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David Weinberg and Barbara Byers

David Weinberg and Barbara Byers. NARA Electronic Records Services: Meeting Customer Demand. RACO West  Denver CO  August 30, 2004. Electronic Records Services—Presentation Overview. Background Introduction Services Advantages. A solid history….

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David Weinberg and Barbara Byers

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  1. David Weinberg and Barbara Byers NARA Electronic Records Services: Meeting Customer Demand RACO West  Denver CO August 30, 2004

  2. Electronic Records Services—Presentation Overview • Background • Introduction • Services • Advantages

  3. A solid history… • Since the opening of the National Archives and Records Administration's first records center in 1950, NARA has provided quality records storage and servicing for agencies of the Federal government.

  4. …poised for the future • For years, NARA has been entrusted with protecting and preserving the information assets of the Federal Government. • Agency-wide, NARA is planning to continue this mission in the age of electronic records.

  5. Why Electronic Records Services? • Respond to customer needs • Full integration with ERA • Integral part of NARA’s suite of records management services RCP vision is to support agency needs and life cycle management of Federal records, now and in the future

  6. Initial customer targets Targeting those agency business operations with electronic records and information that are: • Maintained for more than 5 years • Vital e-records • Systems backup media

  7. Action Plan Identify and research potential e-record services What are Agency’s most pressing needs for e-services on inactive records? Plan and develop NARA RCP e-records services What level(s) of service are appropriate? Implement pilots to test e-record services Expand service to other sites

  8. e-Services to be investigated • Physical media storage • Conversion of analog records into e-records • Disaster recovery of vital records • Digital repository • Other services

  9. 2005 Initiatives(concurrent projects) • Implement two electronic media storage units • Document conversion • SmartScan electronic document delivery service • Market research for additional e-records services

  10. Electronic Media Storage Units • Shelve and store • in an environmentally controlled, specially equipped storage area • Service and Rotation • pick-up and delivery of e-media • Media refreshing

  11. Document Conversion Services • Convert paper records into scanned images • Possible related conversion services • create e-finding aids via expanded metadata • append converted record to existing e-index/metadata • create dissemination formats • perform optical character recognition (OCR) process

  12. SmartScan • Same day, electronic delivery of reference requests right to customer’s desktop via email

  13. RCP and ERA (Electronic Records Archives) • Within NARA, RCP will work w/ERA to ensure agencies’ needs are met for inactive records storage

  14. RCP Advantages for Agencies • Confidence that records are managed by NARA experts • Single source for paper and e-records services • Reduced risk of inaccessible records/ information • Confidence in continued authenticity of records • E-records are protected…

  15. RCP Advantages for Agencies, cont’d • Access to classified storage capacity • Automated application & lifting of freezes • Records are maintained to protect rights & accountability • Knowledge of and involvement with agencies in lifecycle management of e-records

  16. Advantages for NARA • Records are maintained to protect rights and accountability. • E-records are protected and more easily accessioned. • Knowledge of and involvement with agencies in life-cycle management of electronic records. • Enhance NARA’s leadership role in support of e-Gov and other initiatives…

  17. Advantages for NARA, cont’d • Assistance to agencies in using standard-compliant RMAs, which in turn supports ease of records preservation. • Reduce risk related to estrayed e-records. • Provides a staging area or “triage” for permanent records.

  18. Thank you! RCP Point of Contact: • David Weinberg, Director, RCP • david.weinberg@nara.gov • 301-837-3115 ERST Points of Contact • Barbara Byers, Senior Records Analyst • barbara.byers@nara.gov • 816 268-8033 • Karen Shaw, Senior Records Analyst • karen.shaw@nara.gov • 816 268 8034

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