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