# Presentation: 689825

## E-Government Act and Electronic Records Management

- Nancy Allard
- Policy and Communications Staff
- National Archives & Records Administration
- ARMA Fed Day 2004

## EGov Act of 2002

- EGovernment Act of 2002 (Public Law 107-347, 44 U.S.C. Ch. 36) into law on December 17, 2002.
- Major provisions:
- Establishes an Office of Electronic Government in the Office of Management and Budget (OMB) to improve Federal management of information resources;
- Formalizes the establishment of a Chief Information Officers (CIO) Council;
- Permanently reauthorizes and amends agency information security requirements through the Federal Information Security Management Act (FISMA);
- Protects the confidentiality of certain types of data through the Confidential Information Protection and Statistical Efficiency Act (CIPSEA); and
- Supports activities that OMB and the executive branch are already pursuing under the President’s Management Agenda’s Expanding Electronic Government initiative.
- Establishes Interagency Committee on Government Information

## ICGI

- Section 207 of the Act requires the Director of the Office of Management and Budget (OMB) to establish the Interagency Committee on Government Information (ICGI). The ICGI was
- Pursuant to section 207 of the Act, the ICGI will:
- consult with interested communities;
- conduct studies and submit recommendations to the Director of OMB and the Archivist of the National Archives and Records Administration (NARA); and share effective practices for access to, dissemination of, and retention of Federal information.

## ICGI

- Executive Committee
- Karen Hogan (co-chair)
-  Glenn Schlarman (co-chair)
-  Dan Costello/Kim Nelson (OMB)
- Lew Bellardo (NARA)
-  Bev Godwin (GSA)
-  Keith Thurston (GSA)

## ICGI’s WG

- Categorization of Information (E. Christian)
- Web standards (B. Godwin)
- Public Domain Directory
- Web Content Standards
- Electronic Records Policy (M. Kurtz)

## ERPWG

- Goal:  Develop recommendations and a timetable for implementation of those to the Archivist of the United States and the OMB Director for policies and procedures ensuring effective management of electronic records (Internet-based and otherwise).

## ERPWG Objectives

- Identify barriers to effective management of “Government information on the Internet and other electronic records”.
- Identify common characteristics of temporary and permanent records generated by lines of business [LOBs]/sub-functions of the FEA Business Reference Model [BRM] (v. 2).
- Identify interim, realistic and useful tools for the creation and management of these records.
- Identify longer term solutions compatible with the Electronic Records Archives.
- Develop recommendations for ICGI to present to the Director of OMB and the Archivist

## Barriers Report

- Gathered via substantial internal-to-Govt/external-to-Govt input
- 4 major barriers identified
- Records and information are not managed as agency business assets
- Records management is not viewed as critical to agency mission
- Marginal support for records management has led to a lack of training
- Records management and information technology disciplines are poorly integrated within
- Public comment on report ended 8/1/04

## COMMON CHARACTERISTICS

- Identification of base set of RM metadata for Govt. info on Internet and other e-records
- Metadata being coordinated with CGI and Web standards WGs
- Being made ISO 11179 (data dictionary standard)- compliant
- Will go out for public comment

## ERM Toolkit

**Internet portal** managed by NARA with ERPWG involvement
**Initially, ERM guidance tools** that are **proven** as useful in agencies or are **planned or under development** to meet an identified ERM need
- Best practices, guidance, process models, lessons learned, tips and techniques, policies, etc.
**Metadata about tools** collected, used to organize tools, share knowledge, provide user-friendly “views”
**Process** to allow future focus on identifying/adding tools
- Identify and evaluate tools, manage toolkit data, facilitate expansion
**Project team approach** multi-agency team to develop, establish and manage ERM toolkit in FY ‘05

## ERM Toolkit (cont.)

**ERM tools**
- Documents, interactive guidance products, web sites, etc.
- Best practices, guidance, process models, policies and directives, tips and techniques, training programs, lessons learned, speeches, presentations, etc.
**Agency users **
- General population, records officers/records management staff, CIOs, IT, business process owners/data owners, web content managers/web masters, legal staff
**ERM activities**
- Traditional records management activities
- Other agency activities - integrating records management
- Enterprise architecture planning, security certification and accreditation, capital planning and investment control, systems development lifecycle

## ERM Toolkit (cont.)

- Plans --
- To be developed as a project during FY-05
- Establish project team, tasks, milestones, project schedule
- Establish back-end processes and procedures that support future focus on identifying and adding tools.
- Identifying tools
- Evaluating and accepting tools
- Describing and organizing tools
- Maintaining tools
- Managing user feedback, continuous improvement
- Managing toolkit records
- Establish initial version of toolkit portal with a limited set of tools
- Used to promote the toolkit and as an incentive for agencies to contribute tools

## Recommendations to OMB and NARA

- Draft recommendations to ICGI Sept 30
- Process begun on August 25th
- Will address a limited number of high impact recommendations to address identified barriers
- Including recommended timetable for adoption

## After that?

- Toolkit population
- Implementing ICGI recommendations
- OMB and Archivist to issue policies and guidance by December 2005

## ERM Initiative plans for FY 2005

- DoD 5015.2, version 3 work
- Enterprise-wide ERM guidance
- Records Management Service Components
- Collaboration with Dept. of State

## ERM Initiative – FY 2004

- Transfer formats for permanent records
- Digital photography issued 11/12/03
- Geographic spatial data issued 4/9/04
- Web content records issued 9/17/04
- Enterprise ERM guidance
- Guidance on Methodology for Determining Agency-unique Requirements issued 8/23/04
- Guidance products available at http://www.archives.gov/records_management/initiatives/erm_products.html