Friday, December 31, 2010

CRN Community: How Do I...? Info for starting your VAR business: How To Sell Records Management In 3 Easy Steps

I like to post simple "nitty gritty" articles and this one falls in that category!


CRN Community: How Do I...? Info for starting your VAR business: How To Sell Records Management In 3 Easy Steps

Template for an Electronic Records Management Program | ERM Wiki

This is a good tool! Well worth the time investment and revisiting! Kudos!


Template for an Electronic Records Management Program | ERM Wiki

Friday, December 24, 2010

Records Control Schedules

Very important link!

Records Control Schedules

Electronic Code of Federal Regulations:

Important Guidance for Federal Record Keeping

Subpart A—Identifying Federal Records

§ 1222.1 What are the authorities for Part 1222?
§ 1222.2 What definitions apply to this part?
§ 1222.3 What standards are used as guidance for this part?
§ 1222.10 How should agencies apply the statutory definition of Federal records?
§ 1222.12 What types of documentary materials are Federal records?
§ 1222.14 What are nonrecord materials?
§ 1222.16 How are nonrecord materials managed?
§ 1222.18 Under what conditions may nonrecord materials be removed from Government agencies?
§ 1222.20 How are personal files defined and managed?

Subpart B—Agency Recordkeeping Requirements

§ 1222.22 What records are required to provide for adequate documentation of agency business?
§ 1222.24 How do agencies establish recordkeeping requirements?
§ 1222.26 What are the general recordkeeping requirements for agency programs?
§ 1222.28 What are the series level recordkeeping requirements?
§ 1222.30 When must agencies comply with the recordkeeping requirements of other agencies?
§ 1222.32 How do agencies manage records created or received by contractors?
§ 1222.34 How must agencies maintain records?

Authority: 44 U.S.C. 2904, 3101, 3102, and 3301.

Source: 74 FR 51014, Oct. 2, 2009, unless otherwise noted.

Subpart A—Identifying Federal Records

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§ 1222.1 What are the authorities for Part 1222?

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The statutory authorities for this part are 44 U.S.C. 2904, 3101, 3102, and 3301.

§ 1222.2 What definitions apply to this part?

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See §1220.18 of this subchapter for definitions of terms used in part 1222.

§ 1222.3 What standards are used as guidance for this part?

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These regulations conform with guidance provided in ISO 15489–1:2001, Information and documentation—Records management. Paragraphs 7.1 (Principles of records management programmes), 7.2 (Characteristics of a record), 8.3.5 (Conversion and migration), 8.3.6 (Access, retrieval and use), and 9.6 (Storage and handling) apply to records creation and maintenance.

§ 1222.10 How should agencies apply the statutory definition of Federal records?

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(a) The statutory definition of Federal records is contained in 44 U.S.C. 3301 and provided in §1220.18 of this subchapter.

(b) Several key terms, phrases, and concepts in the statutory definition of a Federal record are further explained as follows:

(1) Documentary materials has the meaning provided in §1220.18 of this subchapter.

(2) Regardless of physical form or characteristics means that the medium may be paper, film, disk, or other physical type or form; and that the method of recording may be manual, mechanical, photographic, electronic, or any other combination of these or other technologies.

(3) Made means the act of creating and recording information by agency personnel in the course of their official duties, regardless of the method(s) or the medium involved.

(4) Received means the acceptance or collection of documentary materials by or on behalf of an agency or agency personnel in the course of their official duties regardless of their origin (for example, other units of their agency, private citizens, public officials, other agencies, contractors, Government grantees) and regardless of how transmitted (in person or by messenger, mail, electronic means, or by any other method). In this context, the term does not refer to misdirected materials. It may or may not refer to loaned or seized materials depending on the conditions under which such materials came into agency custody or were used by the agency. Advice of legal counsel should be sought regarding the “record” status of loaned or seized materials.

(5) Preserved means the filing, storing, or any other method of systematically maintaining documentary materials in any medium by the agency. This term covers materials not only actually filed or otherwise systematically maintained but also those temporarily removed from existing filing systems.

(6) Appropriate for preservation means documentary materials made or received which, in the judgment of the agency, should be filed, stored, or otherwise systematically maintained by an agency because of the evidence of agency activities or information they contain, even if the materials are not covered by its current filing or maintenance procedures.

§ 1222.12 What types of documentary materials are Federal records?

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(a) General. To ensure that complete and accurate records are made and retained in the Federal Government, agencies must distinguish between records and nonrecord materials by applying the definition of records (see 44 U.S.C. 3301 and 36 CFR 1220.18 and 1222.10 of this subchapter) to agency documentary materials in all formats and media.

(b) Record status. Documentary materials are records when they meet the conditions specified in §1222.10(b).

(c) Working files and similar materials. Working files, such as preliminary drafts and rough notes, and other similar materials, are records that must be maintained to ensure adequate and proper documentation if:

(1) They were circulated or made available to employees, other than the creator, for official purposes such as approval, comment, action, recommendation, follow-up, or to communicate with agency staff about agency business; and

(2) They contain unique information, such as substantive annotations or comments that adds to a proper understanding of the agency's formulation and execution of basic policies, decisions, actions, or responsibilities.

(d) Record status of copies. The determination as to whether a particular document is a record does not depend upon whether it contains unique information. Multiple copies of the same document and documents containing duplicative information may each have record status depending on how they are used in conducting agency business.

§ 1222.14 What are nonrecord materials?

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Nonrecord materials are U.S. Government-owned documentary materials that do not meet the conditions of records status (see §1222.12(b)) or that are specifically excluded from the statutory definition of records (see 44 U.S.C. 3301). An agency's records management program also needs to include managing nonrecord materials. There are three specific categories of materials excluded from the statutory definition of records:

(a) Library and museum material (but only if such material is made or acquired and preserved solely for reference or exhibition purposes), including physical exhibits, artifacts, and other material objects lacking evidential value.

(b) Extra copies of documents (but only if the sole reason such copies are preserved is for convenience of reference).

(c) Stocks of publications and of processed documents. Catalogs, trade journals, and other publications that are received from other Government agencies, commercial firms, or private institutions and that require no action and are not part of a case on which action is taken. (Stocks do not include serial or record sets of agency publications and processed documents, including annual reports, brochures, pamphlets, books, handbooks, posters and maps.)

§ 1222.16 How are nonrecord materials managed?

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(a) Agencies must develop recordkeeping requirements to distinguish records from nonrecord materials.

(b) The following guidelines should be used in managing nonrecord materials:

(1) If a clear determination cannot be made, the materials should be treated as records. Agencies may consult with NARA for guidance.

(2) Nonrecord materials must be physically segregated from records or, for electronic non-record materials, readily identified and segregable from records;

(3) Nonrecord materials should be purged when no longer needed for reference. NARA's approval is not required to destroy such materials.

§ 1222.18 Under what conditions may nonrecord materials be removed from Government agencies?

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(a) Nonrecord materials, including extra copies of unclassified or formally declassified agency records kept only for convenience of reference, may be removed by departing employees from Government agency custody only with the approval of the head of the agency or the individual(s) authorized to act for the agency on records issues.

(b) National security classified information may not be removed from Government custody, except for a removal of custody taken in accordance with the requirements of the National Industrial Security Program established under Executive Order 12829, as amended, or a successor Order.

(c) Information which is restricted from release under the Privacy Act of 1974 (5 U.S.C. 552a), as amended, or other statutes may not be removed from Government custody except as permitted under those statutes.

(d) This section does not apply to use of records and nonrecord materials in the course of conducting official agency business, including telework and authorized dissemination of information.

§ 1222.20 How are personal files defined and managed?

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(a) Personal files are defined in §1220.18 of this subchapter. This section does not apply to agencies and positions that are covered by the Presidential Records Act of 1978 (44 U.S.C. 2201–2207) (see 36 CFR part 1270 of this chapter).

(b) Personal files must be clearly designated as such and must be maintained separately from the office's official records.

(1) Information about private (non-agency) matters and agency business must not be mixed in outgoing agency documents, such as correspondence and messages.

(2) If information about private matters and agency business appears in a received document, the document is a Federal record. Agencies may make a copy of the document with the personal information deleted or redacted, and treat the copy as the Federal record.

(3) Materials labeled “personal,” “confidential,” or “private,” or similarly designated, and used in the transaction of public business, are Federal records. The use of a label such as “personal” does not affect the status of documentary materials in a Federal agency.

Subpart B—Agency Recordkeeping Requirements

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§ 1222.22 What records are required to provide for adequate documentation of agency business?

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To meet their obligation for adequate and proper documentation, agencies must prescribe the creation and maintenance of records that:

(a) Document the persons, places, things, or matters dealt with by the agency.

(b) Facilitate action by agency officials and their successors in office.

(c) Make possible a proper scrutiny by the Congress or other duly authorized agencies of the Government.

(d) Protect the financial, legal, and other rights of the Government and of persons directly affected by the Government's actions.

(e) Document the formulation and execution of basic policies and decisions and the taking of necessary actions, including all substantive decisions and commitments reached orally (person-to-person, by telecommunications, or in conference) or electronically.

(f) Document important board, committee, or staff meetings.

§ 1222.24 How do agencies establish recordkeeping requirements?

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(a) Agencies must ensure that procedures, directives and other issuances; systems planning and development documentation; and other relevant records include recordkeeping requirements for records in all media, including those records created or received on electronic mail systems. Recordkeeping requirements must:

(1) Identify and prescribe specific categories of records to be systematically created or received and maintained by agency personnel in the course of their official duties;

(2) Specify the use of materials and recording techniques that ensure the preservation of records as long as they are needed by the Government;

(3) Specify the manner in which these materials must be maintained wherever held;

(4) Propose how long records must be maintained for agency business through the scheduling process in part 1225 of this subchapter;

(5) Distinguish records from nonrecord materials and comply with the provisions in Subchapter B concerning records scheduling and disposition;

(6) Include procedures to ensure that departing officials and employees do not remove Federal records from agency custody and remove nonrecord materials only in accordance with §1222.18;

(7) Define the special recordkeeping responsibilities of program managers, information technology staff, systems administrators, and the general recordkeeping responsibilities of all agency employees.

(b) Agencies must provide the training described in §1220.34(f) of this subchapter and inform all employees that they are responsible and accountable for keeping accurate and complete records of their activities.

§ 1222.26 What are the general recordkeeping requirements for agency programs?

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To ensure the adequate and proper documentation of agency programs, each program must develop recordkeeping requirements that identify:

(a) The record series and systems that must be created and maintained to document program policies, procedures, functions, activities, and transactions;

(b) The office responsible for maintaining the record copies of those series and systems, and the applicable system administrator responsible for ensuring authenticity, protection, and ready retrieval of electronic records;

(c) Related records series and systems;

(d) The relationship between paper and electronic files in the same series; and

(e) Policies, procedures, and strategies for ensuring that records are retained long enough to meet programmatic, administrative, fiscal, legal, and historical needs as authorized in a NARA-approved disposition schedule.

§ 1222.28 What are the series level recordkeeping requirements?

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To ensure that record series and systems adequately document agency policies, transactions, and activities, each program must develop recordkeeping requirements for records series and systems that include:

(a) Identification of information and documentation that must be included in the series and/or system;

(b) Arrangement of each series and the records within the series and/or system;

(c) Identification of the location of the records and the staff responsible for maintaining the records;

(d) Policies and procedures for maintaining the documentation of phone calls, meetings, instant messages, and electronic mail exchanges that include substantive information about agency policies and activities;

(e) Policies and procedures for identifying working files and for determining the record status of working files in paper and electronic form; and

(f) Policies and procedures for maintaining series consisting of different media.

§ 1222.30 When must agencies comply with the recordkeeping requirements of other agencies?

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Agencies must comply with recordkeeping requirements that are imposed government-wide by another agency with jurisdiction over the program or activity being conducted, e.g., requirements for records concerning hazardous waste. Affected agencies must include these requirements in appropriate directives or other official issuances prescribing the agency's organization, functions, or activities.

§ 1222.32 How do agencies manage records created or received by contractors?

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(a) Agency officials responsible for administering contracts must safeguard records created, processed, or in the possession of a contractor or a non-Federal entity by taking the following steps:

(1) Agencies must ensure that contractors performing Federal government agency functions create and maintain records that document these activities. Agencies must specify in the contract Government ownership and the delivery to the Government of all records necessary for the adequate and proper documentation of contractor-operated agency activities and programs in accordance with requirements of the Federal Acquisition Regulation (FAR) (Office of Federal Procurement Policy Act of 1974 (Pub. L. 93–400), as amended by Pub. L. 96–83 41 U.S.C.), and, where applicable, the Defense Federal Acquisition Regulation Supplement (DFARS) (48 CFR parts 200–299).

(2) Records management oversight of contract records is necessary to ensure that all recordkeeping needs are met. All records created for Government use and delivered to, or under the legal control of, the Government must be managed in accordance with Federal law. In addition, electronic records and background electronic data specified for delivery to the contracting agency must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

(3) Contracts that require the creation of data for the Government's use must specify, in addition to the final product, delivery of background supporting data or other records that may have reuse value to the Government. To determine what background supporting data or other records that contractors must deliver, program and contracting officials must consult with agency records and information managers and historians and, when appropriate, with other Government agencies to ensure that all Government needs are met, especially when the data deliverables support a new agency mission or a new Government program.

(4) Deferred ordering and delivery-of-data clauses and rights-in-data clauses must be included in contracts whenever necessary to ensure adequate and proper documentation or because the data have reuse value to the Government.

(b) All data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended, and must be managed and scheduled for disposition only as provided in Subchapter B.

(c) Agencies must ensure that appropriate authority for retention of classified materials has been granted to contractors or non-Government entities participating in the National Industrial Security Program (NISP), established under Executive order 12829, as amended, or a successor Order.

§ 1222.34 How must agencies maintain records?

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Agencies must implement a records maintenance program so that complete records are filed or otherwise identified and preserved, records can be readily found when needed, and permanent and temporary records are physically segregated from each other or, for electronic records, segregable. Agency records maintenance programs must:

(a) Institute procedures for organizing and storing records;

(b) Maintain electronic, audiovisual and cartographic, and microform records in accordance with 36 CFR parts 1236, 1237, and 1238 of this subchapter, respectively;

(c) Assign responsibilities for maintenance of records in all formats within each agency component, including designation of the officials that are responsible for maintenance and disposition of electronic records and management of automated systems used for recordkeeping;

(d) Institute reference and retrieval procedures and controls that:

(1) Facilitate the finding, charging out, and refiling of records, including safeguards against loss during transit; and

(2) Ensure that access to electronic records minimizes the risk of unauthorized additions, deletions, or alterations;

(e) Issue appropriate instructions to all agency employees on handling and protecting records;

(f) Maintain records and nonrecord materials separately, in accordance with §1222.16;

(g) Maintain personal files separately from records in accordance with §1222.20; and

(h) Comply with 36 CFR parts 1232 and 1234 of this subchapter when storing records in a records facility.
Electronic Code of Federal Regulations:

The Men and No Women of Web 2.0 Boards (BoomTown's Talking to You: Twitter, Facebook, Zynga, Groupon and Foursquare) Video

The Men and No Women of Web 2.0 Boards (BoomTown's Talking to You: Twitter, Facebook, Zynga, Groupon and Foursquare) Video

Friday, December 17, 2010

MoReq2010

BRINGING FORESIGHT AND VISION
TO INFORMATION MANAGEMENT
HARD FACTS ABOUT MOREQ2010
AN INFORESIGHT PAPER
If you have an interest in electronic records management, you need to be fully up to date
about the MoReq2010 consultation process – and you should take part in it. The
consultation is due to be open until 26 December 2010, so don’t lose any time. The
consultation draft of MoReq2010 is long and complex. In my view it goes much further than
the expected refactoring and simplification of MoReq2; instead, it is a radically new
specification that relies on many new ideas, some of which are complex. Here are a few
facts about it, in the hope that they will inform your review.
WHAT’S GOING ON?
◢ A draft of part of MoReq2010 is in consultation at the moment. Your comments as part
of the consultation will be very welcome. To comment, go to
http://contribute2moreq.eu.
◢ The consultation is due to finish on 26 December 2010.
◢ The part that is in consultation is intended to represent the “core” minimum workable
specification for electronic records management. It is referred to as version 0.92 of
MoReq2010.
◢ Additional parts called “extension modules” are expected in 2011. A timetable for their
consultation and finalisation is promised for 17 December 2010.
◢ The test framework is missing from the current draft. This is unfortunate, as experience
shows that developing detailed test conditions tends to uncover problems in the
requirements. A timetable for test framework consultation and finalisation is also
promised for 17 December.
◢ The xml schema is missing from the current draft. A timetable for xml schema
consultation and finalisation is also promised for 17 December.
WHAT ABOUT THE CONTENT?
◢ The draft contains a minimum of 475 mandatory requirements. This is more than the
core of MoReq2, which includes 466 requirements.
◢ The minimum workable specification consists of all the requirements in sections 1.5 to
1.15 plus the requirements in module 101 or 102 plus the requirements in module 201

Inforesight Limited is registered in England and Wales as company number 6798015 2.

or 202 plus the requirements in module 301 or 302. Many implementations will require
both modules 301 and 302. Further “extension” modules are due to be developed in
2011 and subsequent years.
◢ The draft takes records management further than MoReq2, for example allowing for
manage-in-place architectures, API-only interfaces, and (importantly) the separation of
classification from aggregations.
◢ The language of the draft is more rigorous than the language in MoReq2. The draft is
developed using well-articulated principles and structures that contribute to its rigour
(though much of the basis for its rigour, namely the links between functions,
requirements and metadata elements, is not visible in this draft and so has to be taken
on trust).
◢ The draft relies on several new concepts which are novel to many practitioners. For
example, the absence of audit trails, the way “alerts” are defined and handled, “export
headers”, “generations” and heavy reliance on UUIDs to name a few. These concepts
are open to consultation once only, until 26 December 2010.
◢ MoReq2010 in effect defines a new way to describe and store electronic records and
their metadata, and implicitly it calls for this new way to be adopted for the indefinite
future. This concept is open to consultation once only, until 26 December 2010.
◢ There are no “optional” or non-mandatory requirements in this draft of MoReq2010.
◢ 48 “non-functional requirements” are included in the draft (they are worded as open
questions rather than requirements). There are no requirements for “ease of use”.
◢ The draft is not fully compatible with MoReq2. It contains some features which are
contrary to MoReq2 requirements.
◢ The draft omits several features of great importance to some users, such as interfaces
with email, office systems and scanning subsystems. These may follow in extension
modules.
WHAT ABOUT THE TIMING?
◢ The consultation period is due to close on 26 December 2010.
◢ Publication of the final version of the core is promised for 31 December 2010.
◢ The original plan allowed for two months between end of this consultation and
publication of the final specification. The two months were to allow for revision, review
by the Editorial Board, independent QA, and approval by the DLM Executive Committee.
The planned two months is now reduced The current plan collapses this two month
period into five days between Christmas and the New Year. It is difficult to see how
revision, reviews by the Editorial Board and Executive Committee plus independent QA
can be fitted into this period if the consultation is taken seriously.

Inforesight Limited is registered in England and Wales as company number 6798015 3.

WHAT NEXT?
◢ Go to the consultation site – http://contribute2moreq.eu – to comment.
◢ The consultation site requires registration, and is fairly easy to use.
◢ The draft is available in two forms: as 100 separate web pages, each of which has to be
commented on separately; and as a single 206-page PDF which is not searchable.
Comments have to be submitted using the 100 web pages.

Marc Fresko
Inforesight Limited, 13 December 2010

Federal News Radio 1500 AM: NARA to suspend development of ERA starting in 2012

Federal News Radio 1500 AM: NARA to suspend development of ERA starting in 2012

Wednesday, December 15, 2010

How to maximize free space on the BlackBerry Smartphone



UV Cell Phone Sanitizer made by VioLight Video Overview



Important Facts About Electronic Document Management Systems

Important Facts About Electronic Document Management Systems

Saturday, December 11, 2010

Friday, December 10, 2010

Record Management System ebook download in PDF format

Record Management System ebook download in PDF format

Tuesday, December 7, 2010

Sarbanes-Oxley: Impacting the Records Management Industry

Fireproof Records Center Blog » Blog Archive » Sarbanes-Oxley: Impacting the Records Management Industry

Saturday, December 4, 2010

How to Improve Your Ability to Learn Quickly - wikiHow

I like this article. It is short, precise and very basic.

How to Improve Your Ability to Learn Quickly - wikiHow

Friday, December 3, 2010

Records Management Certification Overview and Outline

Records Management Certification Overview and Outline


Every organization and every individual has records! Business offices, government agencies, non-profit groups, educational institutions, and medical facilities-just to name a few-must deal with enormous amounts of records on a daily basis. Executives and support staff are inundated with data and information in various formats.

A record is anything that provides information. A record may be on any type of media: paper or electronic, digital or analog, magnetic or optical, liquid or solid…. In today's technological environment, organizations must learn how to handle these records so that they can be used as needed in the future. Records must be managed from the time they are created or received, through distribution, use, and maintenance, until they are finally destroyed or permanently archived.

This Records Management course will give a basic overview of records management terminology, concepts, and procedures to successfully manage records in today's offices. Regardless of the media on which the record is stored, the record must be properly managed to be an asset to the organization. Another important component of a professional records management program is legality issues. A comprehensive, legally-sound records retention schedule must be developed and strictly followed so that the company is not held liable for problems that could have been avoided in the first place.

Should records be stored on paper, in an electronic format, in a microform? How is a Records Inventory conducted? What are the steps in the development of a company-wide Records Retention Schedule? How are records archived? This course will assist you in making those decisions based upon certain characteristics of the records. Also, the rules established by the Association of Records Managers and Administrators (ARMA) will be used for the proper coding and filing of records.

Each section of this online course contains learning objectives, review questions, practical applications, and assignment activities for the student to study for mastery of content.

This course will provide an introduction to the profession of records and information management. It focuses on development of knowledge necessary to establish and manage successful organization-wide records management programs. This course will encompass the tried-and-proved "winning strategies for successful records management programs."

Upon registering, you are given an initial six months to complete the program. Should you need more time, you may request a 6-month extension at no additional charge.

Course Objectives

Define records management and describe the importance of managing document-based information systems in business and government.

Describe the business justification for records management and list the major components of a formally established records management program.

Identify the distinguishing differences among the major methods used in inventorying the records of an organization.

Delineate the different methods used in inventorying electronic record media.

Explain the business and legal benefits of establishing a records retention program.

Describe the steps involved in planning and developing a records retention program.

Discuss the legal issues of records retention program development.

Explain how to conduct and document legal research on federal, state, and local records retention requirements.

Describe the theory and practice of records retention decision-making.

Explain the need for vital records protection and disaster recovery planning.

Describe how vital records are identified and how they differ from important and useful records.

Explain the concepts and techniques of protecting vital electronic records.

Identify guidelines for developing vital records operating procedures.

State the objectives of a filing system.

Explain the differences between direct and indirect access systems.

Identify the various types of coding systems.

Describe the functions of an index and identify general criteria for indexing systems.

Enumerate the arrangements, purposes, and characteristics of the different classification systems, i.e., subject, numeric, alphabetic, alphanumeric.

Identify factors that help reduce the area and time of a records search.

Explain the primary tools used for identifying records.

Recommend solutions for common filing problems and for safeguarding the security and confidentiality of records.

Describe the process for file reorganization.

Identify the reasons for careful selection of records housing equipment and describe the criteria and considerations in selecting equipment.

Explain principles for inventorying electronic records.

Describe and evaluate records management software and how it is used.

Describe bar code technology and its uses.

Explain the fundamentals of a microfilm system.

Explain the operation, components, and benefits of different types of cameras used for microfilming.

Discuss the purpose of various peripheral equipment, such as processors, duplicators, jacket and aperture card loaders, and readers and reader-printers.

Describe computer-assisted retrieval systems (CAR) and computer-output microfilm (COM).

List the purpose, advantages, capabilities, and major components of electronic imaging systems.

Explain the various types of optical disks and their characteristics.

Discuss how hybrid micrographic systems are complementing electronic imaging in enterprise-wide computer systems.

Identify the advantages and limitations of using micrographics or electronic imaging in the management of an organization's records.

Learn what information should be gathered and how to determine the economic and technical feasibility of using an imaging system in the management of records to enable the effective design of an appropriate system.

Explain the need and the objectives of an effective forms management program.

Identify the program elements of a forms management program.

Identify various types of paper-based and electronic forms.

Explain how to establish an effective forms analysis program.

Identify tools used in forms inventory and appraisal.

Identify the scope and functions of mail management programs.

Describe how automated mail handling equipment works.

List the types of electronic message transmission systems that are used in today's modern office.

Identify the scope of reprographics and copy control.

State the basic principles of an effective copy management program.

Explain how to conduct a reprographics management program evaluation.

State the purposes and advantages of records management manuals.

Explain the purposes and functions of a records center.

Establish criteria for planning the requirements for a records center facility, equipment, and layout.

Identify the different types of records storage space-numbering systems and explain the advantages of each.

Explain the advantages and disadvantages of a commercial records center as compared to an in-house facility.

Explain some commonly used records center search and charge-out procedures.

Outline policies and procedures for establishing a records disposal system for a records center.

Enumerate the duties and responsibilities of records center personnel.

Define archives management and explain the types and functions of archives.

Identify the criteria for appraising the value of archival records.

Describe the principles of conservation of archival materials to ensure their permanent preservation.


Document and Records Management Basics

Document & Records Management


A Records Management department is established to ensure compliance with the Federal Law and regulations relating to the preservation and destruction of information/ records created during the course of business.

Records Management is defined as " that field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about the business activities and transactions in ther form of records" (ISO 15489)

The benefits of a Document and Records Management program are:

1. Timely retrieval of records when needed for both internal and external (such as OPRA) purposes.
2. Higher employee productivity
3. Reduced legal liability
4. Frees up valuable office space.
5. Protection of college history
6. Facilitates quick recovery of records in the event of a disaster.


The areas of responsibility of the Document and Records Management department include:

• Policy and Procedure Development
• Records Retention Schedules
• Inactive Records Storage
• Document Imaging Solutions
• Electronic Records Management
• Forms Design and Management

Taking out the eTrash!

Records Management Charlotte NC | Document Scanning, Storage, Shredding


Records Management Charlotte NC | Document Scanning, Storage, Shredding

Saturday, November 20, 2010

12 Ways to Learn Vocabulary With The New York Times - NYTimes.com

I really like this information!

12 Ways to Learn Vocabulary With The New York Times - NYTimes.com

Thursday, November 18, 2010

ArchivesNext » The beginning of real change at NARA?

ArchivesNext » The beginning of real change at NARA?

Lifestreams: Archives for the Digital Age? « Practical E-Records

Lifestreams: Archives for the Digital Age? « Practical E-Records

PDF/A: A Viable Addition to the Preservation Toolkit

PDF/A: A Viable Addition to the Preservation Toolkit

Friday, November 5, 2010

HIPAA and Online File Storage and Sharing – why it matters! | File Share

HIPAA and Online File Storage and Sharing – why it matters! | File Share

U.S. Executive Order on Controlled Unclassified Information « Res Communis

U.S. Executive Order on Controlled Unclassified Information « Res Communis

NARA issues guidance for identifying official records on social media -- Federal Computer Week

NARA issues guidance for identifying official records on social media -- Federal Computer Week

The Top Ten .gov Websites Where You Can Find Help and Information

The Top Ten .gov Websites Where You Can Find Help and Information

Sunday, October 31, 2010

Audit shows records at National Archives at risk - U.S. news - Life - msnbc.com

Very important article. This is worth considering especially as it impacts the priority of sound record keeping practices.

Audit shows records at National Archives at risk - U.S. news - Life - msnbc.com

Monday, October 25, 2010

Vocabulary Study: Conscious Study and Unconscious Learning

Vocabulary Study: Conscious Study and Unconscious Learning

Sunday, October 24, 2010

NARA flowchart for determining whether social media records require a new a schedule - FierceGovernmentIT

NARA flowchart for determining whether social media records require a new a schedule - FierceGovernmentIT

NARA Bulletin Provides More Advice on Government Use of Social Media

NARA Bulletin Provides More Advice on Government Use of Social Media

Thursday, October 14, 2010

Committee Reports - 111th Congress (2009-2010) - Senate Report 111-238

Progress of NARA ERA

Committee Reports - 111th Congress (2009-2010) - Senate Report 111-238

Book Review: Managing Electronic Records, By Ina Fourie

Book Review: Managing Electronic Records, By Ina Fourie

The management of electronic records is an increasingly big challenge for organizations in public, private and academic sectors. Many organizations are faced with this challenge. A wide variety of record types, roles and issues are involved and the problem of the creation, caption, organization and preservation of electronic records are being faced by various levels of organizational management. This includes IT managers, middle management and senior management (the policy makers), as well as the people on the ground floor who have to complete the actual tasks involved in record management. According to John McDonald (p. 7): “Leadership (and the lack thereof) is the single most important factor impacting the ability of organizations to move forward on the management of electronic records in the ‘wild frontier’”. According to him positive change can be influenced by vision, awareness, accountability, architecture and capacity building.
To address the diversity and complexity of record management, contributors from five continents share their views and experiences. The contributors including IT specialists, consultants, a managing director, academic researchers, and practicing record managers come from China, Australia, France, South Africa, the United States, Canada, and the United Kingdom.
Managing Electronic Records addresses a variety of theoretical and practical aspects – important issues are explored and solutions offered. These include the infrastructure required, legal aspects, the role of management, the use of standards and models, the importance of metadata, digital preservation, preservation technologies, ethical aspects, human resources and the competencies required, electronic record keeping in the public sector, as well as two case studies from the French private sector. There is especially a strong emphasis on the need for ongoing efforts to achieve greater efficiency and effectiveness.
All chapters are well-written. Personally I found the contributions of Xiaomi An and Thijs Laeven very interesting. Xiaomi An deals with the contribution of research in electronic management including the different research roles, the benefits, stages of research, and research agendas. The InterPARES project is discussed in more detail. Laeven, on the other hand, considers competencies and the development of human resources as the most important issue in electronic record management. He provides an interesting overview of continuous professional development, models of change management, and competency management.
Managing Electronic Records is well-bounded and well-edited. All chapters include lists of references that range from reasonable to very extensive. The book is concluded with an eight-page index. A complete list of web addresses is available as companion to the book at www.facetpublishing.co.uk/managingelectronicrecords/
It is highly recommended to all practitioners who is faced with the challenge of managing organizational records (this includes functions such as caption, organization, preservation and creation of electronic records), as well as students doing courses in records management.

Saturday, October 2, 2010

Archives and Manuscript Collections - History 599: Selected Topics - History of Suburbia - LibGuides at William Paterson University

Archives and Manuscript Collections - History 599: Selected Topics - History of Suburbia - LibGuides at William Paterson University

Nothing Can Destroy A Government More Quickly… « MHBenton's Blog

Nothing Can Destroy A Government More Quickly… « MHBenton's Blog

What Will Become of Dick Cheney’s Vice Presidential Records? : One Penny Sheet

What Will Become of Dick Cheney’s Vice Presidential Records? : One Penny Sheet

Friday, October 1, 2010

Extreme Weather Conditions Ditty

Whether the weather be good or whether the weather be not, whether the weather be cold or whether the weather be hot, whether the weather be wet or whether the weather be rot, whatever the weather we will weather the weather, whether we like it or not!

Thursday, September 30, 2010

8 Awesome Websites to Take Free College Courses Online

8 Awesome Websites to Take Free College Courses Online

Cloud Computing for Government: The Power of Choice



Saturday, September 25, 2010

Importance of Vocabulary | Articles

Importance of Vocabulary | Articles

Free Technology for Teachers: 47 Alternatives to Using YouTube in the Classroom

Free Technology for Teachers: 47 Alternatives to Using YouTube in the Classroom

Friday, September 24, 2010

Federal News Radio 1500 AM: NARA has tips for managing modern records

Federal News Radio 1500 AM: NARA has tips for managing modern records

Thursday, September 23, 2010

OMB Guidance for Implementing Electronic Records Management System

September 25, 2000

M-00-15

MEMORANDUM FOR THE HEADS OF DEPARTMENTS AND AGENCIES

FROM: Jacob J. Lew, Director
SUBJECT: OMB Guidance on Implementing the Electronic Signatures in Global and National Commerce Act


This document transmits OMB guidance to Executive Agencies regarding the interpretation and implementation of the Electronic Signatures in Global and National Commerce Act ("E-SIGN") (Public Law 106-229) enacted on June 30, 2000. E-SIGN eliminates legal barriers to the use of electronic technology to form and sign contracts, collect and store documents, and send and receive notices and disclosures.

Under E-SIGN, companies can contract online to buy and sell a broad array of products and services. Businesses can use servers the size of a laptop to collect and store transaction records that once filled up vast warehouses. Consumers can buy insurance, get a mortgage, or open a brokerage account on-line, without waiting for physical documents to be mailed back and forth. E-SIGN will offer improved efficiencies in U.S. markets; this historic legislation will help to bring the full benefits of electronic commerce to our economy. The government will do its part to implement E-SIGN in a manner that best achieves the legislation’s goals.

E-SIGN eliminates barriers to electronic commerce, while also providing consumers with protections equivalent to those available in the world of paper-based transactions. The Act makes clear that no person is required to use electronic records, signatures, or contracts. Indeed, E-SIGN requires that a consumer affirmatively consent to the use of electronic notices and records. Prior to consenting, the consumer must receive notice of his or her rights. Moreover, the consumer must provide the affirmative consent electronically, in a manner that reasonably demonstrates that the consumer can access the electronic records that are the subject of the consent.

E-SIGN applies broadly to Federal and state statutes and regulations governing private sector (including business-to-business and business-to-consumer) activities. The Act generally covers legal requirements that information be disclosed in private transactions. It also requires that agencies generally permit private parties to retain records electronically. The government may establish appropriate performance standards for the accuracy, integrity, and accessibility of records retained electronically, to ensure compliance with applicable laws and to guard against fraud.

Agency activities and requirements that involve information, but do not relate to business, commercial, or consumer transactions, are not within the scope of this legislation. Instead they are addressed by the Government Paperwork Elimination Act (GPEA). Certain laws and regulations involve both GPEA and E-SIGN, especially with respect to record retention requirements in agency regulations that relate to business, consumer and commercial transactions. The attached guidance discusses this interaction:

A general summary of the dates when E-SIGN provisions become effective:
Most of E-SIGN is effective as of October 1, 2000.
Certain provisions relating to government record retention requirements become effective on March 1, 2001, unless an agency by that date has otherwise announced or initiated a rulemaking on a record retention requirement. In the latter case, the law is effective for that record retention requirement on June 1, 2001.
For loan guarantees, mortgage insurance, or commitments for such transactions, E-SIGN applies only to transactions entered into on or after June 30, 2001, and to loans or mortgages made, insured, or guaranteed by the United States Government on or after June 30, 2001.
E-SIGN establishes specific effective dates for consumer provisions as they relate to the student loan programs of the Education Department.
These effective dates are rapidly approaching and agencies should take all steps necessary to implement this law. Agencies should work with their customers and their regulated communities to help them understand the scope of this law, through appropriate outreach strategies. Agencies should also review recordkeeping and regulatory requirements to identify revisions necessary to ensure proper program oversight.

The attached OMB guidance was developed with substantial input from the agencies most involved in the enactment of E-SIGN: the Departments of Commerce, Treasury, and Justice, working with the National Economic Council. This guidance is designed to aid in Federal agency implementation of E-SIGN. The guidance contains three parts: (1) a short summary of the law; (2) a description of specific steps agencies should take to comply with the law; and (3) a detailed description of the law’s requirements, including illustrative examples.

E-SIGN is complex and has wide-ranging implications. Accordingly, the guidance covers many areas. It is essential that agencies become familiar with the Act and determine how it will affect activities within their domain.

Should you need additional information or have general questions about this guidance, please contact Jonathan Womer in the Office of Management and Budget at 395-3785 or jwomer@omb.eop.gov. Any questions related to specific legal issues regarding this guidance may be referred to the Justice Department at ESIGN@usdoj.gov; specific questions about the legislative history of E-SIGN may be referred to the Commerce Department at ESIGN@doc.gov.

View OMB Guidance on Implementing the Electronic Signatures in Global and National Commerce Act (in .pdf format)

Wednesday, September 22, 2010

National Archives Announces DocsTeach, a New Online Tool for Teachers

National Archives Announces DocsTeach, a New Online Tool for Teachers

ResourceBlog Article: United States: Federal Web 2.0 Use Study Released by NARA

ResourceBlog Article: United States: Federal Web 2.0 Use Study Released by NARA

Monday, September 20, 2010

Q&A: White House E-mail Lawyer Anne Weismann : CJR

Q&A: White House E-mail Lawyer Anne Weismann : CJR

Saturday, September 18, 2010

Building Vocabulary

Very good info1


Building Vocabulary

Friday, September 17, 2010

Federal Register | Privacy Act System of Records

Federal Register | Privacy Act System of Records

Sunday, September 12, 2010

Cloud Security Guidance IBM

Reading "Cloud Security Guidance IBM" on Scribd http://www.scribd.com/doc/37139115 #Readcast Good Cloud recommendations from good information source!

Cloud Security Guidance IBM

Saturday, September 11, 2010

Guide 3 Records management policy

This is very excellent easy read presentation on the subject of drafting a Records Management Policy.

Guide 3 Records management policy

www.nationalarchives.gov.uk/documents/rm-code-guide3.pdf

www.nationalarchives.gov.uk/documents/rm-code-guide3.pdf

NARA Bulletin 2010-04=Guidance Concerning Notifications for Previously Scheduled Permanent Records

Guidance Concerning Notifications for Previously Scheduled Permanent Records

NARA Bulletin 2010-04

ARMA International: What Is Your RIM IQ?: RIM IQ Quiz

ARMA International: What Is Your RIM IQ?: RIM IQ Quiz

John T. Phillips: Archivists, Librarians, and Records Managers ??? Sharing Information Management Co

John T. Phillips: Archivists, Librarians, and Records Managers ??? Sharing Information Management Co

Friday, September 10, 2010

University & College Podcasts – Free Educational Podcasts | Open Culture

University & College Podcasts – Free Educational Podcasts | Open Culture

Dump that data: Agencies need not preserve Web 2.0 content -- Federal Computer Week

Dump that data: Agencies need not preserve Web 2.0 content -- Federal Computer Week

Social Media in the Government & Records Impact

For the Record (9/8/10) -- GovExec.com

Guidance concerning managing records in multi-agency environments

Guidance concerning managing records in multi-agency environments

NARA Bulletin 2009-02

Guidance concerning managing records in multi-agency environments

Guidance concerning managing records in multi-agency environments

NARA Bulletin 2009-02

Frequently Asked Questions About Managing Federal Records In Cloud Computing Environments

Frequently Asked Questions About Managing Federal Records In Cloud Computing Environments

http://www.archives.gov/records-mgmt/faqs/cloud.html

Questions & Answers about Electronic Records Management particularly pertinent to Federal Global Missions Outreach

It is essential that Federal Government Agencies manage their electronic records appropriately. Like all other government records, electronic records can also be used as evidence in litigation (eDiscovery). Agencies can be held liable if they keep their electronic records too long, if their electronic records are not properly destroyed, or if they are destroyed too soon. Under all of these circumstances, the Federal Government Agency can be publicly embarrassed by the events, and can lose significant dollars attempting to protect itself to produce the required records, to identify the relevant records, or to recover lost records. Federal Agency’s are required by law to manage records and this includes electronic records.

This Q&A template has been developed in response to Electronic Records questions received during a recent TDY and some questions received from missions via email. It is intended that this Q&A will assist those mission workers who create, receive, and retain electronic records.

Q: What are electronic records and how do they differ from paper records?
A: An electronic record meets the definition of a record, and is information recorded by a computer that is produced or received in the initiation, conduct or completion of business. Examples of electronic records include: e-mail messages, word processed documents, electronic spreadsheets, digital images and documents produced in many of the systems owned and operated by Agency. Electronic records maintained in many Agencies’ consist of information systems which include financial reports, contracts, personnel information, Foreign Service information, legal information, etc.

Electronic records differ from paper records in three primary ways:
Frequency-There more of them
Fluidity-Electronic records are always moving, where paper is not nearly as mobile
Federacy-They are more accessible

Q: Do the electronic records I create and use at work belong to me?
A: No. All electronic records that are created received or stored by Agency employees are the property of the Federal Government and its citizens. These records are not the property of its employees, contractors, or other staff or volunteers. Employees should have no expectation of privacy when using the Federal Government computer resources.

Q: I sometimes use my home computer to conduct government business. Am I creating public records?
A: Yes. Records created in the performance of an official function, regardless of where you are creating or receiving, must be managed the same way as those created and received using government computer resources in a government facility.

Q: Could my electronic records be released for the purpose of litigation (eDiscovery)?
A: Electronic records might be released in for litigation or the eDiscovery process. Computers are provided to employees for conducting official business. Employees should be prepared to provide access to their electronic records under these circumstances. This process usually begins with a litigation hold. Electronic records that are created using home computers are also subject to eDiscovery.

Q: What are my responsibilities as a government employee who creates electronic records?
A: The Government employee’s responsibilities for managing electronic records are the same as those for other records. Government employees are responsible for organizing their electronic records so they can be located and used. Government employees are responsible for using an approved Disposition Schedule to identify how long electronic records must be kept. Government employees are responsible for keeping electronic records for their entire retention period, and for deleting electronic records in accordance with an approved Disposition Schedule.

Q: What is a Disposition Schedule?
A: NARA (National Archives and Records Administration) requires that all Federal Agencies manage Federal Records regardless of physical format and these records are to be managed according to an approved Disposition Schedule. The records schedule identifies how long the records must be kept, when they must be destroyed and when certain records can be sent to NARA for permanent preservation. No Federal records can be destroyed without the authorization of an approved Disposition Schedule.

Q: Is there a Disposition Schedule that covers the electronic records in my mission? There are three responses to this question:
A. Your electronic records may be located within an Information System that has been scheduled with NARA and that disposition schedule should be reviewed for disposition instructions.
B. Many electronic records are covered under the General Records Schedule (GRS), and this should be consulted for disposition instruction.
C. If the electronic records in your mission are not covered by the GRS, and are not located in one of the Information Systems that have been scheduled by NARA they may be covered under an approved Agency Records Schedule

Q: What should I do if my electronic records are not listed on a Disposition Schedule as listed above?
A: You should contact the Information and Records Division for assistance.

Q: My mission’s paper records were listed on a Disposition Schedule; now most of our records are created electronically. Does the Disposition Schedule still apply?
A: In most cases yes, but there may be exceptions. In most cases the Disposition instructions are medial neutral. You should contact the Information and Records Division for assistance if you have questions determining if the Disposition instructions are applicable.

Q: My mission is buying new software for a database or Information System, and we do not know which data from the old database or Information System we need to keep.
A: Electronic records must be retained in accordance with the Disposition Schedule as indicated, so it is very important that the database or Information System be scheduled. The schedule will tell you how long to keep the older data.
Note: Electronic records cannot be destroyed if they have been requested for eDiscovery, even if their retention period has expired. It is also important that you consult the Agency Policy for information regarding the implementation of new software, such as data bases or Information Systems.

Q: How should I store permanent electronic records?
A: Missions should know how long their electronic records must be retained before they select their storage media for electronic records that are permanent or have lengthy retention periods; therefore it is very important that Disposition Schedules be reviewed before considering storage media. Missions should consider authorized technology when considering storage media. When considering storage media for permanent records it is important that the media be approved by NARA. Currently NARA will receive permanent electronic records stored on CD ROMs. Information regarding authorized storage media may be obtained by contacting the Information and Records Division.

Q: Will my older electronic records be accessible when new technology (hardware and software) is upgraded or changed?
A: Electronic technology is a rapidly changing field. Many electronic records will require that they be kept longer than the original technology that was used to create them. New technology is not always compatible with older technology that missions may have used in the past. Missions are responsible for ensuring that older electronic records are migrated to newer systems to remain usable. As older technology becomes obsolete or unusable due to the evolving field of electronic records in some missions it may be necessary to contact CIO office or Information and Records Division for assistance. Additional guidance for this question is also found in the Agency Policy.

Q: Are deleted electronic records permanently destroyed?
A: Not necessarily. Electronic records should be deleted in accordance with the appropriate Disposition Schedule instructions. However, deleted electronic records may not be completely deleted from the system and may still be latent within the Agency infrastructure. For assistance in deleting electronic records please contact your Agency Information and Records Division or CIO office.

Q: My mission has piles of records which they would like to convert to electronic format and destroy the paper files. What is your guidance in regards to this question?
A: This is a common situation in various missions. There are many advantages to converting the paper records to an electronic format, primarily that of space, convenience, and accessibility. Unfortunately it is not always possible to convert all the paper files to electronic format and destroy the paper. My response would be this: A. Make sure they are records that should be kept, and that some if not many are not subject to deletion due to their Disposition Schedule. A purge day (purge day=a day when old records past their disposition can be destroyed) should be scheduled prior to any type of conversion. B. Some records may be managed in document management data base and the original copy will have to be placed in an authorized storage facility until it has reached its disposition. What this does is it affords the convenience of having an electronic copy and moving the paper to storage until it has reached its disposition. C. Some paper records may be copies and the official record may be contained in a scheduled Electronic Information System. In such cases paper copies need not be retained, however if one wants to retain the paper copy as a working copy it may be scanned into the hard drive and e-filed for the convenience of having an accessible working copy.



Wednesday, September 8, 2010

Comment: For the Record-Gov Exec

Comment: For the Record-Gov Exec

This discussion raises the issue of whether it is time to redefine what constitutes a record. I believe the landscape is changing and perhaps the definition needs to be broadened. That being said from a legal standpoint everything and anything may be the subject of investigation, so it behooves us all to realize that everything we print may be used for or against us in a Court of Law. I am encouraged by the doors and opportunities which web 2.0 has presented to us all, but like most things it can also be used to ones destruction.

http://www.govexec.com/dailyfed/0910/090810mm.htm


Tuesday, September 7, 2010

What is a Record? The Old Rules No longer Apply | ERM Blogs

This is very well said and worth reading!

What is a Record? The Old Rules No longer Apply | ERM Blogs

"R" words in Records Management

Have you ever noticed that many words in the field of Records Management begin with the letter "R"?

Here are 15 I have collected, and I do not think I have exhausted them all!

record
retention
requirement
retirement
restore
retrieve
release
revision
rendition
relation
remove
reply
repetition
remember
repository


ResourceBlog Article: Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise -- PART II: Economic, Legal, and Organizational Issues

ResourceBlog Article: Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise -- PART II: Economic, Legal, and Organizational Issues

General Records Schedules

Complete GRS on NARA website!

General Records Schedules

Monday, September 6, 2010

Managing Electronic Records in Teaching

Managing Electronic Records in Teaching

meritfinalreport.pdf (application/pdf Object): "- Sent using Google Toolbar"

Strategies for Managing Electronic Records

Strategies for Managing Electronic Records: Lessons Learned from the
Indiana University Electronic Records Project


rmarticle2.pdf (application/pdf Object): "- Sent using Google Toolbar"

Saturday, September 4, 2010

http://www.arma.org/pdf/hottopic/feb2008.pdf

http://www.arma.org/pdf/hottopic/feb2008.pdf

Study Clarifies Government's Social Media Record Requirements -- InformationWeek

Study Clarifies Government's Social Media Record Requirements -- InformationWeek

Best Places to Work > National Archives and Records Administration - Partnership for Public Service

Best Places to Work > National Archives and Records Administration - Partnership for Public Service

NARA ERA

Progress Report

http://www.archives.gov/era/about/status.pdf

Thursday, August 26, 2010

Tracking Google's Acquisitions

Tracking Google's Acquisitions

Monday, August 16, 2010

Federal Electronic Records Management; A Status Report

This is information we posted recently on this blog regarding a hearing held by the the House Oversight and Government Reform Committee’s Subcommittee on Information Policy, Census, and the National Archives. I believe this to be so significant and noteworthy that it merits re posting on this blog. I trust that all interested will follow the post activity resulting from this hearing..

As noted last week, on Thursday, June 17th, the House Oversight and Government Reform Committee’s Subcommittee on Information Policy, Census, and the National Archives held at hearing entitled, “Federal Electronic Records Management: A Status Report.”
If you are interested in the issues surrounding Federal electronic records management, including issues involving NARA’s Government-wide authority in records management, you should watch the webcast and review the full written testimony offered by a wide variety of experts.
From my perspective, as one of the witnesses, I thought the hearing did a great job bringing to light the electronic records management challenges that NARA and the Federal agencies are facing today and their important connection to NARA’s overall mission.
The panel of Government witnesses explained the challenges of the Federal electronic records management environment, and through the questioning from the Committee, explored where Federal agencies are falling short and where NARA and Federal agencies must do more more to improve Federal electronic records management across the Government.
The panel of non-Government witnesses provided a broader context to the issue, offering valuable academic, private industry, and public interest perspectives on electronic records management.
In the written testimony and in the oral presentations there were allusions to various analyses, standards, and studies that you may want more direct access to. Below are some of the titles with hotlinks:
NARA’s Records Management Self-Assessment, 2009: An Assessment of Records Management Programs in the Federal Government, published April 20, 2010.
NARA’s Electronic Records Project, Summary Report: FY 2005 - FY 2009, published June 15, 2010.
Department of Defense’s Electronic Records Management Software Applications Design Criteria Standard (DoD 5015.02 version 3), published April 25, 2007.
Government Accountability Office’s Federal Records: National Archives and Selected Agencies Need to Strengthen E-Mail Management (GAO-08-742), published June 13, 2008.
ARMA International’s Generally Accepted Recordkeeping Principles (GARP)(R), approved February 20, 2009.
Citizens for Responsibility and Ethics in Washington’s (CREW’s) Records Chaos: The Deplorable State of Electronic Record Keeping in the Federal Government, published April 16, 2008.
I cannot close this post without thanking Chairman Wm. Lacy Clay for calling the hearing on this important issue. Thanks also to him for pointing out during the introduction of the Government panel the importance of the University of Maryland, my alma mater and a leading university in the fields of archives and information management and computer science. Four of the five Government panelists coincidentally have important ties to the university.
So, what did you think of the hearing? What are your views about the electronic records management challenges facing NARA and the Federal Government?
We want to hear from you and start the dialogue today.


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