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NARA 101, PART 11. Business Support Services

ORGANIZATION

1. Executive for Business Support Services

Ensures that accountable, world-class customer service is provided to NARA units nationwide.
Ensures the operation and maintenance of NARA facilities.
Provides executive guidance regarding facility repairs and restoration; facility management of the National Archives Building and the National Archives at College Park, including operations, maintenance, repair, improvement, preservation, and restoration; and improvement, preservation, and restoration of Presidential libraries and other NARA-owned facilities.
Provides executive guidance on the acquisition of land and space planning and utilization; acquisition and consolidation of NARA-leased and owned space, and GSA- owned/leased space; and requirements development, and design and construction of NARA facilities.
Serves as the Designated Agency Safety and Health Official.
Serves as the NARA Chief Security Officer (CSO) and provides executive guidance to managers of NARA’s information, personnel, safety, and physical security programs.
Serves as the Senior Preservation Policy Official for Historic Properties. The Deputy Executive for Business Support Services serves as the NARA Federal Preservation Officer for Historic Properties (FPO).
Serves as the Agency Continuity Coordinator.
Serves as the Senior Real Property Officer.
Makes recommendations to the Archivist regarding allocation and assignment of office and program spaces for Washington-area facilities, including space configuration (e.g. size of offices and work areas), use, and physical moves of offices or units therein.
Ensures the creation and maintenance of an effective and easy-to-use service request system, operated by staff nationwide and, in particular, consultation staff working in the Business Support Services office, into which staff may submit internal service requests, check the status of requests, understand the reason(s) for delays, and request trouble resolution. Ensures that this process fosters transparency and that Business Support Services resources are effectively applied, ensuring responsiveness in addressing customer needs.
Ensures that the “open NARA” principle of seeking input and participation from stakeholders and customers (internal and external) is actively pursued, and that the input is considered in making decisions.
Ensures service coordination and direction by consulting and collaborating with staff, managers, and colleague executives across NARA, as well as the Chief of Management and Administration, Chief Operating Officer, the Deputy Archivist, and the Archivist, to identify and address building infrastructure, property, safety, and security needs, and to continually improve processes that deliver support services nationwide. Evaluates feedback from key subordinates and considers evaluation reports from the Government Accountability Office (GAO), NARA’s Inspector General (OIG), the Office of Management and Budget (OMB), and other relevant bodies.
Participates in NARA executive teams, shaping NARA’s strategic direction and producing practical and creative high-level approaches to address related matters such as: agency-wide aligned outcomes/goals and priorities, customer- and stakeholder-focused needs and expectations, internal change management, employee satisfaction, outreach and relationship-building, “one-voice” communication, and problem resolution.

2. Resource Management Staff

Provides administrative planning and management for Business Support Services including developing and analyzing policy, directives, and communications. Coordinates and prepares comments on draft NARA directives, regulations proposed by other Federal agencies, and pending legislation.
Assists Business Support Services staff in preparing and coordinating NARA internal directives, communications, and regulations establishing NARA-wide financial, acquisition, security, property, space, and storage matters. Assists NARA field units preparing local implementing directives and procedures.
Coordinates responses to internal-NARA and external requests for information about Business Support Services, and as directed, responses to requests for information about these programs.
Manages the audit resolution and remediation programs for Business Support Services including coordinating responses to audit recommendations of the NARA OIG, GAO, and other audit entities concerning Business Support Services functions. Monitors resolution activities by Business Support Services units, and reports status to the NARA audit resolution official.
Monitors status of remedial actions of other NARA units in response to recommendations concerning security, building condition, access, emergency management, and workplace safety made by Business Support Services inspectors.
Provides financial planning and management for Business Support Services including developing, tracking, and analyzing the operating budget and travel funds, coordinating action steps, performing ongoing reviews, and adjustments.
Provides human resource planning and management for Business Support Services by coordinating Office-wide employee engagement initiatives and workforce planning efforts; ensuring performance management activities are completed in accordance with NARA policy; and effectively communicating management decisions to the proper stakeholders.
Manages and analyzes NARA’s 311 internal service program. Provides assistance to staff by coordinating with units NARA-wide to resolve service requests. Service requests are assigned, tracked, and monitored for accuracy and completeness.
Manages Business Support Services internal controls program and ensures consistency with laws, regulations, OMB guidance, and policies governing NARA management control processes.

3. Real Property Planning

Inspects, or arranges for contractor inspection of facilities for the storage of Federal records as required by NARA 1310, Review of Agency Records Storage Facilities, and makes recommendations on agency requests.
Conducts storage capacity studies for records and artifacts at NARA locations nationwide.
Identifies and proposes storage solutions to better serve customers and to save resources.
Performs project management, or assists project managers in program areas or Facilities and Property, in implementing storage solutions.
Maintains central registry of facilities approved for storing Federal records.
Plans for and manages the agency’s real property assets including the acquisition, utilization, exchange, disposal, accountability, and control of all real property assets.
Plans and manages the security and facility systems life-cycle.
Acts on requests to approve facilities for the storage of Federal records made in accordance with 36 CFR 1234.

4. Field Support Management

Collaborates with managers and staff in Agency Services, Research Services, and/or Legislative Archives, Presidential Libraries, and Museum Services, and colleague managers and staff in the Office of the Chief of Management and Administration to ensure adequate, safe, secure infrastructure and administrative services; provides input to colleague staff and managers in the Office of the Chief of Management and Administration to ensure that staff and programs in the field receive needed assistance; guides and assists field and Presidential library staff and managers in obtaining administrative services.
Provides expert resource management and administrative services at field locations, including administering NARA systems for:
1. Financial management and purchasing, including preparing expenditure plans for field offices as assigned, controlling expenditures within the authorized budget, and determining the need for additional financial and personnel resources;
2. Facility management, including building maintenance, repair and building improvement projects, records storage and office space management, health and safety programs, and integrated pest management;
3. Physical security, including security monitoring and access control systems, Homeland Security Presidential Directive (HSPD) 12 credentialing, and key control;
4. Personal property and fleet management, as well as records and property transportation, as requested;
5. When designated, continuity operations and emergency response, including continuity planning, testing, training and exercising; and developing and administering occupant emergency, records emergency, pandemic, and related plans and operations; and ensuring the continued performance of essential functions during emergencies; and
6. Human capital management, including on-boarding of new employees; maintaining staffing plans; performing timekeeping functions, as assigned; and participating in the recruitment and hiring of operational staff and managers, as requested.
Serves as project and/or team leader for special, short-, or long-term projects, whose scope of which may be considerably complexity and/or broad. As a project leader, independently plans and coordinates the team's efforts, and serves as the chief analyst in carrying out assigned projects. Participates in field and national business support planning meetings, traveling as required.
Recommends actions to improve the administration, management, and operations of business support services practices, locally or nationally. May participate in program reviews and audits.

5. Security Management

Serves as the Agency Security Officer and provides technical advice to the Chief Security Officer.
Serves as the Senior Safety and Health Official for all NARA-occupied facilities.
1. Serves as the Designated Agency Safety and Health Official’s (DASHO) OSHA technical advisor, through the OSHA Program Manager.
2. Develops and administers agency-wide policies to ensure healthy and safe working conditions in conjunction with the NARA National Safety and Health Committee. Inspects NARA worksites for compliance with OSHA and other standards governing workplace health and safety. Prepares periodic reports to the Department of Labor and other entities concerning NARA policies and performance.
Provides technical advice to the Agency Continuity Coordinator and directs development and administration of plans for the continued performance of essential functions at all NARA facilities during agency or national emergencies that disrupt normal operations. This includes regularly scheduled testing, training, and exercising of NARA personnel, equipment, systems, processes and procedures used to support NARA during extended periods of emergency operations. Prepares periodic reports to and ensures NARA’s participation with the Department of Homeland Security and other entities concerning NARA policies and performance.
Develops and administers NARA personnel security policies; oversees position risk designations for sensitivity and access requirements for federal employees in conjunction with the Human Capital Officer; collects information for background investigations, makes suitability and security clearance determinations; grants, suspends or revokes security clearances and maintains records of clearances granted by NARA and other Federal agencies.
Develops and administers NARA internal procedures and guidelines implementing the information security requirements of Executive orders, agencies’ regulations, and law for safeguarding and declassifying classified National Security Information (NSI) that requires protection against unauthorized disclosure in the interest of national security according to Executive Order (E.O.) 13526, controlling staff access to the same under E.O. 12968 or E.O. 12829 for contractor access under the Industrial Security Program, and declassifying the information under proper authority when continued classification is no longer necessary. Affected materials include but are not limited to NARA records, regardless or media, such as operational records, accessioned records, donated historical materials, any records transferred to NARA archival facilities or records centers whether in the legal or physical custody of NARA, and information generated by NARA.
Develops and administers NARA internal procedures and guidelines implementing Interagency Security Committee (ISC) physical security requirements in accordance with Executive Order 12977, as amended, and agencies’ regulations for the protection of agency facilities and occupants. Makes Facility Security Level (FSL) determinations for each NARA facility to form a basis for minimum security requirements. Furthermore, in conjunction with the Facilities and Property Management, inspects NARA-occupied facilities, or reviews contractor-prepared inspection reports, to assess compliance with NARA security and facility standards regulations, the regulations of the Occupational Safety and Health Administration (OSHA), the Architectural Barriers Act of 1968, as amended, the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Amendments Act of 2008. Prepares or evaluates reports of findings, and recommends and negotiates appropriate remedial measures. Also conducts reviews of new construction and renovation project specifications to ensure compliance with physical security standards to include oversight of security system installations.
In conjunction with the Business Support Services’ Resource Management Staff, assists other NARA units to prepare local directives implementing physical, information, and personnel security, comprehensive management program and workplace safety and access requirements. Recommends the Executive’s concurrence of final directives.
Establishes and maintains agreements and cooperative relationships with Federal, state, and local law enforcement and investigative agencies nationwide to enhance the security of NARA-owned and -occupied facilities through intelligence-gathering activities.
Establishes security measures for NARA materials in transit, and coordinates security arrangements with carriers, at transfer sites, and with Federal, state, and local law enforcement.
Manages the NARA-wide implementation of facility access in accordance with HSPD-12. Manages the intrusion detection, access control, closed-circuit television, and security communications systems in the National Archives Building and in the National Archives at College Park. Issues and controls access credentials/keys for NARA employees, volunteers, visitors, and contractors at the National Archives Building and the National Archives at College Park.
Administers the parking program at the National Archives at College Park and the National Archives Building.
Acts as Contracting Officer’s Representative for security force contract for National Archives at College Park and the National Archives Building. Provides technical oversight, assistance and support regarding security force contracts held at other NARA facilities.

6. Facility and Property Management

Division-level functions.
1. Manages the nationwide Energy Conservation Program and Environmental Programs at all NARA-owned facilities, ensuring compliance with all current laws, regulations, and Executive Orders.
2. Administrative Support Services.
  1. Administers the nationwide mail management program and distributes forms and other printed material intended for staff use.
  2. Performs quality assurance functions and monitors performance of assigned contracts (e.g., Child Care Center, the Cafeteria, and convenience store at the National Archives at College Park, the Charters Café at Archives I)
  3. Administers the NARA nationwide public transit subsidy program.
  4. Prepares and administers the facilities representational budget.
  5. Coordinates planning and scheduling of meeting space and equipment use, and building services with the Office of the Chief of Staff, Research Services, Agency Services, and Legislative Archives, Presidential Libraries, and Museum Services.
  6. For the lecture rooms, all public-use areas and rooms 4340 and 5220 of the National Archives at College Park, performs the following functions:
    1. Recommends acceptance or rejection of requests by non-NARA groups to use the rooms.
    2. Schedules use of the rooms by NARA and non-NARA groups.
    3. Serves as the agency liaison, and provides, arranges for, or approves all logistical support for events sponsored or cosponsored by NARA and non-NARA groups.
    4. Maintains and schedules use of audiovisual equipment, and provides audiovisual services.
    5. Configures rooms to fit sponsors’ requirements.
    6. Develops the cost for staging events and works with the National Archives Trust Fund to establish the appropriate fee or donation.
    7. Approves and controls placement/hanging and duration of signs, posters and other items in lobbies and public bulletin boards.
  7. Administers and coordinates the activities of the National Archives Recreation Association.
3. Personal Property, Transportation and Shipping Services.
  1. Directs the nationwide property management program through oversight of property accountable officers; develops, implements, and enforces all necessary policies and procedures to properly manage, safeguard, and account for Government property.
  2. Maintains a warehouse management and control system, including a store of property, supplies, and other materiel on hand for distribution to NARA units in the Washington, DC, area.
  3. Administers the nationwide Transportation and Fleet Management Programs. Provides local transportation and hauling services in the Washington, DC, area.
Space Planning and Projects
1. Administers the NARA nationwide space-planning program. Conducts or evaluates contractor-prepared, facility condition reports and other studies and analysis of alternatives to advise NARA officials concerning possible consolidation, release, or acquisition of space.
2. Evaluates and makes recommendations concerning requests for new space and as Contracting Officer, prepares or approves contractor-prepared acquisition documents, solicits bids and proposals, and awards contracts, or prepares and recommends approval of Standard Forms 81, Request for Space, and associated statements of work and reimbursable work authorizations. Negotiates leases of facilities to store Federal records or to meet other NARA requirements.
3. Under the direction of the Chief Acquisition Officer, contracts for architectural, engineering, and construction services for all construction, renovation, and restoration projects at NARA-owned facilities. Prepares or approves contractor-prepared acquisition documents, solicits bids and proposals, and awards contracts within the limits of the Contracting Officer’s warrant. Inspects, or arranges for contractor inspection of all projects, except those at the National Archives Building and National Archives at College Park, unless otherwise directed by the Executive for Business Support Services.
4. In conjunction with Security Management, inspects NARA-occupied facilities, or reviews contractor-prepared reports of inspections, to assess compliance with the facility-related regulations of OSHA, the Architectural Barriers Act of 1968, as amended, the Rehabilitation Act of 1973, as amended, the Americans with Disabilities Act of 1990, and with NARA security and facility regulations. Prepares reports of findings and recommends, and negotiates appropriate remedial measures.
5. In coordination with other NARA offices and standards-setting organizations, establishes design standards for storage facilities for Federal records, Presidential records, and artifacts.
6. Upon request, furnishes professional and technical advice on the design and construction of record storage facilities.
7. Makes final recommendations regarding the design, construction, purchase, and leasing of buildings used by NARA for the storage of records of Federal Agencies, including buildings operated by Agency Services or Research Services as Federal or National records centers or regional archives, respectively.
8. Makes final recommendations regarding the purchase of real property needed to support the activities in (8) above, in accordance with congressional authority to purchase.
9. Ensures compliance by NARA with requirements of National Environmental Policy Act (NEPA) and National Historical Preservation Act (NHPA).
Facilities and Property

Administers the facilities management programs for the National Archives Building and the National Archives at College Park, manages the day-to-day operations of the two facilities, and administers the local continuity of operations plan. Staffs within the office of the director perform the following functions.
1. Administers the facilities management programs for the National Archives Building and the National Archives at College Park, and oversees the day- to-day operations of the facilities through staffs at each facility.
  1. National Archives Building Facilities Management Administers the National Archives Building facilities management contract; maintains space assignment records; develops contract specifications, oversees all repairs, renovations, and alterations to the building, and oversees the day-to-day operations of the building to include the occupant emergency plans.
  2. National Archives at College Park Facilities Management. Administers the National Archives at College Park facilities management contract; maintains space assignment records; develops contract specifications, oversees all repairs, renovations, and alterations at the facility, and oversees the day-to-day operations of the facility to include the occupant emergency plans.
2. Prepares plans and estimates regarding the allocation and assignment of office and program spaces for Washington-area facilities, including space configuration (e.g. size of offices and work areas), use, costs, and physical moves of offices or units; implements decision of the Archivist and Executive for Business Support Services regarding space allocation and assignment.

DELEGATION OF AUTHORITIES

Authorities Delegated to Business Support Services by the Archivist

7. Authorities Retained by the Executive, Business Support Services

Determine the allocation and assignment of office and program spaces for Washington-area facilities and makes recommendations regarding same to the Archivist. The Archivist retains the authority to allocate and assign space.
Serve as the Senior Preservation Policy Official and makes decisions, determinations, and recommendations as required by same.
Sign occupancy agreements for GSA leases.
Concurs on Findings of No Significant Impact (FONSIs) to be issued in accordance with NEPA.
Serve as the Designated Agency Senior Safety and Health Official (29 U.S.C. 668, E.O. 12196 and 29 CFR 1960.6).
Serve as the designated agency official to direct and administer the Classified Security Information under E.O. 13526.
Serve as the Senior Real Property Officer (OMB M-18-21).

8. Chief Facilities Engineer and Operations Manager (Deputy Executive, Business Support Services)

Serve as the Federal Preservation Officer and make decisions, determinations, and recommendations as required by same. This authority may not be redelegated.
Approve expenditures for additions, improvements, alterations, or preservation of all NARA-leased, -owned, or -operated facilities (44 U.S.C. 2112(a)(1), 2903). This authority may not be redelegated. Contract awards are subject to contracting officer's warrant limit.
Serve as the advocate for competition (41 U.S.C. 1705). Decisions are subject to concurrence of NGC. The Chief of Staff for Agency Services is the alternative advocate and acts as the advocate for competition when the Chief Facilities Engineer is actively participating in procurement or the administration of a contract, or is otherwise unavailable to serve as the advocate in a specific instance.

9. Facilities management

Develop and maintain architectural and design standards applicable to all NARA- owned or -leased space, or to a facility and equipment offered as a gift to the United States or made available without transfer of title for the purpose of creating a Presidential archival depository (44 U.S.C. 2112(a)(2), and 2903). This authority is delegated to the Facilities and Property Management Division and may be redelegated to the Space Planning and Projects Branch. Promulgation of new or revised standards is subject to approval by the Archivist and, in the case of Presidential archival depository standards, concurrence by the Executive for Legislative Archives, Presidential Libraries, and Museum Services.
Determine that a facility and equipment offered as a gift to the United States for the purpose of creating a Presidential archival depository or that a physical or material change or addition to a Presidential archival depository complies with the architectural and design standards promulgated by NARA (44 U.S.C. 2112(a)(3)(G), (4)(F)). This authority is delegated to the Facilities and Property Management Division and may be redelegated to the Space Planning and Projects Branch, and may not be redelegated further. Certification of findings and determinations is retained by the Archivist, and the concurrence of the General Counsel and the Executive for Legislative Archives, Presidential Libraries, and Museum Services is required.
Design, construct, purchase, and lease land and buildings for storage of Federal records (44 U.S.C. 2903, 41 U.S.C. 14). This authority is delegated to the Facilities and Property Management Division and redelegated to the Space Planning and Projects Branch, and may not be redelegated. Purchase authority is limited to situations where Congress has authorized the purchase of real property.
Recommend a decision to design, construct, purchase, and lease land and buildings for storage of Federal records (44 U.S.C. 2903, 41 U.S.C. 14). This authority is delegated to the Facilities and Property Management Division and redelegated to the Space Planning and Projects Branch, and may not be redelegated. Decisions regarding purchases are limited to situations where Congress has authorized the purchase of real property.
Decide on requests made by Federal agencies concerning approval of facilities for the storage of Federal records (44 U.S.C. 3103, 36 CFR 1234, and NARA 1310). This authority is redelegated to the Facilities and Property Management Division.
Serve as the Chief Sustainability Officer (E.O. 13834). This authority is delegated to the Facilities and Property Management Division Director. If this individual is not paid at or above the level set by E.O. 13834, Sec. 7 (a) this authority is delegated to the Chief Facilities Engineer and Operations Manager (Deputy Executive, Business Support Services) or the Executive for Business Support Services.

10. Security Management

Establish and maintain an effective program to ensure that access to classified information by each employee is clearly consistent with the interests of the national security (E.O. 13526 of January 5, 2010, sec.4.2, and EO. 12968 of August 2, 1995, sec.6.1(a)). This authority is redelegated to the Security Management Division.
Establish and maintain an effective program to ensure that classified national security information is properly safeguarded and declassified in accordance with Executive order and law (E.O. 13526, Parts 3 and 4). This authority is redelegated to the Security Management Division.
Develop and administer the program for the efficient operation of all NARA- occupied facilities in an emergency, including the self-protection program for civil defense, fire prevention, and building safety (44 U.S.C. 2903; E.O. 12656 [November 18, 1988], Assignment of Emergency Preparedness Responsibilities; Federal Continuity Directive 1 (FCD-1) Federal Executive Branch National Continuity Program Requirements; and National Security Presidential Directive (NSPD) 51, HSPD 20, National Continuity Policy). This authority is redelegated to the Security Management Division.
Establish and administer an effective Industrial Security Program (E.O. 12829 of January 8, 1993). This authority is redelegated to the Security Management Division.

11. General Administration

Accept and use voluntary and uncompensated personal services for NARA (44 U.S.C. 2105(d)). This authority is redelegated to unit heads.
Accept orders from other departments, establishments, bureaus, or offices for materials, supplies, equipment, work, or service pursuant to the Economy Act (31 U.S.C. 1535), and make agreements as to cost adjustments in connection therewith.

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