nara's agency services bimonthly records and information discussion group (bridg)
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NARA's Agency Services Bimonthly Records and Information Discussion Group (BRIDG). Wednesday, February 12, 2014. Today’s Meeting Agenda. Transfer and Disposition Developments Scott Roley, Assistant Director for Operations, Federal Records Center Program (FRCP) - PowerPoint PPT PresentationTRANSCRIPT
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NARA's Agency Services Bimonthly Records and
Information Discussion Group (BRIDG)
Wednesday, February 12, 2014
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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)
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Transfer and Disposition Developments:
Agency Disposition Profile
Scott Roley, Assistant Director for Operations, Federal Records Center
Program (FRCP)
February 12, 2014
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
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
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
The ultimate measure of success of any Federal records management program is the authorized, appropriate, and timely
disposition of the agency's records.
National T&D Initiative: Agency Profile
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
National T&D Initiative: Agency Profile
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
Your Agency’s Holdings (Cubic Feet)Permanent Records: 5,258
Temporary Records: 5,363
Unscheduled/Other Records: 2,022
Total of all holdings Includes change from last year “Other Records” includes “Deferred Reappraisal
Pending”, “Archival Sample” and similar ARCIS codes
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
Records Past Due for Destruction/Accessioning
Total Cubic Feet Annual Storage Cost
One-Time Disposition Cost
3rd Year 5th Year 10th Year
Records that are past due for destruction
(Temporary Records)448 $1,838 $2,684 $2,829 $6,505 $15,693
Change from last FY - 1,608 $4,052 $9,648 $2,508 $10,612 $30,872Records that are past due
for accessioning (Permanent Records)
0 $0 $0 $0 $0 $0
Change from last FY 0 $0 $0 $0 $0 $0
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
Savings in Storage Cost from Disposition
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
Frozen Records, Records with Litigation or Other Holds
Total Cubic Feet Annual Storage Cost One-Time Disposition Cost
3rd Year 5th Year 10th Year
Frozen Records that are past due for destruction
133 $367 $732 $370 $1,104 $2,939
Change from last FY 133 $367 $732 $370 $1,104 $2,939
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
Savings in Storage Cost from Disposition
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
Future DispositionTotal Cubic Feet Annual Storage
CostOne-Time
Disposition Cost3rd Year 5th Year 10th Year
FY2015 169 $471 $930 $483 $1,424 $3,778
FY2016 432 $1,201 $2,375 $1,227 $3,629 $9,632
Provided for budget planning purposes Includes temporary and permanent records
Savings in Storage Cost from Disposition
Savings in Storage Cost from Disposition
Questions?
Scott Roley– [email protected]– 206-445-4147
Russell Loiselle– [email protected]– 301-837-3527
Patrick Weigel– [email protected]– 206-336-5129
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Creation and Mission of the OGIS
Nikki Gramian, Deputy Director, Office of Government Information Services (OGIS)
February 12, 2014
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NARA Transfer Guidance 2014
Kevin DeVorsey, Supervisory Electronic Records Format Specialist (ACPE)
February 12, 2014
Overview Goals Major Changes New Categories Mapping from Old to New Capstone email, structured data,
presentations Q&A
Slide 21
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.
Slide 22
System design/planning
Transfer
Record Creation
Maintenance
Migration Decommissioning
Scheduling/Appraisal
Transfer Planning
Destruction Planning
Ingest
Processing
Preservation & Access Planning
Access
Regular Requests (FOIA, etc.)
Public
Preservation/Maintenance
Transformation
Electronic Records Lifecycle
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. Slide 24
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.
Slide 25
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
Slide 26
Slide 27
04/24/2023
Old(14 formats)
Scanned Images of
Text
Digital Photographic Records
Digital Geospatial
Data Records
Portable Document
Format (PDF)
Web Content Records
New(55 formats)
Digital Still Images
Textual Data
CAD
Digital Audio
Digital Moving Images
Structured Data
Geospatial
Web Records
Presentation
New Categories Textual data identifies word processing formats. CAD for architectural data. Digital moving images. Digital audio. Structured data Presentations
Slide 28
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.
Slide 29
Structured Data Supports RD-E’s current processes. Expands options for agencies transferring databases
(CSV, JSON, XML). Aligns with the data.gov model.
Slide 30
Presentations Distinct from image bundles. Should be formal presentations.
Slide 31
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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
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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