Enhancing Navy Records Management: Metrics for Sustainable Strategy Implementation

1. Navy ERM Sustainment StrategyMETRICSCharley BarthDirector of Navy Records(202) 433-2434Matthew StadenNavy Records Manager(202) 433-4217

2. What is a Metric? • A calculated term or enumeration representing some aspect of biological assemblage, function, or other measurable aspect and is a characteristic of the bio data that changes in some predictable way with increased human influence. A multimetric approach involves combinations of metrics to provide an assessment of the status of resources.www.pca.state.mn.us/gloss/glossary.cfm • A random variable x representing a quantitative measure accumulated over a period.www.tsl.state.tx.us/ld/pubs/compsecurity/glossary.html

3. Again What is a Metrics • The standard of measurement of a contract requirement for which a quality standard can be applied. For example, if there is a contract requirement to maintain an accurate inventory of widgets, the metric is the number of widgets accounted for. The accuracy of the widgets inventory can be compared to a standard to determine the quality of the inventory. A unique identifier of performance. A metric is what is actually measured.strategicsourcing.navy.mil/reference_documents/defs.cfm

4. Example of NARA ERA Metrics

5. Key Elements of Metrics • Relevant Accuracy: is self-evident but, unfortunately is often in the eye of the beholder. It is critical to gain consensus around the accuracy of a metric so that once it is in place, everyone agrees on its value, authority, and relevance. • Relevant: is a key attribute that links the metric with a collection of relevant information that may be unique to the user. • Transparent: means that there is no mystery about how the metric is computed, what sources are used, how often measurement is performed, who uses it and how it is used. • Must provide a business need, Just don’t collect data for the fun of it.

6. Metrics Development • Metrics Development • Define Strategic Intent (ERMS Strategy) • Records Management • Business Process Management • Information Visibility • Legal Compliance • Training/Marketing/Awareness • Sources of Data for Metrics • Interviews with DRMs and Admins (completing first iteration) • Subjective (anecdotes) • Refining Pulse Points • Data pulls from TRIM and from EDS (working with Tower and EDS) • Objective (raw data from systems) • Investigating what we can access from datasets and NMCI • Identify key data points • Develop a method to capture trends and not just snapshots (datamining)

7. Interview/Visit Reports (Metrics Collection) • The interviewer shall periodically conduct an interview/visit with the DRM and use a series of topics and questions as a guide. • This interview is to provide the DRM the opportunity to request assistance or ask questions regarding ERMS issues they may be having. • The interviewer will address and document specific issues regarding the dataset operations as well as collect metric points that will help in making overall DON ERMS sustainability decisions. • The result of this interview will be forwarded to the OPNAV DNS-5 in a timely manner and captured into a knowledge base specifically for the dataset deployment as well as for overall DON deployments. • Benefit: • History and visibility of health of dataset. • Data point for enterprise ERM decisions

8. Data Collection • Determine what can be captured from TRIM directly via saved searches and statistics within TRIM • Determine related data pulls from NMCI that will assist in developing useful data points. • Develop working database(s) (in MS Access) to collect/store trend related historical data for trend analysis and data mining. • Identify appropriate data points/fields • Working with Tower and EDS to determine scope of data available • Working with sustainment agents/team to determine methodology/governance to maintain data. • Issue for DRM discussion. • Collecting existing data/information • Business cases • Tips • Lessons Learned • Snapshots from WSRs

9. Interview Pulse Points • Initial set of Pulse Points (expected to mature and evolve) • Policy: Have business rules and policy been established regarding electronic records management? What are you putting into TRIM? • DRM Reach back: Is the DRM aware and involved in DRM Community activities? Best Practice? Lessons Learned? • Migration: Documents/records migrated to TRIM? What is the relationship between the share drive and TRIM? Portal and TRIM? • Storage: Status of CLIN16AA ordering process? • Records: New records in TRIM? Total records in TRIM? • Training: Do you have a local Training Plan for Records Management/TRIM Context? Number of new users trained? Number of command members who have taken the RM CBTs? • Locations: New locations in TRIM? Total Locations?

10. Metrics & Key Performance Indicators • Proposed Metric Categories • Records Management • Retention Schedules, Disposition execution and change • Content stored in TRIM (email, logs, command history) • Storage profile (TRIM vs. share drive vs. paper records at FRC) • Locations/records distribution (internal/external) • Business Process Management/Improvement • Number Process areas migrated to TRIM • Workflows/Actions Created • Process Improvement Metrics (Time, Number of steps, cost) • Information access time (knowledge work to find the right information)

11. Metrics & Key Performance Indicators • Information Visibility • Corporate memory utilization (using the IC stored in TRIM) • SME/Author identification (collaborative work from TRIM) • Human Capital Mgmt (# users using TRIM records as turnover history files) • # of external locations • Legal Compliance • Case Preparation time • What is captured as a record (official correspondence to emails)?

12. Metrics & Key Performance Indicators • Training/Marketing/Awareness • # of trained TRIM Administrators • # of users trained (CBT, command training) • Locations vs. Training audit? • Training plan in place • DRM/Admin rotation/PRD (military DRM/RM transfer every 3 years) • Command Campaign Plan? • RM command awareness (Plan of the Week/New letters) • DRM Active on the Navy Knowledge online Collaborations site