of records.

## TO BE...TRANSFER

- _For electronic records ..._
- Transfers are of permanent electronic records to NARA by the Four Agency Partners and by NWME as proxy for all other transferring agencies (“Fifth Partner”)
- _NWCS-Stills_ will become responsible for the processing of transfers of digital photographs in ERA
- NWME will transfer is “Legacy” holdings to ERA starting at IOC with the 2009 replacement copy files being the first group

**Notes:**
*A draft TR may be created by the Agency Transferring Official, the NARA Transfer Staff (acting as an agent for the Agency) or the system.
*Once submitted to NARA, the draft TR becomes “Proposed.”
*NARA reviews the TR and if it is accepted, approves the transfer of records.

## TO BE...TRANSFER

- If this is the first time that this group of records is identified within ERA, it is assigned a Transfer Group Number. Each number is unique to that specific body of records and remains with it no matter how many times the records are transferred.
- Concurrent with NARA approval, the system assigns a Transfer Number which accounts for this particular transfer transaction.
**Once the records arrive, they are checked (verified) against the TR.**

**Notes:**
*If this is the first time that this group of records is identified within ERA, it is assigned a Transfer Group Number. Each number is unique to that specific body of records and remains with it no matter how many times the records are transferred.
*Concurrent with NARA approval, the system assigns a Transfer Number which accounts for this particular transfer transaction. *Once the records arrive, they are checked (verified) against the TR.

## Creating a TR (what the screen might look like)

**Notes:**
The TR will look similar to this.

## Creating a TR(what the screen might look like)

**Notes:**
The transfer details on the TR will specify if records are in electronic, physical media, or paper format

## Creating a TR, con’t

**Notes:**
*Transfer details (cont)
Specifies if records are in electronic, physical media, or paper format

## AS IS...ACCESSIONING

- Accessioning is the process of taking legal custody (ownership) of Permanent records by NARA.
- Previously, legal and physical custody was tracked on one form (SF 258).
- These processes were separated as the result of the BPR (Business Process Reengineering).

**Notes:**
*Accessioning is the process of taking legal custody (ownership) of Permanent records by NARA.
*Previously, legal and physical custody was tracked on one form (SF 258).
*These processes were separated as the result of the BPR (Business Process Reengineering).

## TO BE...ACCESSIONING

- The result is that legal custody is now recorded on a Legal Transfer Instrument (LTI), while physical custody is tracked in a TR.
- In many cases the physical and legal transfer will take place simultaneously.
- The new system allows for the association of multiple TRs with one LTI.

**Notes:**
*The result is that legal custody is now recorded on a Legal Transfer Instrument (LTI), while physical custody is tracked in a TR.
*In many cases the physical and legal transfer will take place simultaneously.
*The new system allows for the association of multiple TRs with one LTI.

## TO BE...ACCESSIONING

- A draft LTI may be created by the Agency Accessioning Official, the NARA Transfer Staff (acting as an agent for the Agency), or by NWME staff in the Fifth Partner / Legacy Migration scenarios
- Once approved by the Agency Accessioning Official and submitted to NARA, the draft LTI becomes “Proposed.”

**Notes:**
*A draft LTI may be created by the Agency Accessioning Official, or the NARA Transfer Staff (acting as an agent for the Agency).
*Once approved by the Agency Accessioning Official and submitted to NARA, the draft LTI becomes “Proposed.”

## TO BE...ACCESSIONING

- The proposed records for accessioning are examined by NARA staff to verify that they are the correct records.
- Once the records are verified The Accessioning NARA Official signs the LTI and the records are accepted into NARA.

**Notes:**
*The proposed records for accessioning are examined by NARA staff to verify that they are the correct records. 
*Once the records are verified The Accessioning NARA Official signs the LTI and the records are accepted into NARA.

## TO BE...ACCESSIONING

- _For electronic records ..._
- Electronic records are manually verified by NWME staff via download from ERA to verify that they are the correct records.
- Electronic records are checked for viruses and for inclusion of security words
- Current AERIC capabilities will exist in ERA to verify data file contents
- Once the records are verified The Accessioning NARA Official signs the LTI and the records are accepted into NARA.

**Notes:**
*Manual verification will occur via direct download
ERA has virus and security scanning automatically invoked at ingest
AERIC functionality will be migrated to ERA for data file verification
*Once the records are verified The Accessioning NARA Official signs the LTI and the records are accepted into NARA.

## Questions???