Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section...
-
Upload
irma-dawson -
Category
Documents
-
view
218 -
download
0
Transcript of Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section...
![Page 1: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/1.jpg)
Bringing Control to FBI Files Nationwide
John Charles KrysaChief, Records Automation SectionRecords Management Division, FBI
![Page 2: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/2.jpg)
Agenda
FBI Records Management Division Preparing the Paper Past in an Electronic Future Document Inventory Management and Control Program (DIMCaP)
![Page 3: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/3.jpg)
Records Automation Section (RAS)
- Scanning
- Electronic Records Management Program
Record/Information Dissemination Section (RIDS)
- FOIA Requests
- Declassification
Records Policy and Administration Section (RPAS)
- Records Management Training
- Compliance
- Retention Schedules
- Paper Archives
National Name Check Program Section (NNCPS)
- Background Checks for Government Agencies
-
Records Management Division Records Management Division
![Page 4: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/4.jpg)
The Legacy Foundation
- J.E. Hoover had developed a classification system that resembled library-type classification
systems, not records or case management
- Information was grouped into paper case files numbered by crime classification and location
- Files organized and stored at FBI HQ and field offices FBI wide
- Finding Aids: Abstracts, index cards, ACS mainframe computer (1980s)
Preparing the Past in an Electronic FuturePreparing the Past in an Electronic Future
![Page 5: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/5.jpg)
Cases and information needed to be managed better in the electronic age
- Valuable information in hundreds of case classifications spread across all FBI offices, not easily accessed or retrieved
- Many stenographers and file clerks necessary
- Agents spending an inordinate amount of time performing indexing by name and case classification
Preparing the Past in an Electronic Future (cont.)Preparing the Past in an Electronic Future (cont.)
![Page 6: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/6.jpg)
First Virtual Case File The Sentinel Case Management System
- Workflow
- Digital signature
- Records management
Preparing the Past in an Electronic Future (cont.)Preparing the Past in an Electronic Future (cont.)
![Page 7: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/7.jpg)
The Task: To establish controls over 178 linear miles of FBI files, prepare for transfer to a central file storage, and lay foundation for scan-on-demand to Sentinel RMA Goals
- Inventory and index physical records
- Reduce the volume of records holdings
- Improve information access by selected digitization and back
file conversion
- Establish the foundation with essential metadata for operating
an enterprise electronic records archive
- Prepare and ship paper files held in 56 field offices and
resident agencies
DIMCaP DIMCaP
![Page 8: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/8.jpg)
DIMCaPProgram Manager
DMA/RMAFoundation
Preparation &Shipping
Files
Inventory & IndexingFBI records
Reduce Volume of
Records
Improve File Access
DIMCaP Dashboard
Program Overview
![Page 9: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/9.jpg)
DIMCaP ProjectionsDIMCaP Projections Original Field Office Inventory
- Clear local files shelf space by closed file transfers to the ARC
- Measured in linear feet RIDS
- Declassification prior to accession
- Measured in cases and pages RPAS
- Disposition by destruction or accession
- Measured in files and pages
BOX = DIMCaP Unit to measure performance
![Page 10: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/10.jpg)
FBI Manual Indices FBI Manual Indices
Index Cards
- Original index and pointer
- Replaced by ACS in Mid-1980s
- Field office index – 72M index cards
- HQ index - 70M index cards, remained closed but active finding aids
- RAS initiative to scan to SharePoint, destroy paper and accession to NARA
![Page 11: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/11.jpg)
Paper Archives
Before After
![Page 12: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/12.jpg)
Overall Program Risk: Low Medium High Trend: Steady
Baseline - Projected Summer 2015
FY 2008 FY 2009 FY 2010Summary Summary Summary Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
of M ilestones of M ilestones of M ilestones O | N | D J | F | M A | M | J J | A | S O | N | D J | F | M A | M | J J | A | S O | N | D J | F | MTotal CRC ReadyARC InventoryPre-UCFN Revw'd (CRC Ready)
ARC Contract Contract award Opt.Yr 1 Recompete
File Classifications
File Accessions to date
CRC Ready Eff orts
CRC Ready Eff orts
FO InventoryFO CompletedField Offi ce Inventories20/56 FO's 26/56 FO's 36/56 FO's
Field Offi ce Revisits
Field Offi ce Revisits
NYO Inventory
LA Inventory
ScanningFO Index cards
FO index cards 8/56 FO cards30/56 FO cards51/56 FO cards
FO Popular files (PF) 11/56 FO files
HQ Index cards
Scanning Completed
Upload Completed
Cards Searchable
Scanning Initiatives
DMA/RMAAutomation Initiatives
RMD Policies
File Request Automation Program (FRAP)
File Request System (FRS)
Sentinel DMA/RMA
CRC Facility Milestones
FY 2008 FY 2009 FY 2010
October 2011
DIMCaP Project Plan
ARC Inventory Project - Completion date Q3-2015
DIMCaP Inventory Progress Macro Bar
DMA/RMA Implementation (Completion dependent on Sentinel PMO schedule)
Field Office Inventory Project - Completion Q3-2015
Records Management Division (RMD)UNCLASSIFIED
FY 2011 FY 2012 FY 2013
FY 2011 FY 2012 FY 2013
Scanning Initiatives - Completion Q3-2015
CRC Project (Planning Completion Q3-2015)
UNCLASSIFIED
<100% Scanned (46M)
O-O-S to NPRC
64%> <84% Complete
TRIM UpgradeEquipment
14%Scanned>
20
178 Miles to process
28%(5%)> 39%(10%)>
Major Milestone Completed Milestone
43.78
FRS /Sentinel PM REQ review
ARC 100's Accessioned>
SPAMAT impl.
112 miles
AO Review
Metadata Policy
File Plan in Documentum
FRS CONOPSapproved
ARC-FO CRC-ready>
51%Scanned>
SF Popular Files>
Migrate 319 Bu-wide
<Asset Forf
48
FO-100 Transferred->
47/56 FO>
FO 100's reviewed
<RH
Contract Award
1- 42, 66,140,157,190
5.8 miles> mail backlog
WACO/abstracts/ELSUR/Buapps
35% complete> 46%>
48.9 (2004 - present)
Miles destroyed/identified for destruction Miles CRC-ready Miles Accessioned & Waiting Accession Miles Over-Estimated
Class.100 accession
3% Complete> 14%> 30%> 44%>
<ME
<7.6% complete
<SE SL>
<PG
<CV
<19% complete
63%(10%)> 73%(20%)>
<58%
<FO 100's Accessioned
Scanning Policies
91% Scanned>
Microform Digitization
"A"> "B"> "C" & "D">
FRAP Impl.
FRS project plan
178
<AT & CO
NARA Demo
On-site support onboard>
HQ-File Classifications (21%)
<FO 105's AccessionedNew Contract on-board
SP storage allocated>
<Bu-wide training
<Complete Record Scan Plan (CSRP) Defined
<Sentinel deployment
OPR Project->
"E,F&G">
<Sentinel & non-record email
KC>
<DL
Digital sample to NARA
LR>
On-site support onboard>
<"G - H"
<FO inventory 100% complete
<100% Searchable (46M)
<CSRP Implemented
<"H - K" <"L & M"
TRIM barcode training complete>
<NK & EP
<FO/AO @ ARC<HQ-Legats ->
<20% complete
<30% complete
HQ Scan Started> 60% scanning complete> <SP storage allocated
NH & AL> OC>
"A & B">
<30% scanning complete
83%(40%)>
<"C- F"
"N - P"> <"T - V" "S"> <"Q - R" <"W - Z"
"A "> <"B-D" <"E - H"
<"I - L" <"M&N" <"O - P" <"R&S"
<"I - L" <"M&N" <"O - P" "R&S">
100% complete>
BA>
WFO>
Global exercise->
<TRIM & Upgrage
15 30 45 60 75 90 105 120 135 150 165 180
![Page 13: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/13.jpg)
Sentinel Case Management Sentinel Funded RMA
Program Funded Expansion of RMA
CRC OperationsMigration of Files
To Enterprise RMA
E-Connector
Documentum Enterprise RMA
SharePoint
Sentinel Documentum Repository
For Back File ConversionMetadata and Images
Process to ExtractMetadata from
Complete Case Files
On Demand Scanning
andMetadata
Popular Scanning
andMetadata T-Drive
Major Non-Sentinel IT SystemsSharePoint/DMA Workflow
Manage in-place for scheduled IT Systems(Records Identified in ERKC)
Electronic RecordsElectronic Records
![Page 14: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/14.jpg)
Increased EfficienciesIncreased Efficiencies Digitization
Information technology
Integration of metadata
- MS/Access -> TRIM -> Documentum
- e-Connections to Documentum
- MS/SharePoint implementation
Improved metrics
Barcode scanning
Google-type search
Preparation processing
- Improved load-balancing at ARC
- New tracking methods
- FBINET connection
![Page 15: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/15.jpg)
Digitized over 44 million index cards from 56 field offices, using NARA’s standards for scanning permanent records Information is now available to the entire FBI in a searchable format for the first time May 2010 - RACO Archivist’s Achievement Award November 2010 - first routine transfer of digitized version of manual index cards was made to NARA
DIMCaP AchievementsDIMCaP Achievements
![Page 16: Bringing Control to FBI Files Nationwide John Charles Krysa Chief, Records Automation Section Records Management Division, FBI.](https://reader036.fdocuments.us/reader036/viewer/2022062423/56649e525503460f94b47d81/html5/thumbnails/16.jpg)
Questions/Comments?Questions/Comments?
John C. Krysa, CRM Chief, Records Automation Section Records Management Division, FBI [email protected] Betty L. Parker, ermM
Team Lead for Information System Development Guidance Initiative [email protected]