Electronic Records Services
In the digital age, an increasing number of Federal records are being created in electronic format. The FRC, in collaboration with NARA's Electronic Records Archives (ERA), is working to protect, preserve, store, and service e-records for Federal agencies. This page provides information on electronic services offerings, such as digital imaging, e-media storage, secure e-media destruction services and more. For more information on FRC electronic records services, please contact your local FRC Director.
Digital Imaging (Scanning)
The Federal Records Centers now offer digital imaging services to create scanned files of your agency's paper records. Digitizing paper records provides you with backup copies for key documents, gives instant access to frequently referenced records, and preserves the integrity of fragile or aging paper originals. It even saves office space, since paper records can be promptly transferred to the FRC after scanning.
FRC's new digital imaging lab services include:- Conversion services (paper to digital) for both temporary and permanent (archival) records
- Formats such as PDF, JPEG, TIFF, XML, and others
- Optical Character Recognition (OCR)
- Custom levels of scanning--from basic scanning for administrative copies to premium scanning that meets NARA requirements for permanent e-records
- Strict quality control measures, from a predetermined sample size up to 100% verification
- Indexing services for as many metadata items as your agency requires
- Back-up storage available for your digitized records in the new FRC Electronic Records Unit (ERU)
- All necessary document preparation, including removal of staples, paper clips and binders
- Custom services for special formats (books, photos, cards, 35mm slides, large formats, etc.)
E-media Storage
For more than 50 years, Federal agencies have trusted NARA's Federal Records Centers to securely store and promptly retrieve their paper records. The FRCs continue that tradition of service by offering top-quality storage and servicing for today's Federal electronic records.
The Electronic Records Vaults (ERVs) at the Washington National Records Center (WNRC) in Suitland, MD and in the Ft. Worth, TX FRC provide the ideal storage environment for all kinds of Federal e-records, from backup tapes of your agency's day-to-day records to your most critical electronic vital records.
The ERVs feature the following:- Secure, limited-access storage for a diverse array of media types, including backup tapes, CDs, and DVDs
- Around-the-clock security monitoring
- Non-aqueous fire suppression system
- Temperature and humidity controls to protect sensitive media
- Slotted storage shelving for individual tracking of media
- Electronic media box storage available for frequently rotated media
- Barcoding and tracking with specialized vault software
The ERVs comply with all Federal regulations regarding the storage of electronic records, and are open to serve agencies in all regions of the U.S. We can even provide same-day or overnight delivery of e-media transfers and reference requests.
Secure Media Shredding
NARA's Federal Records Centers take a comprehensive approach to helping you manage the entire life cycle of your agency's electronic records. Our new media destruction services are a key component of the portfolio of electronic records services that the FRCs now offer. Our industrial disintegrators can thoroughly destroy a wide range of media formats, ensuring that no personally identifiable, privacy protected or classified* information is left unprotected for unauthorized use.
Features of this service include:- Destruction of a wide variety of media, including CDs, DVDs, diskettes, magnetic tapes, cartridges, and microfilm.
- Proper dispositon of shredded residue
- *Secure destruction that meets NSA standards for Secret/Top Secret records stored to optical media (CDs or DVDs)
- Certified witnessed disposal by FRC staff and/or your agency's representative
- Shredding available to 3/32"
SmartScan Electronic Document Delivery
Get same day electronic delivery of your records with FRC's SmartScan service. Your reference request is researched, scanned by records center staff and e-mailed that same business day directly to your computer in Adobe Portable Document Format (PDF). SmartScan eliminates outbound and return shipping costs, and is therefore ideal for both small jobs and urgent requests.
Archives and Records Centers Information System (ARCIS)
The FRC is developing ARCIS, a state-of-the-art technology system which will replace NARA's existing business systems and provide additional capabilities and services to FRC customers. ARCIS will enable customers to request records center services and to access holdings and activity information via the Internet. Additionally, the use of bar coding technology will allow control at the box or folder level. Implementation is projected to begin in FY 2008.
PDF files require the free Adobe Reader.
More information on Adobe Acrobat PDF files is available on our Accessibility page.
