Training

National Archives and Records Administration
(NARA) Records Management Courses
http://www.archives.gov/records_management/
training/training.html

Washington National Records Center
http://www.archives.gov/records_management/
training/calendar_fy03.html

Association of Records Managers and Administrators
http://www.arma.org/erecords/index.cfm

  Electronic Records Issues

Maintaining access to and integrity of Federal Information, legal considerations with electronic business processes, including electronic signature or Public Key Infrastructure (PKI) records; transferring electronic records to the National Archives and Records Administration; and planning,
setting up, and operating electronic recordkeeping systems.

Maintaining Access to and Integrity
of Federal Information

• 44 USC Chapter 41, Access to Federal Electronic Information http://www4.law.cornell.edu/uscode/44/ch41.html

• 31 USC §1115, Government Performance and Results Act (GPRA)
  http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?
  dbname=browse_usc&docid=Cite:+31USC1115

• Pub. L. 105-277, Government Paperwork Elimination Act (GPEA) http://www.archives.gov/records
  _management/policy_and_guidance/electronic
  _signature_technology.html

• Pub. L. No. 104-106, ' 5125, Information Technology (IT) Management Reform Act of 1996 http://www.cio.gov/Documents/it_management_
  reform_act_Feb_1996.html

• OMB Circular A-130, Transmittal Memorandum #4, Management of Federal Information Resources, November 28, 2000
  http://www.whitehouse.gov/omb/circulars/a130/
  a130trans4.html

• OMB Guidelines for the Implementation of Pub. L. No. 106-554, Section 515, Information Quality Law;
  http://www.whitehouse.gov/omb/inforeg/
  infopoltech.html#dq

• 36 CFR 1234.10(d) requires the head of each Federal agency to establish: “... procedures for addressing records management requirements, including recordkeeping requirements and disposition, before approving new electronic information system or enhancements to existing systems.”
  http://frwebgate.access.gpo.gov/cgi-bin/
  get-cfr.cgi?TITLE=36&PART=1234&
  SECTION=10&YEAR=1999&TYPE=TEXT

• 36 CFR 1234.20(a), concerning the creation and use of data files: “For electronic information systems that produce, use, or store data files, disposition instructions for the data shall be incorporated into the system's design.” http://frwebgate.access.gpo.gov/cgi-bin/get-
  cfr.cgi?TITLE=36&PART=1234&SECTION=20&YEAR
  =1999&TYPE=TEXT

• Departmental Policy, DR 3080-1 Electronic Records Management Program. Basic requirements related to the creation, maintenance, documentation, and disposition of electronic records, including all data files, data bases, and text information in an office automation system.

Legal Considerations with Electronic
Business Processes

• NARA, Guidance for Coordinating the Evaluation of Capital Planning and Investment Control (CPIC) Proposals for ERM Applications, June 23, 2003 http://www.archives.gov/records_management/
  policy_and_guidance/cpic_guidance.html

• Department of Justice, Legal Considerations in Designing and Implementing Electronic Processes: A Guide for Federal Agencies, November 2000 http://www.usdoj.gov/criminal/cybercrime/eprocess.htm

• Records Management Guidance for Agencies Implementing Electronic Signature Technologies http://www.archives.gov/records_management/
  policy_and_guidance/electronic_signature_
  technology.html

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Transferring Electronic Records to the National Archives and Records Administration

• 36 CFR Part 1228, Expanding Transfer Options for Electronic Records http://www.archives.gov/about_us/regulations/
  part_1228_l.html

• Expanding Acceptable Transfer Requirements: Transfer Instructions for Permanent Electronic Records, March 31, 2003
  http://www.archives.gov/records_management/
  policy_and_guidance/nwm11_2003.html

• Expanding Acceptable Transfer Requirements: Transfer Instructions for Existing Permanent Electronic Records Scanned Images of Textual Records, December 23, 2002
  http://www.archives.gov/records_management/
  policy_and_guidance/nwm02_2003.html

• Expanding Acceptable Transfer Requirements: Transfer Instructions for Existing Email Messages with Attachments, September 30, 2002
  http://www.archives.gov/records_management/
  policy_and_guidance/nwm24_2002.html

• Electronic Records Archives Program
  http://www.archives.gov/electronic_records_
  archives/index.html

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Electronic Recordkeeping Systems

• Evaluating Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) Applications (PDF 1MB)
• Endorsement of DoD Electronic Records Management Application (RMA) Design Criteria Standard, version 2, January 15, 2003 http://www.archives.gov/records_management
  /policy_and_guidance/bulletin_2003_03.html

• Department of Defense, DoD 5015.2 Standard for Electronic Records Management Application (RMA) Certification Testing
  http://jitc.fhu.disa.mil/recmgt

• What is Electronic Recordkeeping [ERK], March 27, 2000 http://www.archives.gov/records
  _management/policy_and_guidance/what_is
  _electronic_recordkeeping.html

• Typical Records Management [RM] Functions and Typical RM Program Activities, October 11, 2000 http://www.archives.gov/records_management
  /policy_and_guidance/functions_and_activities.html

• Examples of System Functions for Electronic Recordkeeping (ERK) and Electronic Records Management (ERM), October 11, 2000 http://www.archives.gov/records_management
  /policy_and_guidance/examples
  _system_functions.html

• Analysis of Costs and Benefits for ERM/ERK Projects, October 11, 2000 http://www.archives.gov/records_management
  /policy_and_guidance/costs_and
  _benefits_erm_erk.html

• Preliminary Planning for Electronic Recordkeeping: Checklist for IT Staff, November 30, 1999 http://www.archives.gov/records_management
  /policy_and_guidance/electronic_
  recordkeeping_checklist

• Preliminary Planning for Electronic Recordkeeping: Checklist for RM Staff, November 30, 1999 http://www.archives.gov/records_management
  /policy_and_guidance/preliminary
  _planning_checklist.html

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  On-Line Records Management Tutorials
  and Publications

• Records Management Self-Evaluation Guide: 2001 Web Edition The National Archives and Records Administration (NARA) developed this self-evaluation guide for Federal agencies to use as an overview of the basic components of a records management program. This guide is provided to help agencies in implementing the requirement to conduct self-evaluations (36 CFR 1220.42). http://www.archives.gov/records_management/
  publications/records_management_
  self_evaluation_guide.html

• Disposition of Federal Records - A Records Management Handbook. NARA explains how to establish, manage, and operate a records disposition program within a Federal agency. http://www.archives.gov/records_management/
  publications/disposition_of_federal_records/

• Moving? Consolidating? Reorganizing? NARA guidance for safeguarding the records and other documentary materials under your control as agencies consolidate, eliminate, reorganize, or transfer programs and activities. http://www.archives.gov/records_management/
  publications/moving_consolidating
  _reorganizing.html

• Managing Audiovisual Records. NARA guidance for records officers and individuals responsible for the creation, maintenance, and use of audiovisual records and, second, other administrative officials responsible for the integration of audiovisual records into records and information resources management programs. http://www.archives.gov/records_management/
  publications/managing_audiovisual_records.html

• Preparing for a Records Audit. A step-by-step introduction to preparing your records for official audit.

• Finding and Handling Information. An informal three-part tutorial on why records management has to be done, how to do it, and where to get information and training.

• Tackling and Taming the Paperwork Monster. An informal step-by-step guide to organizing your information.

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Records for Senior Officials

• Documenting Your Public Service. NARA provides high-level Government officials with basic information to enable them to distinguish Federal records from other documentary materials, including personal files. http://www.archives.gov/records_management/
  publications/documenting_your_public_service.html

• Personal Papers of Executive Branch Officials, A summary of records guidelines for Senior Officials.

• Preparing the Official Records of Executive Officials. Guidelines for preparing the official records of Senior Officials for review by the National Archives and Records Administration.

Vital Records and Disaster Recovery

• Vital Records and Records Disaster Mitigation and Recovery: An Instructional Guide. NARA guidance on establishing and managing a Vital Records Program in Federal agencies. http://www.archives.gov/records_management/
  initiatives/vital_records_and
  _disaster_recovery.html

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  Records Management Position Descriptions

• Agency Records Officer creates policies and procedures for managing agency records. They control, organize, direct, and trains records management staff to achieve agency information resources goals and objectives. Agency Records Officers coordinate and promote records management programs with program officials, information resource managers, and senior agency management.

• Agency Files Custodian provides records management support services, and work with the Agency Records Officers and other Records Liaisons Officers on special projects and initiatives to improve the management of records.

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  Quick Location of General Record
  Schedules Retention Instructions

1. Click on http://ardor.nara.gov/grs/grssubj.html
2. Click on the alphabet letter that matches the first letter of your topic.
3. The subject listing will show two numbers following the topic. The first number is the General Records Schedule (GRS). The second number is the Item Number within that GRS.
4. Hit your back arrow twice to return to the listing of schedules, and click on the appropriate schedule.

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  USDA Records Management Program - Links

• Federal Information and Records Management (FIRM) Council
  http://pages.zdnet.com/firmweb/federal_records/

• Association of Records Managers and Administrators (ARMA) / http://www.arma.org

• National Archives and Records Administration (NARA) http://www.archives.gov/records
  _management/index.html

• Federal CIO Council's Knowledge Management Web Site http://www.KM.GOV

• Training opportunities, professional contacts and contractors, job opportunities. ARMA - Greater Washington, DC Chapter
  http://www.armamar.org/gwdc/

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We welcome your comments and suggestions about these pages. For information related to the USDA Records Management Program, please contact Colleen Snyder.

http://www.ocio.usda.gov/records/tools_records.html