nagara 2016 supporting digital and open government · 2019-03-29 · capstone grs 6.1 issued 6 •...
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NAGARA 2016
Supporting Digital and Open Government
Arian RavanbakhshSupervisor, Policy and Program Support Team (ACPP)
National Archives and Records Administration
ERM Policy Overview• Nov 2011 Presidential Memo• Aug 2012 OMB/NARA Directive
• Aug 2013 Capstone Bulletin• Jan 2014 Format Bulletin
• Sep 2014 OMB/NARA Memo and Email Bulletin
• Nov 2014 New FRA Law• July 2015 Electronic Messaging Bulletin
• Sep 2015 Minimum Metadata Bulletin• Apr 2016 Email Success Criteria
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*Sept 2015 Capstone GRS
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Managing Government Records Directive
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Directive GoalsBy 2019, agencies manage all permanent electronic records in electronic formats
By 2016, agencies manage permanent and temporary email in accessible, electronic format
Email Guidance (Capstone)
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Capstone GRS 6.1 Issued
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• 7-year and 3-year disposition
• Apply to use
• Public listing of agencies’ Capstone positions
• Updated in March to give more cutoff flexibility
NARA’s Capstone Accounts
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• 48 staff members were identified as “Capstone”− Agency Head & Deputy− “C” Level Officials − Executives− Directors of major programs− Presidential Library Directors
• Typically expect “Capstone” to include 1 to 2 percent of accounts
Permanent records
Temporary records
Transitory records
Non-records
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4 categories of criteria:
1. Policy2. Systems3. Access4. Disposition
Criteria for Managing Email Records• Foreword from the
Archivist• Success Criteria• Appendix A: Questions
for Discussion• Appendix B: Spreadsheet
of Requirements
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Understanding Appendix B
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Records Management Self-Assessment
RMSA Trends
36%
46% 45%
36%
28%
20%
16%
43%
49%
45% 44% 43%
47% 47%
21%
5%
10%
20%
29%
34%37%
2009 (Pilot) 2010 2011 2012 2013 2014 2015
RMSA Trends by Risk Category2009 - 2015
High Risk Moderate Risk Low Risk
Quick peek at RMSA 2015 email trends:• Preliminary statistics on email so far:
⁻ 41 agencies allow personal email accounts and almost all of these have policies that have been updated with the recent change in the law
⁻ 93 agencies audit the preservation of email by either their CIO or the ARO
⁻ 126 agencies have policies and procedures for all electronic communication – not just email
Capstone
14
Will use GRS54%
Submit a schedule to NARA
15%
Investigating options
29%
Do not know2%
SAO Reports
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Resources• Email Management Website
https://www.archives.gov/records-mgmt/email-mgmt.html
• Criteria for Managing Email Records http://www.archives.gov/records-mgmt/email-management/2016-email-mgmt-success-criteria.pdf
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Open Government at NARA
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More Information
Follow Records Express athttp://records-express.blogs.archives.gov/
NARA Records Management webpagehttp://www.archives.gov/records-mgmt/
Arian D. [email protected]