arma05-era

ARMA 2005: CHICAGO

50th Annual Conference and Exposition

September 20, 2005

ERA Program UpdateFynnette Eaton and Mark Conrad

ERA Program Staff

The Electronic Records The Electronic Records Archives (ERA)Archives (ERA)

Electronic Records Archives VisionElectronic Records Archives Vision

“The Electronic Records Archives will authentically preserve and provide

access to any kind of electronic record, free from dependency on any specific

hardware or software, enabling NARA to carry out its mission into the future.”

The Electronic Records Archives The Electronic Records Archives (ERA) Program Management Office(ERA) Program Management Office

• Acquisition of the ERA system • Organizational change management

– Enable NARA to implements the system successfully

• Research– Address new challenges posed by

• Continuing change in Information Technology • Its use in government

– Capitalize on progress in technology

NARA’s Electronic Records NARA’s Electronic Records ChallengeChallenge

Preserve any type of electronic record Created using any type of application, On any computing platform From any entity in the Federal Government,

and any donor Provide discovery and delivery to anyone with

an interest and legal right of access Now and for the life of the Republic, and

Provide effective policies, strategies, standards, guidance, and tools for federal agencies to manage electronic records in support of their lines of business

NARA’s StrategyNARA’s Strategy

1. Attack the critical preservation problem

2. Find solutions in commercially viable, mainstream technologies being developed to support

e-commerce, e-government and the next generation national information infrastructure

3. Align with overall direction of Information Technology in the U.S. Government

4. Define the requirements in terms of the lifecyclemanagement of records

The ERA System Will Support:The ERA System Will Support:

• Workflow and collaboration toolsfor lifecycle management of all types of records,temporary and permanent

• within NARA• between NARA and other agencies

• Ingestion, preservation and access to electronic records

• In the National Archives, • Federal Records Centers, and • Presidential Libraries

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 WorkspacesERA 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

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Workflow Management

Request to Transfer Records

Disposition Agreement

Request for Assistance

FOIA Request

Redact Sensitive Records

Classified Electronic Records

Records Lifecycle Data Description of HoldingsTemplate Repository



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ERA VirtualERA Virtual WorkspacesWorkspaces Increment 2






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Sign On

New User

Registered User

What’s New in ERA?• Declassified State Department Diplomatic Messages,

1975, released• New ways to search for records• ERA Greatest Hits!• New Records Center Services for Electronic Records

• About ERA

• Records Management in ERA

• ERA System development

• The Virtual Archives Lab

• ERA Partners

Use ERA to:• Search for records and information in the

National Archives and Presidential Libraries• Order copies of records• Find out about records in other federal agencies

Contact NARA

Electronic Records ArchivesElectronic Records ArchivesElectronic Records ArchivesElectronic Records Archives

RetrieveRecords

Records Disposition

TransferRecords

ERAHome

ScheduleRecords

Develop Record Schedule

Create new schedule

Edit draft schedule

Modify existing schedule

Derive from existing schedule

Submit Record Schedule

First draft

Revised draft

For final approval

Withdraw schedule

Search Records Schedules

My agency’s schedules

Other agencies’ schedules

General Records Schedules

By Record Type

Notices August 31, 2007

Request for Disposition Authority, N1-2007-999-1, approved

NARA questions on draft schedule, N0-2007-999-5

NARA requests comments on proposed revision to GRS 14.

Scheduling Workbench for: N. O. Moore, Records Officer, NITA

ERAHome

RetrieveRecords

Records Disposition

TransferRecords

ScheduleRecords

National Institute of Transactional AnalysisCreate Record Schedule for

Item 1 Title:

Records Description:

Disposition

Retain in agency

Transfer to FRC

(check 1) Permanent: Temporary:

N. O. Moore, Records OfficerAuthor:

▼years

NITA-2007-N1Agency Schedule ID:

Transactional Analysis Reporting System (TARS)Transactional Analysis Reporting System (TARS)

Final, reviewed and verified data for all transactional analyses conducted by NITA.Final, reviewed and verified data for all transactional analyses conducted by NITA.

1010

When 10 years oldWhen 10 years old

ERAHome

RetrieveRecords

Records Disposition

TransferRecords

ScheduleRecords

Draft FRC Service Agreement for

ItemTitle:

Type of Records (check 1) : Electronic Non-electronic

XX


Draft Schedule: NITA-2007-N1, Item 1

ERAHome

RetrieveRecords

Records Disposition

TransferRecords

ScheduleRecords

Draft FRC Service Agreement for

ItemTitle:

Type of Records (check 1) : Electronic Non-electronic

Means of Transfer (check 1): Internet Physical media

Optional Services (check all desired)

• Access: Return physical media Return files via Internet

Online access to records

• Preservation: Media refreshmentFormat Migration

Disposition (check 1):

Destroy Media Delete Data Secure Destruction

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Draft Schedule: NITA-2007-N1, Item 1

• Access: Return physical media

Return files via Internet


• Access: Return physical media

Return files via Internet




• Track a schedule that has been submitted for approval;

• Search for examples of approved records schedules;

• Use existing schedules as models to develop new ones;

• Use automated authoring and editing tools to

draft and revise records schedules (SF-115s) and

submit them to NARA; and

• Send samples of electronic records covered by

proposed schedules to NARA.

ERA will be a TOOLTOOL for agency Records Officers to:

Some Examples of how ERA Some Examples of how ERA will facilitate the will facilitate the

Records Management ProcessRecords Management Process

Examples of how ERA will facilitateExamples of how ERA will facilitateRecords Disposition and TransferRecords Disposition and Transfer

• Request transfer of physical custody of any type of record to NARA;

• Transfer custody of electronic records to NARA;

• Approve destruction of temporary records stored in Federal Records Centers; and

• Approve transfer to NARA of legal custody of permanent records.

Examples of how ERA will facilitateExamples of how ERA will facilitateStoring, Preserving and AccessingStoring, Preserving and Accessing

Permanent Electronic RecordsPermanent Electronic Records

• Access electronic records that have been migrated to new formats,

• Output copies of electronic records in appropriate formats,

• Output electronic records on a variety of media,

• Search for records using a variety of search paths,

• Request access to or return copies of their own records,

• Receive online transfers of electronic records from NARA,

• View electronic records stored at NARA online,

• Authorize third party access to agency records held in Federal Records Centers, and

• Collaborate with NARA or other equity holders on review and redaction of records with restricted content.

ERA FunctionalityERA Functionality

• ERA will handle disposition processingERA will handle disposition processing for all records at NARA, both temporary and permanent.

• ERA will provide workflow toolsERA will provide workflow tools that Federal Records Centers may choose to use.

• ERA will support easier and more timely transfer of recordstransfer of records from temporary to archival holdings.

ERA FunctionalityERA Functionality

• ERA will handle classified records separately from non-classified records

• ERA will be as close as your desktop.

ERA Will Not…ERA Will Not…

• ERA will not perform Appraisalswill not perform Appraisals

• ERA will not manage locationswill not manage locations for paper records

What will the system do for What will the system do for Record Users?Record Users?

• Find records based on searches of descriptions of records.

• Search the electronic records themselves.

• Accurately reproduce and output electronic records.

• Provide certified copies of electronic records.

• Manage requests for review of restricted materials.

• Implement the results of electronic records reviews.

• Enable users to request and receive assistance from NARA staff.

New OpportunitiesNew Opportunities

• New searchsearch techniques

• Improved accessImproved access to electronic records

• Access to all records schedules thatschedules that

already exist in ERA already exist in ERA

• Access to life cycle information

across all archival functionsacross all archival functions, for example: • SF-115s Records Schedules

• SF-135s / SF-258s Records Transfer Documentation

• ARC Records Descriptions

System Analysis & Design PhaseSystem Analysis & Design Phase

• August 2004: Selected Harris and Lockheed Martin Corporations as prime system integrators to develop competing architectures and designs for the ERA system

• Major Milestones: Integrated Baseline Reviews of each contractor’s management

of the project: completed Systems Requirements Reviews: completed ERA System Design Reviews: May ERA Prototype Demonstrations: June

• September 2005: Select one contractor to develop and implement the system

The ERA TimelineThe ERA Timeline

Select Single Developer

Initial Initial Operating Operating CapabilityCapability

Awarded Contracts Full Operating Full Operating

CapabilityCapability

2007 / 20082007 / 2008

12 / 2003 8 / 2004 9 / 2005

Released the Request For Proposal

Increment 1

2 years

Increment 2

(1 year)

20112011

Increment 3

(1 year)

Increment 4

(1 year)

Increment 5

(1 year)

Change Management Change Management ResponsibilitiesResponsibilities

• Enable ERA to successfully achieve successfully achieve its goals its goals

• Create awareness among ERA stakeholdersERA stakeholders

• Facilitate alignment between processes, people, and technologyprocesses, people, and technology

• Help stakeholders assimilate the changesassimilate the changes ERA brings

Change Management Change Management ActivitiesActivities

CommunicationCommunication Website, Meetings, Emails

AssessmentAssessment Readiness, Current State, Fatigue

TrainingTraining Change Sponsorship, Agency Interactions

ERA ResearchERA Research

• Unprecedented Challenges– Technology Does Not Currently Exist– Complexity &Volume Will Continue to Grow

• Unprecedented Resources– Recognized GOVERNMENTAL Challenges– White House Coordinated Research Activity

Strategic AlignmentStrategic Alignment

“Strategies to assure long-term preservation of digital records constitute another particularly pressing issue for research....”

ERA ResearchERA Research

• Identify Potential in New Technologies

• Promote Knowledge & Technology Transfer from Research Projects

• Bring Together Partners with Diverse Domain Expertise

• Leverage Other Research

NationalScienceFoundation San Diego

Supercomputer Center

NISTNIST

PartnershipsPartnerships

Global Grid Forum

Army ResearchLaboratory

National Agricultural Library

National Center National Center for for Supercomputing Supercomputing ApplicationsApplications

……and many other Federal and many other Federal Agencies and their Agencies and their Records OfficersRecords Officers

The Virtual Archives Lab!The Virtual Archives Lab!

The Virtual Archives LabThe Virtual Archives Lab

Research Prototype Persistent ArchivesResearch Prototype Persistent Archives

NARA U Md SDSC

MCAT MCAT MCAT

Powerful Platform for Collaborative Research

• Synchronization across zones• Interoperability across diverse platforms• Sufficient metadata to ensure complete and authentic records• Mitigation of risk of data loss

• Replication of data• Federation of catalogs

• Deep archive

Federation of Three Independent Data Grids

Demo Time!Demo Time!

• If the Internet Pixies Cooperate…

Your ERA ContactsYour ERA Contacts

http://www.archives.gov/era/http://www.archives.gov/era/

[email protected]@nara.gov(301) 837-2007

[email protected](301) 837-0924

mailto:[email protected]

arma05-era

Technology

records present records

types of records

federal records centers

e n t request

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reference workbench