Safeguarding the Safeguarding the Freedom of Information: Freedom of Information:
Digital Archive Digital Archive Initiatives in the United Initiatives in the United
States Federal States Federal GovernmentGovernment
Michael Paul HuffMichael Paul HuffInformation Resource OfficerInformation Resource OfficerUnited States Department of United States Department of
StateState
http://foia.state.gov/
The Freedom of Information Act
National Archives and Record National Archives and Record Administration MissionAdministration Mission
““NARA ensures, for the citizen and NARA ensures, for the citizen and the public servant, for the President the public servant, for the President and for the Congress and the Courts, and for the Congress and the Courts, ready access to essential evidence.”ready access to essential evidence.”– essential evidenceessential evidence:: material generated material generated
by or received by the Federal by or received by the Federal Government, that documents Government, that documents the rights of citizens, the rights of citizens, the actions of Federal officials, and the actions of Federal officials, and the national experience. the national experience.
http://www.archives.gov/
NARA’s Electronic Records NARA’s Electronic Records ChallengeChallenge
Preserve any type of record,Preserve any type of record, Created using any type of application,Created using any type of application, On any computing platformOn any computing platform From any entity in the Federal Government and From any entity in the Federal Government and
any donorany donor Provide discovery and delivery to anyone with an Provide discovery and delivery to anyone with an
interest and legal right of accessinterest and legal right of access Now and for the life of the Republic, andNow and for the life of the Republic, and Provide effective policies, strategies, standards, Provide effective policies, strategies, standards,
guidance, and tools for federal agencies to guidance, and tools for federal agencies to manage electronic records in support of their manage electronic records in support of their lines of businesslines of business
http://www.archives.gov/electronic_records_archives/index.html
The ERA ProgramThe ERA Program
Acquisition of the ERA system Acquisition of the ERA system – Support NARA’s end-to-end process for lifecycle Support NARA’s end-to-end process for lifecycle
management of management of all federal recordsall federal records– Preserve, and provide access to valuable Preserve, and provide access to valuable
electronic recordselectronic records Organizational change managementOrganizational change management
– Ensure NARA successfully implements the Ensure NARA successfully implements the system to achieve its strategic goalssystem to achieve its strategic goals
Research and Exploratory DevelopmentResearch and Exploratory Development– Address new challenges posed by continuing Address new challenges posed by continuing
change in Information Technology and its use in change in Information Technology and its use in governmentgovernment
– Capitalize on progress in technologyCapitalize on progress in technology
NARA’s StrategyNARA’s Strategy
Attack the critical preservation problemAttack the critical preservation problem Define the requirements in terms of the Define the requirements in terms of the
lifecycle management of recordslifecycle management of records Find solutions in commercially viable, Find solutions in commercially viable,
mainstream technologies being developed mainstream technologies being developed to support e-commerce, e-government and to support e-commerce, e-government and the next generation national information the next generation national information infrastructureinfrastructure
Align with overall direction of IT in the U.S. Align with overall direction of IT in the U.S. GovernmentGovernment
ERA’s CharacteristicsERA’s Characteristics
The resulting system will have three The resulting system will have three primary characteristics:primary characteristics:– It must be persistent; It must be persistent; – it must preserve authentic records; it must preserve authentic records; – and it must be scalable. and it must be scalable.
R e c o r d s L i f e c y c l e M a n a g e m e n t
R e c o r d s L i f e c y c l e M a n a g e m e n t
ERA Virtual Workspaces
Reference WorkbenchFind Records
Present Records
Produce Special Versions
Identify Sensitive Content
R e p o s i t o r y
Data about Collections
Original FormatElectronic Records
Persistent FormatElectronic Records
Read Digital Media
Verify Transfers
Accept Online Transfer
Describe Records
Transform to Archival Format
Accesioning Workbench
Congre
ssC
ongre
ssPre
sident
Pre
sident
Donors
Donors
Agencie
sA
gencie
s
Public
Public
Busin
ess
Busin
ess
Oth
er
Govern
ment
Oth
er
Govern
ment
Fed
era
lA
gencie
sFe
dera
lA
gencie
s
Workflow Management
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
Redact Sensitive Records
Classified Electronic Records
ERA System Acquisition ERA System Acquisition LifecycleLifecycle
MilestonesMilestones Mission Need, Vision Statement, Mission Need, Vision Statement,
Analysis of PossibilitiesAnalysis of Possibilities Contract AwardContract Award Design SelectionDesign Selection
Needs Definition
Concept Exploration
A
Currently hereCurrently here
Concept Development & Initial Production
B1
C1
C2
C3
C4
C5
Operations & Support
B
1988 2000 2004 20112007
Virtual Archives PrototypeVirtual Archives Prototype
NationalScienceFoundation San Diego
Supercomputer Center
NISTNIST
ERA PartnershipsERA Partnerships
Global Grid Forum
National Computational Science Alliance
National Partnership for Advanced Computational Infrastructure
Army ResearchLaboratory
National Agricultural Library
http://www.state.gov/secretary/rm/31387.htm
http://www.digitalpreservation.gov/
SourcesSources PRESERVING OUR DIGITAL HERITAGE: Plan for the National Digital PRESERVING OUR DIGITAL HERITAGE: Plan for the National Digital
Information Infrastructure and Preservation ProgramInformation Infrastructure and Preservation Program, October 2002, October 2002 ELECTRONIC GOVERNMENT: Initiatives Sponsored by the Office of ELECTRONIC GOVERNMENT: Initiatives Sponsored by the Office of
Management and Budget Have Made Mixed ProgressManagement and Budget Have Made Mixed Progress, March 24, 2004, March 24, 2004 NARA | US National Archives & Records Administration, NARA | US National Archives & Records Administration,
http://www.archives.gov/http://www.archives.gov/ NARA | Electronic Records Management, NARA | Electronic Records Management,
http://www.archives.gov/electronic_records_archives/index.htmlhttp://www.archives.gov/electronic_records_archives/index.html National Digital Information Infrastructure and Preservation Program, National Digital Information Infrastructure and Preservation Program,
http://www.digitalpreservation.gov/http://www.digitalpreservation.gov/ National Digital Information Infrastructure and Preservation Program National Digital Information Infrastructure and Preservation Program
(NDIIPP), meeting of the National Digital Strategy Advisory Board in (NDIIPP), meeting of the National Digital Strategy Advisory Board in Washington, D.C., June 28th, 2004, Washington, D.C., June 28th, 2004, http://www.digitalpreservation.gov/index.php?nav=3&subnav=4&pg=1http://www.digitalpreservation.gov/index.php?nav=3&subnav=4&pg=1
Department of State | Freedom of Information Act Reading Room, Department of State | Freedom of Information Act Reading Room, http://foia.state.gov/http://foia.state.gov/
Department of State | Partnership between the Department of State and Department of State | Partnership between the Department of State and the National Archives, the National Archives, http://www.state.gov/secretary/rm/31387.htmhttp://www.state.gov/secretary/rm/31387.htm