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Governance and Information Management

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  1. Governance andInformation Management July 8, 2013

  2. Challenges • Establishing a trusted repository -- to store and preserve collections for the long term • Providing access – information is widely expected to be available online • Managing risks -- reduce data loss through digital preservation • Being efficiency – collaborate with others SERI - Governance Session

  3. Information Management Metadata (data about stuff) Submission (getting stuff in) Access ( getting stuff out) Repository (a safe place for stuff) SERI - Governance Session

  4. Data Repository Metadata (data about stuff) Submission (getting stuff in) Access (getting stuff out) Repository (a safe place for stuff) SERI - Governance Session

  5. Submission Metadata (data about stuff) Submission (getting stuff in) Access (getting stuff out) Repository (a safe place for stuff) SERI - Governance Session

  6. Information Management Metadata (data about stuff) Submission (getting stuff in) Access (getting stuff out) Repository (a safe place for stuff) SERI - Governance Session

  7. Information Management Metadata (data about stuff) Submission (getting stuff in) Access (getting stuff out) Repository (a safe place for stuff) SERI - Governance Session

  8. Producers and Consumers Producer Ingest Data Management Access Consumer Queries Content & Metadata Content & Metadata Validation Authentication, Indexing & Preservation Cataloging, Search Engine & Reference Tools Search Results Content & Metadata Queries Order Information Results Archival Storage Content & Metadata Storage Government Agencies & U.S. Congress End Users Staff Staff Trusted Repository

  9. Relationship  OAIS Producer Ingest Data Management Access Consumer Queries Content & Metadata Content & Metadata Validation Authentication, Indexing & Preservation Cataloging, Search Engine & Reference Tools Search Results Content & Metadata Queries Order Information Results SERI - Governance Session Archival Storage Content & Metadata Storage Government Agencies & U.S. Congress End Users Staff Staff Trusted Repository

  10. Governance • A governance framework reflects that information and preservation requires consistency and care across entire lifecycle  this can not be achieved in isolation! • Governance is a process by which • authority is assigned, • rules are made, and • these rules are enforced and modified as required.  • Thus, understanding governance requires an identification of both the rulers and the rules, as well as the various processes by which they are selected, defined. SERI - Governance Session

  11. Governance • Two dimensions of governance to consider Digital System IT governance process SERI - Governance Session Records State records governance process

  12. State Governance Process • Processes within a state to release records • Potential variables and watch points • Record schedules • Legal transfer of records to an archive • Location of records • Transferred or remain at agency SERI - Governance Session

  13. IT Governance • Maintaining the environment to manage electronic records • Infrastructure – on premise and/or cloud • Interfaces to the environment • Software license management • Application management SERI - Governance Session Question: who rules the electronic records system configuration? What is DOIT’s role?

  14. NARA’s IT Governance Steering Committee • Reviews investment associated with projects and programs • Ensures strategic alignment • Approves Information Systems projects Architecture Review • Responsible for business architecture and technical architecture • Manages systems and technologies throughout lifecycle SERI - Governance Session Requirements Group • Captures and prioritizes requirements based on business needs • Tracks progress toward delivering requirements Project Teams • Teams established to deliver approved projects and requirements

  15. Information Systems in a Big Data World

  16. Mike Washmichael.wash@nara.gov301.837.1992