NARA's Agency Services Bimonthly Records and Information Discussion Group (BRIDG)

1. NARA's Agency Services Bimonthly Records and Information Discussion Group (BRIDG) Wednesday, February 12, 2014

2. Today’s Meeting Agenda • Transfer and Disposition Developments Scott Roley, Assistant Director for Operations, Federal Records Center Program (FRCP) • Creation and Mission of the OGISNikki Gramian, Deputy Director, Office of Government Information Services (OGIS) • Revised Transfer Guidance for Permanent RecordsKevin DeVorsey, Supervisory Electronic Records Format Specialist (ACPE)

3. Transfer and Disposition Developments: Agency Disposition Profile Scott Roley, Assistant Director for Operations, Federal Records Center Program (FRCP) February 12, 2014

4. National Transfer and Disposition (T & D) Team • Scott Roley • Assistant Director for Operations (T&D) • Russell Loiselle • National T&D Coordinator • Patrick Weigel • National Disposition Coordinator • T&D Subject Matter Experts

5. National T&D Services & Roles • Applying approved schedules to FRC holdings • Roley, Weigel • Applying and lifting disposition “freezes” • Loiselle, Roley • Authorized agency disposal approvers • Weigel, Account Managers • Record Group realignment • Loiselle, Roley • Specialized ARCIS queries • Weigel, Loiselle

6. T&D Initiatives: One Year Later • Disposal resumed with enhanced procedures • Pending and backlog schedules addressed • Disposal rules from agency schedules in ARCIS • Decreases risk of erroneous disposal • Assists in processing new transfers • Assists Annual Move of permanent records through inclusion of ERA SFs 115 • Selected agencies updated • Goal 2.5 of RM Directive

7. National T&D Initiative: Agency Profile The ultimate measure of success of any Federal records management program is the authorized, appropriate, and timely disposition of the agency's records.

8. National T&D Initiative: Agency Profile • Replacing July “catch-up cycle” • Addressed to Senior Agency Official and Records Officer • Emphasizes timely disposition • Cost savings • Budget planning • Compliance with regulation • Limiting litigation liability

9. National T&D Initiative: Agency Profile

10. National T&D Initiative: Agency Profile Federal Records Centers Agency Profile 2014 • Webinars • February 25 and March 4 (encore), 2 pm EST • https://nara.ilinc.com/perl/ilinc/lms/event.pl • YouTube: http:// tinyurl.com/NARARMvideo • Profile issued second week of March

11. Your Agency’s Holdings (Cubic Feet) • Total of all holdings • Includes change from last year • “Other Records” includes “Deferred Reappraisal Pending”, “Archival Sample” and similar ARCIS codes

12. Unscheduled and other holdings • Strategy #1: Responding to Managing Government Records Directive, Goals 2.2 and 2.5, Agency X, worked with FRCP including withdrawal of transfers for review. • Year 3 estimated savings of more than $5,000

13. Records Past Due for Destruction/Accessioning Savings in Storage Cost from Disposition • No legal impediment for disposal • Savings begin late in 2nd year • Work with your FRC account manager & T&D to destroy backlogged records (project or next cycle) Savings in Storage Cost from Disposition

14. Records Past Due for Destruction/Accessioning • Strategy #2: Agency Y reduced its volume of records overdue for disposal from265,000 cu. ft. to 19,000 through central oversight and local follow through by area records managers. • Year 3 estimated savings of almost $500,000

15. Frozen Records, Records with Litigation or Other Holds Savings in Storage Cost from Disposition • Disposable frozen records only; multiple freezes may apply • Work with your agency counsel, FRC account manager and T&D to lift freezes Savings in Storage Cost from Disposition

16. Frozen Records, Records with Litigation or Other Holds • Strategy #3: Agency Z lifted the TIL Freeze and will destroy almost 100,000 cubic feet this year through a separate FY 2013 Inter-agency Agreement. • Year 3 estimated savings of about $200,000

17. Future Disposition Savings in Storage Cost from Disposition • Provided for budget planning purposes • Includes temporary and permanent records Savings in Storage Cost from Disposition

18. Questions? Scott Roley • scott.roley@nara.gov • 206-445-4147 Russell Loiselle • russell.loiselle@nara.gov • 301-837-3527 Patrick Weigel • patrick.weigel@nara.gov • 206-336-5129

19. Creation and Mission of the OGIS Nikki Gramian, Deputy Director, Office of Government Information Services (OGIS) February 12, 2014

20. NARA Transfer Guidance 2014 Kevin DeVorsey, Supervisory Electronic Records Format Specialist (ACPE) February 12, 2014

21. Overview • Goals • Major Changes • New Categories • Mapping from Old to New • Capstone email, structured data, presentations • Q&A

22. Goals for revised guidance: • Develop a flexible and extensible framework that can adapt to future needs. • Balance preference for open, standards based formats with the business needs of agencies. • Expand the types of formats that NARA accepts. • Minimize the need for agencies to transform records prior to transfer. • Narrow the focus to the point of transfer.

23. Electronic Records Lifecycle Migration Decommissioning Processing Maintenance Transfer Transformation Preservation & Access Planning System design/planning Transfer Planning Destruction Planning Record Creation Access Preservation/Maintenance Ingest Scheduling/Appraisal Regular Requests (FOIA, etc.) Public

24. A Change in Approach • We identified formats that are: • Preferred • Acceptable • Acceptable for Imminent Transfer (to sunset previously acceptable formats) • Developed a way to keep things current. • Split the guidance in to two pieces: • A bulletin that describes scope, authority, general requirements, and contact information. • An appendix that includes tables listing formats by category.

25. Major Changes • PDF is no longer a stand alone guidance category. • Simplified and streamlined “quality” requirements. • “Twenty questions” forms are no longer required. • We ask agencies that are maintaining permanent records in formats that are NOT in our guidance to contact the appropriate custodial Unit.

26. New Categories • Digital Still Images (digital photos, scanned text, digital posters) • Digital Moving Images (digital cinema, digital video) • Digital Audio • Text • Geospatial Records • CAD • Structured Data • E-mail • Web & Social Media

28. New Categories • Textual data identifies word processing formats. • CAD for architectural data. • Digital moving images. • Digital audio. • Structured data • Presentations

29. Capstone Email • Aggregation formats such as PST and MBOX are acceptable for transferring capstone accounts. • Individual emails can be transferred as EML, MBOX, MSG, or XML. • Language was molded to allow email to come in other formats such as PDF if that is the best available format.

30. Structured Data • Supports RD-E’s current processes. • Expands options for agencies transferring databases (CSV, JSON, XML). • Aligns with the data.gov model.

31. Presentations • Distinct from image bundles. • Should be formal presentations.

32. Electronic Records Format Team Policy Analysis and Enforcement Office of the Chief Records Officer Agency Services National Archives and Records Administration Donald Chalfant, Kevin L. De Vorsey, Louise Guenther acpe@nara.gov

33. FY14 BRIDG Meeting Dates • Wednesday, April 16, 2014Meet and Greet for Appraisal Team 1 Group • Wednesday, June 18, 2014 Meet and Greet for Appraisal Team 3 Group • Wednesday, August 6, 2014Meet and Greet for Appraisal Teams 2 and Team 4