# Presentation: 184183

## Reaching Out to RM Stakeholders:New Training Initiatives

**Joan Krejci Griggs, National Training Officer**
**Arian Ravanbakhsh, Senior Records Analyst**
**Modern Records Programs**
**www.archives.gov/records_management/training/training.html**

## A Glance at FY 2006 

- Pilot revised certificate courses and online testing
- Launch courses targeting new populations
- Promote Web-based course for general audience
- Market with national calendar
- Test central online registration-payment system

## On-going Program Development

## Half Day Professional Courses

**The Case for Records Management: Issues for Federal Agency Counsel**
**Recordkeeping:  A Program Manager’s Survival Guide**
**Records Management Survival Guide for Information Technology Professionals**

## Course Objectives

- Explain role of NARA and other oversight agencies in RM
- Identify key IT players involved with RM in IT
- Recognize technological issues that ensure agency information is available as evidence of actions

## Course Objectives (cont’d.)

- Describe the value of building RM requirements into agency’s information systems and enterprise architecture
- Explain intersection of IT and RM statutory requirements

## Zubulake v. UBS Warburg, LLC

- Can you imagine:
- Testifying in court through more than five years and seven lawsuits?
- Being fined $29 million in damages for:
- Willfully deleting e-mails?
- Recycling and reusing backup tapes?
- Failing in your duty to locate, preserve, and produce relevant information in a timely fashion?

## Discussion Question

- In the development of a new system, when should your agency consider how to maintain electronic records?

## Information Lifecycle Management (ILM):

- Is a holistic approach to management of all data
- Applies the principles and rules of IT and RM
- Combines people, processes, and technologies to determine how data flows through an environment
- Identifies records worthy of preservation and transfers them to a continuing archive

## RM in Systems Development Lifecycle:

- Ensures that records creation points in the Business Process Design are in the system design
- Reevaluates records creation points at each iteration of system development/redesign
- Migrates records at system upgrade
- Manages records, including metadata definitions and attributes, at system retirement and rollover
- Transfers records, including metadata definitions and attributes, as appropriate

## Watch Your Lingo!

- RM and IT professionals use many of same words, but they mean different things.

- archive

- archive

## Watch Your Lingo! (cont’d.)

*	**The only way I know how to fix the problem is for IT specialists and RM to sit down together and talk through some issues until they understand one another’s meaning and contexts. *
- 		J. Timothy Sprehe, 	*Federal Computer Week* columnist

## CIO Competency Model

- Federal *Chief Information Officers (CIO) Council* is developing this model
- Assessment and skill gap tool
- Includes knowledge of:
- Data management
- Records management
- Knowledge management
- Content management

## Your Task Is More Difficult Due To:

- Authenticity of record
- Variety of e-record formats
- Complexity of e-record formats
- Volume of records
- Obsolescence of technology
- Unrelenting user expectations

## Key Players—IT Staff

- Chief Information Officer (CIO)
- IT Project Manager
- IT Operations Manager
- Systems Developer
- System Engineer and Software Developer
- System Administrator (IT Manager)
- Web Manager

## Can you imagine...?

- Can you imagine what you would do if a manager said, “I have 2,000 files in my folder that I want you to delete”?
- What would you do? Are you going to question anyone?

## Help from Three Sources

**DoD 5015.2**
- Endorsed by NARA
- Extremely technical
- Provides baseline for RMA
**ISO 15489**
- Recognized around the world
- Provides information on the trustworthiness of an electronic record
**Sedona Principles and Guidelines**
- Focus specifically on electronic records

## So What Does ERA Mean to You?

- Advances in technology stimulated by ERA will be available to agencies at all levels of government
- All electronic records will be preserved authentically, no matter what computer application or platform was used to create them
- Makes it easier for you to transfer your electronic records to NARA