Transcript Document 7891712

NARA Electronic
Records Services:
Meeting Customer Demand
David Weinberg and Barbara Byers
RACO West  Denver CO  August 30, 2004
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Electronic Records Services—
Presentation Overview
Background
Introduction
Services
Advantages
2
A solid history…
Since the opening of the National
Archives and Records Administration's
first records center in 1950, NARA has
provided quality records storage and
servicing for agencies of the Federal
government.
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…poised for the future
For years, NARA has been entrusted
with protecting and preserving the
information assets of the Federal
Government.
Agency-wide, NARA is planning to
continue this mission in the age of
electronic records.
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Why Electronic Records
Services?
Respond to customer needs
Full integration with ERA
Integral part of NARA’s suite of records
management services
RCP vision is to support agency needs and life cycle
management of Federal records, now and in the future
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Initial customer targets
Targeting those agency business operations
with electronic records and information that
are:
Maintained for more than 5 years
Vital e-records
Systems backup media
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Action Plan
Identify and research potential e-record
services
What are Agency’s most pressing needs for
e-services on inactive records?
Plan and develop NARA RCP e-records
services
What level(s) of service are appropriate?
Implement pilots to test e-record services
Expand service to other sites
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e-Services to be investigated
Physical media storage
Conversion of analog records into e-records
Disaster recovery of vital records
Digital repository
Other services
8
2005 Initiatives
(concurrent projects)
Implement two electronic media storage
units
Document conversion
SmartScan electronic document
delivery service
Market research for additional e-records
services
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Electronic Media Storage Units
Shelve and store

in an environmentally
controlled, specially
equipped storage area
Service and
Rotation


pick-up and delivery of
e-media
Media refreshing
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Document Conversion Services
Convert paper records
into scanned images
Possible related
conversion services




create e-finding aids via
expanded metadata
append converted record
to existing eindex/metadata
create dissemination
formats
perform optical character
recognition (OCR)
process
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SmartScan
Same day,
electronic delivery
of reference
requests right to
customer’s desktop
via email
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RCP and ERA
(Electronic Records Archives)
Within NARA, RCP will work w/ERA to
ensure agencies’ needs are met for
inactive records storage
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RCP Advantages for Agencies
Confidence that records are managed by
NARA experts
Single source for paper and e-records
services
Reduced risk of inaccessible records/
information
Confidence in continued authenticity of
records
E-records are protected…
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RCP Advantages for
Agencies, cont’d
Access to classified storage capacity
Automated application & lifting of freezes
Records are maintained to protect rights
& accountability
Knowledge of and involvement with
agencies in lifecycle management of
e-records
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Advantages for NARA
Records are maintained to protect rights
and accountability.
E-records are protected and more easily
accessioned.
Knowledge of and involvement with
agencies in life-cycle management of
electronic records.
Enhance NARA’s leadership role in
support of e-Gov and other initiatives…
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Advantages for NARA, cont’d
Assistance to agencies in using standardcompliant RMAs, which in turn supports
ease of records preservation.
Reduce risk related to estrayed e-records.
Provides a staging area or “triage” for
permanent records.
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Thank you!
RCP Point of Contact:
David Weinberg, Director, RCP
[email protected]

301-837-3115
ERST Points of Contact
Barbara Byers, Senior Records Analyst
[email protected]

816 268-8033
Karen Shaw, Senior Records Analyst
[email protected]

816 268 8034
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