# Presentation: 830265

## Records  Management

**Records  Management**
** ****The  DoD 5015.2-STD A Foundation  For Information  Superiority**

**Office of Assistant Secretary of Defense (C3I)I&I**
**D. Burton Newlin, Jr.**

## Record

_**Record.**_**   **A _***record consists of information***_, regardless of medium, _***detailing the transaction of business***_.  Records include all books, papers, maps, photographs, machine-readable materials, and other documentary materials, regardless of physical form or characteristics, made or received by an Agency of the United States Government under Federal law or  in connection with the transaction of public business and preserved or appropriate for preservation by that Agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the value of data in the record.  **(44 U.S.C. 3301)**

## DoD Records Management Program

**DoD Directive 5015.2, “DoD Records Management Program”  ****April 1997**
**DoD 5015.2-STD,  “Design Criteria Standard for Electronic Records Management Software Applications”   ****	****November 1997**

## DoD 5015.2-STD

- This Standard is effective immediately and is mandatory for use by all DoD Components.
- Electronic record management information systems already in use must comply with this Standard within two years of the effective date of this document (Nov 99’).

## DoD 5015.2-STD

**DoD 5015.2-STD**
-  Foreword
-   Table of Contents
-   References
-   Abbreviations and /or Acronyms
-   1. General Information
-   2. Mandatory Requirements
-   3. Non-Mandatory Requirements
-   Appendix
- 	Definitions

## DoD 5015.2-STD 

_**DoD 5015.2-STD **_
_** **__**References**_
- (a)   Section 2902 of title 44, United States Code,   	 	"Objectives of Records Management"
- (b)   Section 3103 of title 44, United States Code,
- 	"Transfer of Records to Records Centers"
- (C)  Title 41, Code of Federal Regulations, Part 201-9, 	"Creation, Maintenance, and Use of Records," 	current edition
- (d)  Title 36, Code of Federal Regulations Part, 1222.10,  	"Creation and Maintenance of Federal Records," 	current edition
- (e)   Federal Information Processing Standard Publication 	4-1, "Representation for Calendar Date and
- 	Ordinal Date for Information Interchange,"
- 	March 	25, 1996

## Relationships Between Laws and COTS Products

## DoD Records Management Products

**DoD Records Management Products**

- 	_**ForeMost**_ from Provenance, Inc
-         	_**TRIM**_ from Tower Software Corp.
-         	_**CS-CIMS**_ from DynSolutions, Inc with ForeMost
**    ****2.  Products Scheduled for Testing**:
-         15 June - Saros Document Manager from FileNet, Inc 		with ForeMost
-         6 July - Record Manager from Educom Business 			Solutions with DOCS Open from PC DOCS
-         3 Aug - DOCS Open from PC DOCS, Inc with 			e.POWER from USI and ForeMost
-         24 Aug - Cuadra Star from Cuadra Associates, Inc
-         19 Oct  - RIMS Studio from PSSoftware Solutions

## Memo of UnderstandingBetween DoD and NARA

- The collaboration will start with a review by NARA of the government-wide usefulness of a standard, DOD 5015.2-STD, that was recently established for electronic records-management software.  NARA will review the DOD standard and the testing program for their applicability throughout the Federal Government.  Once this review is completed, NARA and DOD will work together to extend the standard to cover additional aspects of records management.
**      **

**Notes:**
Thank you for allowing me to brief you on the DoD Records Management Task Force and our progress thus far.  In many ways the Department of Defense is leading the Federal Government in development and implementation of new policies and procedures for managing information as records in a business environment with rapidly advancing technologies .   *

## DoD Records Management Program

**DoD Records Management Program**

**1.   Continue developing RMA to meet   ****	****	****	****Classification Marking , Privacy and FOIA ****	****Requirements.**
**2.  Extend the RMA Certification Program to ****	****	****include the Defense Messaging System.**
**3.  Work with NARA and other agencies to ****	****	****improve management of information ****	****	****contained in records throughout the ****	****	****	****Government.**

## DoD Records Management Program

**Records Management Home Page**
**     ****  ****http://jitc.fhu.disa.mil/recmgt/index.htm**
**  ****http://web7.whs.osd.mil/dodiss/publications/pub2.htm                           ****	****http://www.dtic.mil/c3i/recmgmt.html#d5015**
**Burt Newlin**
**burt.newlin@osd.pentagon.mil**
**Voice:  (703) 614-6642        Fax:  (703) 614-7687**

**Notes:**
Thank you for allowing me to brief you on the DoD Records Management Task Force and our progress thus far.  In many ways the Department of Defense is leading the Federal Government in development and implementation of new policies and procedures for managing information as records in a business environment with rapidly advancing technologies .   *

## Slide 13

## DoD Records Management Program

**GRS-20 (Electronic Records)**
**General Records Schedule (GRS) 20**
**Save all e-mail & Word processing ****	****  ****	****Documents**
**Judge Friedman directed Archivist to develop permanent plan dealing with electronic records by Sept. 30, 1998**
**DoD 5015.2-STD Part of Solution**

**Notes:**
Thank you for allowing me to brief you on the DoD Records Management Task Force and our progress thus far.  In many ways the Department of Defense is leading the Federal Government in development and implementation of new policies and procedures for managing information as records in a business environment with rapidly advancing technologies .   *

## DoD 5015.2-STD Chapter  2 Mandatory Requirements

- C2.2.4.  Storing Records
- C2.2.5.  Scheduling Records
- C2.2.6.  Screening Records
- C2.2.7.  Retrieving Records
- C2.2.8.  Transferring Records
- C2.2.9.  Destroying Records
- C2.2.10.  Access Control
- C2.2.11.  System Audits
- C2.2.12.  System Management 	 Requirements
- C2.2.13.  Additional Baseline

_**DoD 5015.2-STD Chapter  2 Mandatory Requirements**_
- C2.1.  GENERAL REQUIREMENTS
- C2.1.1.  Managing Records.
- C2.1.2.  Accommodating Year 2000    and Twenty-First Century Dates.
- C2.1.3.  Implementing Standard Data.
- C2.2.  DETAIL  REQUIREMENTS
- C2.2.1.  Implementing File Plans
- C2.2.2.  Identifying and Filing Records
- C2.2.3.  Filing Electronic Mail Messages (E-Mail)

## Example of Technical Requirement

**4.3****	****Accommodating Twenty-First Century Dates.**
**	**** **RMAs shall correctly accommodate and process information containing the year 2000 and beyond as well as dates in the current and previous centuries.   The capability shall include, but not be limited to, date data century recognition, calculations and logic that accommodate same century and multi-century formulas and date values, and date data interface values that reflect the century.   In addition, leap year calculations shall be accommodated (i.e. 1900 is not a leap year, 2000 is a leap year).