Use Cases for Electronic Messages

National Archives and Records Administration

April 2019

- • Electronic Records Management Systems (ERMS) – In this model, each • Electronic Records Management Systems (ERMS) – In this model, each agency hosts their own separate, stand-alone ERM system or solution. The agency procures a solution or service that is dedicated to ERM. This approach may be ideal for small to medium-sized agencies with a straightforward mission. For example, Inspectors General, or agencies with case management work.
- • Electronic Records Management as a Service (ERMaaS) – In this model, a hosted • Electronic Records Management as a Service (ERMaaS) – In this model, a hosted ERMS solution is implemented as a service by an agency or a vendor. It can then be shared with components or other agencies. If hosted by an agency, the hosting agency would handle management of the tool and the costs of implementation would be shared by those agencies using the service.
- • ERM – In this model, ERM functions are embedded in the existing business • ERM – In this model, ERM functions are embedded in the existing business application that is a source of records. This option could provide higher-quality records and a much better user experience as users would not need to learn how to use a new system to manage records.
- • Microservices – In this model, records management functions are implemented • Microservices – In this model, records management functions are implemented as a single set of shared microservices to which business applications will connect to execute ERM functions. This option provides the benefits of embedded ERM combined with the centralization of a hosted solution. This is currently the rarest solution.

Agencies should pursue the approach that works best for their circumstances. While NARA encourages automating records management processes to reduce the burden on end users, NARA does not advocate a specific approach for agencies with these Use Cases. The Use Cases in this document are intended to apply to any approach an agency may take.

## Purpose

NARA is developing Use Cases to provide example ERM workflows for agencies, shared services providers, and vendors. By mapping these core business capabilities in workflows, agencies have a tool to ask vendors how they meet the required capabilities. They can use the workflows as a comparison tool when asking different vendors and service providers to perform the same workflow to show how they accomplish the goal of managing electronic records. This can be especially helpful if the solutions and services were not designed specifically for a records management purpose. Once vendors self-certify their solutions and services meet NARA’s Universal ERM Requirements, GSA can list them as available for procurement on Schedule 36. The Use Cases form the foundation for a comprehensive Federal ERM procurement strategy by modeling the functionality agencies need performed by records management solutions and services. The Use Cases for Electronic Messages are based on the ERM Federal Integrated Business Framework (ERM-FIBF). The ERM-FIBF is a tool that identifies the key functions, activities, and capabilities necessary for agencies to manage their electronic records. NARA developed the ERM-FIBF according to standards set out in USSM’s Federal Integrated Business Framework (FIBF). The FIBF serves as a model to help the Federal government better coordinate and document common business needs, improve processes and performance, and drive economies of scale. With the development of the ERM-FIBF, NARA hopes to ensure