Post on 17-Jan-2016
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
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
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 VirtualERA Virtual WorkspacesWorkspaces
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
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
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Donors
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Records Lifecycle Data Description of HoldingsTemplate Repository
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Workflow Management
Redact Sensitive Records
Classified Electronic Records
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Increment
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
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
Reference WorkbenchFind Records
Present Records
Produce Special Versions
Identify Sensitive Content
Redact Sensitive Records
R e p o s i t o r yRead Digital Media
Verify Transfers
Accept Online Transfer
Describe Records
Transform to Archival Format
Accesioning Workbench
Congre
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Donors
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Records Lifecycle Data Description of HoldingsTemplate Repository
Workflow Management
Data about Collections
Original FormatElectronic Records
Persistent FormatElectronic Records
Classified Electronic Records
Public
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Busin
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ERA VirtualERA Virtual WorkspacesWorkspaces Increment 2
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
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
Reference WorkbenchFind Records
Present Records
Produce Special Versions
Identify Sensitive Content
Redact Sensitive Records
R e p o s i t o r y
Data about Collections
Original FormatElectronic Records
Persistent FormatElectronic Records
Classified Electronic Records
Read Digital Media
Verify Transfers
Accept Online Transfer
Describe Records
Transform to Archival Format
Accesioning Workbench
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Donors
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Records Lifecycle Data Description of HoldingsTemplate Repository
Workflow Management
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ERA VirtualERA Virtual WorkspacesWorkspaces Increment 3
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
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
Reference WorkbenchFind Records
Present Records
Produce Special Versions
Identify Sensitive Content
Redact Sensitive Records
R e p o s i t o r y
Data about Collections
Original FormatElectronic Records
Persistent FormatElectronic Records
Classified Electronic Records
Read Digital Media
Verify Transfers
Accept Online Transfer
Describe Records
Transform to Archival Format
Accesioning Workbench
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Donors
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Records Lifecycle Data Description of HoldingsTemplate Repository
Workflow Management
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ERA VirtualERA Virtual WorkspacesWorkspaces Increment 4
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
Request to Transfer Records
Disposition Agreement
Request for Assistance
FOIA Request
Reference WorkbenchFind Records
Present Records
Produce Special Versions
Identify Sensitive Content
X
Redact Sensitive Records
R e p o s i t o r y
Data about Collections
Original FormatElectronic Records
Persistent FormatElectronic Records
Classified Electronic Records
Read Digital Media
Verify Transfers
Accept Online Transfer
Describe Records
Transform to Archival Format
Accesioning Workbench
Congre
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Donors
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Workflow Management
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Records Lifecycle Data Description of HoldingsTemplate Repository
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ERA VirtualERA Virtual WorkspacesWorkspaces Increment 5
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
Transactional Analysis Reporting System (TARS)Transactional Analysis Reporting System (TARS)
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
XX
Transactional Analysis Reporting System (TARS)Transactional Analysis Reporting System (TARS)
Draft Schedule: NITA-2007-N1, Item 1
• Access: Return physical media
Return files via Internet
Online access to records
• Access: Return physical media
Return files via Internet
Online access to records
• Preservation: Media refreshmentFormat Migration
• Preservation: Media refreshmentFormat Migration
• 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/
Fynnette.Eaton@nara.govFynnette.Eaton@nara.gov(301) 837-2007
Mark.Conrad@nara.gov(301) 837-0924