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Electronic Federal Record Center Equivalent

President Obama stated, “The current federal records management system is based on an outdated approach involving paper and filing cabinets.” NARA suggested ideas about reducing unnecessary costs and burdens. Instead of each Agency spending staff resources and funds to develop and implement its own federally compliant electronic recordkeeping system, NARA should offer this as a service, like they do for our paper records via the Federal Records Center program. With today’s technologies and cloud storage capabilities, it makes economical and logical sense for NARA to provide a similar capability and service for our electronic records too.

This Federal repository would enable Agencies to transfer inactive records to a compliant recordkeeping system where they can be professionally managed by NARA in accordance with federal rules. Agencies would have direct on-line access to their business records in the FRC repository and be able to search and retrieve them when they need them.

The FRC repository could become an extension of the Agencies own business systems, i.e., their “archive” for less active business records. Using one of the many commercially available certified records management applications, NARA would be able to apply retention, perform disposition, manage litigation holds, and even provide automated tools or capabilities to support our eDiscovery needs.

Submitted by lifecycle 2 years ago

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  1. The idea was posted
    2 years ago

Comments (5)

  1. Seriously? Do you believe it would be beneficial to place ALL of the Federal Records from ALL Agencies and their Contractors into one large bucket?

    If you have followed what has happened to financial , medical, educational and other records belonging solely to single entities that are all placed into conglomerated sources when there is a data breach or a disaster or a server failure, you'd clearly understand this is a BAD idea!

    NARA's role is to manage PERMANENT Federal Records, the long time estimate of these is 2-3% of the records generated by Agencies. They have not even been able to demonstrate (after 3 attempts) that they can manage those effectively in the ERA and you think they should be taxed with the other 98%?

    2 years ago
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  2. NARA's Federal Records Centers Program has been working on a "compliant electronic recordkeeping system" as described above. In collaboration with a very active Federal partner, TRICARE Management Activity (TMA), NARA has been developing an Electronic Federal Records Center that offers storage and management services for digital records. When fully operational, the system would be compliant with DOD 5015.2 and accessible to authorized users via the web.

    The proof-of-concept and prototype phases are complete. Now NARA and TMA are testing the system's key functions (transfer, validation, ingest, index, and search) and working with users to establish workflows and refine the interface. During this phase NARA is also looking to reach out to other Federal agencies that might need help managing their digital records. Agencies interested in learning more can contact eFRC@nara.gov.

    2 years ago
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    1 Disagreed
    1. This TRICARE?

      http://www.govhealthit.com/news/lost-tricare-backup-tapes-could-expose-nearly-5-million-records

      Ironically they made this presentation in 2006 about the importance of properly protecting records

      http://www.tricare.mil/tma/privacy/downloads/Joint%20Veterans%20Affairs_2006%20AHIMA.pdf

      "Proof-of-concept"?? I think not...

      2 years ago
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      0 Disagreed
  3. the centrailized concept allows for better knowledge management and analytics. Agencies could still callsify certain information as confidential or private, but the majority of the info would be available for sharing between agencies. Federal-wide classifications already exist.

    However, this concept does ont negate the need for customized info mgt strategfies for each agency. NAFA could play am important role in helping agencies develop a strategy that reflects their individual needs and environment.

    2 years ago
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  4. NARA has been working on a very similar concept for some time. It hasn't been very successful, yet. Mostly, this is due to the technical challenge if such a large application being managed by an agency that does not have afequate technical staff. The money is huge, and you can't just hand the work off; contractor corporations have a different agenda than government and you need skilled people to make sure they don't "drift" off the target.

    2 years ago
    0 Agreed
    0 Disagreed