Records Managers

NARA Electronic Records Management (ERM) Guidance on the Web

ATTENTION! This page has been superseded. The information listed below is no longer accurate. For NARA's current guidance please visit www.archives.gov/records-mgmt/policy/transfer-guidance.html. Please note that this page is available only as a technical and historical reference. This site will eventually be removed.

Media Neutral Records Guidance

FAQs About Media Neutral Schedule Items

http://www.archives.gov/records-mgmt/faqs/media-neutral.html

NARA Bulletin 2010-04, Guidance Concerning Notifications for Previously Scheduled Permanent Records

This bulletin addresses the use of notifications when an agency implements electronic recordkeeping for records covered by a previously approved permanent schedule item. This bulletin also provides guidance to agencies concerning the disposal of original hard copy records that have been converted to an electronic format (e.g., by scanning).
http://www.archives.gov/records-mgmt/bulletins/2010/2010-04.html

Media Neutral Forms

This section has been superseded. See the "Attention" notification at the top of the page.

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Federal Docket Management System (FDMS)

Federal Docket Management System (FDMS) FAQ

This FAQ provides guidance on managing and scheduling rulemaking records when agencies convert from a paper-based recordkeeping system to the FDMS electronic recordkeeping system. This guidance was produced in cooperation with the E-Government eRulemaking Program.
http://www.archives.gov/records-mgmt/faqs/fdms-faq.pdf

To learn more about FDMS visit their web site at http://knowledgenet.erulemaking.net/resourcecenter/.

Records Management Profile

Federal Enterprise Architecture (FEA) Records Management Profile, version 1.0

Establishing a Records Management (RM) Profile in the Federal Enterprise Architecture (FEA) provides agency decision- makers with a framework for incorporating statutory records management requirements and sound records management principles seamlessly into agency work processes, enterprise architectures, and information systems.
http://www.archives.gov/records-mgmt/policy/rm-profile.html

Federal Enterprise Architecture (FEA) Records Management Profile:
Electronic Records Management and Recordkeeping Requirements Checklists

These three checklists, developed in partnership with the Department of Treasury, the Department of Interior, and NARA, are designed to assist agencies in embedding records management and electronic recordkeeping requirements into their business processes and the Federal Enterprise Architecture program.

Systems Development Life Cycle (SDLC) checklist

Capital Planning and Investment Control (CPIC) checklist

Business Process Design (BPD) checklist

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ERM E-Gov Initiative

Recommended Practice: Analysis of Lessons Learned for Enterprise-wide ERM Projects

Analyzes the experience of managers who have been involved in ERM projects, summarizing their accumulated knowledge of factors that can promote successful implementation and identifying the barriers that can impede the progress of enterprise-wide installation.
http://www.archives.gov/records-mgmt
/policy/lessons-learned.html

Recommended Practice: Developing and Implementing an Enterprise-wide Electronic Records Management (ERM) Proof of Concept Pilot

Applies the principles and "best practices" of IT project management to a proof of concept demonstration pilot for ERM whose purpose is to assess whether the solution should be deployed agency-wide.
http://www.archives.gov/records-mgmt
/policy/pilot-guidance.html

Guidance for Building an Effective Enterprise-wide Electronic Records Management (ERM) Governance Structure

Defines governance and its importance to the success of IT, the purpose and function of that governance, how project-specific governance (such as those instituted for enterprise-wide ERM) fits within and alongside other established governance structures, and the risks attendant in the absence of good governance.
http://www.archives.gov/records-mgmt
/policy/governance-guidance.html

Recommended Practice: Evaluating Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) Applications

Summarizes the Environmental Protection Agency's (EPA) experience identifying the COTS products that would best meet the needs of agency staff for both Electronic Document Management (EDM) and Electronic Records Management (ERM).
http://www.archives.gov/records-mgmt
/policy/cots-eval-guidance.html

Guidance for Coordinating the Evaluation of Capital Planning and Investment Control (CPIC) Proposals for ERM Applications

Provides a set of decision points to help determine if office-specific ERM systems should be funded independently or integrated with an agency's enterprise-wide ERM system.
http://www.archives.gov/records-mgmt
/policy/cpic-guidance.html

Electronic Records Management Guidance on Methodology for Determining Agency-unique Requirements

Provides a step-by-step approach to identifying and defining agency specific system requirements as building blocks for agency ERM systems.
http://www.archives.gov/records-mgmt/policy/requirements-guidance.html

Electronic Information Management Standards - DoD 5015.2

DoD Standard 5015.2 - http://jitc.fhu.disa.mil/recmgt/standards.html
NARA Endorses the Federal-wide adoption of the DoD 5015.2-STD
http://www.archives.gov/records-mgmt/bulletins/2003/2003-03.html

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Expanding Acceptable Transfer Requirements: Transfer Instructions for Existing E-mail Messages with Attachments

Specifies requirements for transferring existing permanent e-mail messages and their attachments to NARA.
http://www.archives.gov/records-mgmt/initiatives/email-attachments.html

Expanding Acceptable Transfer Requirements: Transfer Instructions for Existing Permanent Electronic Records Scanned Images of Textual Records

Specifies requirements for transferring existing permanent scanned images to NARA.
http://www.archives.gov/records-mgmt/initiatives/scanned-textual.html

Expanding Acceptable Transfer Requirements: Transfer Instructions for Permanent Electronic Records DIGITAL PHOTOGRAPHIC RECORDS

Specifies requirements for transferring permanent digital photographic records to NARA.
http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html

Expanding Acceptable Transfer Requirements: Transfer Instructions for Permanent Electronic Records RECORDS IN PORTABLE DOCUMENT FORMAT (PDF)

Specifies requirements for transferring permanent PDF records to NARA.
http://www.archives.gov/records-mgmt/initiatives/pdf-records.html

Expanding Acceptable Transfer Requirements: Transfer Instructions for Permanent Electronic Records DIGITAL GEOSPATIAL DATA RECORDS

Specifies requirements for transferring permanent digital geospatial data records to NARA.
http://www.archives.gov/records-mgmt/initiatives/digital-geospatial-data-records.html

Expanding Acceptable Transfer Requirements: Transfer Instructions for Permanent Electronic Records WEB CONTENT RECORDS

Specifies requirements for transferring permanent web content records to NARA.
http://www.archives.gov/records-mgmt/initiatives/web-content-records.html

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Guidance on transferring electronic records to NARA

Guidance on Transferring Electronic Records to NARA

General information and guidance on transferring electronic records to NARA.
http://www.archives.gov/records-mgmt/initiatives/erecords-information.html

Frequently Asked Questions (FAQs) about Transferring Permanent Records in PDF/A-1 to NARA

FAQs providing information on transfer requirements for PDF/A-1 files.
http://www.archives.gov/records-mgmt/initiatives/pdf-faq.html

Fast-track Guidance Products

Context for Electronic Records Management (ERM)

Specifies the records management and information technology [IT] terminology associated with Electronic Recordkeeping (ERK).
http://www.archives.gov/records-mgmt/initiatives/context-for-erm.html

What is Electronic Recordkeeping (ERK)

Presents high level discussions of what electronic recordkeeping [ERK] is in terms of architectures, objectives, and critical success factors.
http://www.archives.gov/records-mgmt/policy/prod1b.html

Why Federal Agencies Need to Move Toward Electronic Recordkeeping

Summarizes the statutory, legal, regulatory requirements plus internal reasons to move towards electronic recordkeeping (ERK).
http://www.archives.gov/records-mgmt/policy/prod1afn.html

Preliminary Planning for Electronic Recordkeeping: Checklist for IT Staff

Lists questions for IT staff to address before implementing an electronic recordkeeping system, and provides related guidance.
http://www.archives.gov/records-mgmt/policy/prod3rev.html

Preliminary Planning for Electronic Recordkeeping: Checklist for RM Staff

Identifies high-level issues that Records Officers need to consider before initiating any discussion about moving towards electronic recordkeeping.
http://www.archives.gov/records-mgmt/policy/prod4rev.html

Typical Records Management [RM] Functions and Typical RM Program Activities

Provides an overview of basic concepts about typical records management functions and overall records management program functions.
http://www.archives.gov/records-mgmt/policy/prod6a.html

Examples of System Functions for Electronic Recordkeeping (ERK) and Electronic Records Management (ERM)

Gives examples of detailed system functions that an ERKS or ERM system might need to perform in order to satisfy basic records management functions.
http://www.archives.gov/records-mgmt/policy/prod6b.html

Survey of Baseline Organizational Information

Provides a survey questionnaire for gathering baseline organizational information for developing records management system requirements or evaluating ERM and ERK solutions.
http://www.archives.gov/records-mgmt/policy/prod7.html

Analysis of Costs and Benefits for ERM/ERK Projects

Provides a guide to identify some typical cost categories and possible benefits of an existing RM system, or of the alternative ERM/ERK solutions.
http://www.archives.gov/records-mgmt/policy/prod8.html

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User Guide to Slide Presentation: Electronic Recordkeeping

A user's guide for Fast Track PowerPoint Briefings
http://www.archives.gov/records-mgmt/policy/guide.html

Long version of customizable Electronic Recordkeeping PowerPoint Presentation

Provides the longer version of a presentation that can be used in raising awareness about electronic recordkeeping as part of planning for such systems.
http://www.archives.gov/records-mgmt/policy/prod5a.html

Short version of customizable Electronic Recordkeeping PowerPoint Presentation

Provides a presentation that can be used in raising awareness about electronic recordkeeping as part of planning for such systems.
http://www.archives.gov/records-mgmt/policy/prod5b.html

Managing Web Records

NARA Guidance on Managing Web Records

Assists agency staff in properly managing web records.
http://www.archives.gov/records-mgmt/policy/managing-web-records-index.html

Implications of Recent Web Technologies for NARA Web Guidance

This document explores some of the applications that characterize the emerging web and their impact on records management.
http://www.archives.gov/records-mgmt/initiatives/web-tech.html

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NARA Guidance on Instant Messaging

Frequently asked questions about Instant Messaging

FAQs covering the definition and scheduling of Instant Messaging records.
http://www.archives.gov/records-mgmt/initiatives/im-faq.html

NARA Guidance on Digital Audio and Video Records

Frequently Asked Questions (FAQ) About Digital Audio and Video Records

This FAQ is provided to Federal agencies to assist them in meeting their records management responsibilities under 44 U.S.C. ch. 31. Agency records officers can use this FAQ as a technical resource in working with staff that create and manage digital audio and video records.
http://www.archives.gov/records-mgmt/initiatives/dav-faq.html

NARA Guidance on Optical Storage Media

Frequently Asked Questions (FAQs) about Optical Storage Media: Storing Temporary Records on CDs and DVDs

This FAQ is provided to Federal agencies to assist them in meeting their records management responsibilities under 44 U.S.C. ch. 31.
http://www.archives.gov/records-mgmt/initiatives/temp-opmedia-faq.html

Frequently Asked Questions About Optical Media

This set of Frequently Asked Questions provides a brief overview of optical media from a records management perspective.
http://www.archives.gov/records-mgmt/faqs/optical.html

NARA Guidance on Sustainable Formats for Electronic Records

Frequently Asked Questions (FAQs) About Selecting Sustainable Formats for Electronic Records

This FAQ is provided to Federal agencies to assist them in meeting their records management responsibilities under 44 U.S.C. Ch. 31. Agencies can use this information when selecting and implementing formats for long-term electronic records, and when business needs necessitate formats not specifically addressed by existing NARA guidance.
http://www.archives.gov/records-mgmt/initiatives/sustainable-faq.html

NARA Guidance on Electronic Signatures

Records Management Guidance For PKI-Unique Administrative Records

Provides detailed guidance on retaining and managing PKI-unique administrative records.
http://www.archives.gov/records-mgmt/policy/pki-guidance.html

Records Management Guidance for Agencies Implementing Electronic Signature Technologies

Discusses the records management principles that apply to electronic signature technology generally.
http://www.archives.gov/records-mgmt/policy/electronic-signature-technology.html

Records Management Guidance for PKI Digital Signature Authenticated and Secured Transaction Records

Provides records management guidance to Federal agencies for PKI digital signature authenticated and secured electronic transaction records.
http://www.archives.gov/records-mgmt/policy/pki.html

Nationwide Records Management Training

Describes NARA records management training available nationwide.
http://www.archives.gov/records-mgmt/training/training.html

Vital Records and Records Disaster Mitigation and Recovery

Addresses the identification and protection of records needed to conduct business under emergency operating conditions or to protect legal and financial rights.
http://www.archives.gov/records-mgmt/vital-records/recovery.html

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