Virtual BRIDG 23 June 2020 FINAL

morning everyone thank you for joining us today for our first ever 100% virtual bridge meeting I'm Patti means a member of the record management training program and I'll be the moderator for today's event we're hosting this bridge meeting today using Adobe Connect and I'd like to take a few moments to discuss the functionality of the Adobe Connect tool please remember to mute your speakers or phone line and if you're dialed in this will eliminate any background noise so remember to mute your speakers or phone line Adobe Connect is a web-based platform and it works best on a chrome brow browser also please remember that this presentation is outgoing audio only you'll have the ability to ask questions during the Q&A sessions for each speaker via a written chat box that will appear at the end of their presentation and if at any point you're experiencing technical difficulties please email us at our mt1 at nara Daka and we'll be happy to assist you and I'll repeat that email us at our mt1 at nara dot gov if you have any technical difficulties now i'm going to turn the mic over to our producer Jonathan marker to discuss the handling of questions for the live Q&A session after each presentation Jonathan Thank You patty good morning everyone I'm Jonathan marker and I'll be monitoring the chat feature in Adobe Connect to field questions from the audience for each presenter to answer in the Q&A session when you ask your question please tell us who you are and what agency you're from if you are not able to ask your question during an individual Q&A session you can ask it in the general Q&A after the presentations have been completed the general QA he's also be sure to identify to which presenter the question is directed now I'm going to hand it off the paddy and get the presentations going thanks Jonathan okay ladies and gentlemen please welcome our first presenter Lawrence Brewer chief records officer for the United States government Lauren thanks Patti and good morning everyone I'd like to start things off today with my own welcome to all of you for joining us today I know we were reaching capacity if we haven't already recent we're looking to see what we can do about that but we found and I'm sure you all have as well as like those we're all working at home full-time the ability to enjoy webinars and engage with others and colleagues has really increased so I'm not surprised at all we're gonna see what we can do if anything but I wanted to thank everyone for joining and I really want to thank all of the Nara staff who have been working behind the scenes to help us pull off this all virtual meeting one of the things that I have learned is that it is significantly more complex to pull off a virtual meeting that it is a face-to-face and I don't know if it's just because we had been doing these bridge meetings in McGowan for so many years that we had gotten to down paths but there's a lot of coordination and a lot of work behind the scenes to make sure that we can bring you this event and do it as smoothly as we can so just wanted to thank everybody for providing that support and just wanted to let you all know that we're going to do our best to keep things running along smoothly but if we do hit some bumps along the way hopefully you'll bear with us so before we get to some announcements that I have and want is to take a quick look at the agenda so if we could flip to the agenda slide so I do have a couple of announcements I will cover and then Gordon is going to bring us a federal wreck Center program update cindy is here to talk about some preliminary results and some of the some of the things we learn from the annual reports that you sent us this year Salem is going to come talk about DRS transmittal 31 and all that is covered with in that transmittal and then before we get to the general Q&A Lisa is going to close out the main agenda with an update on the digitization regulations that were recently out for interagency comment so if we could go back to the announcement slide if we could go back one more thank you there we go so the first announcement I have is actually very good news very pleased to announce that since we last met at Nara we've been able to hire a new director of records management training his name is Christopher Edward Klein but you will all get to know him as Eddy Eddy joins us from Muses where he was a section chief and a lead supervisory instructional designer he's still settling in at Nara he started with us right after Memorial Day so he's a quickly learning and and trying to get a grasp of the content but you all should expect to hear more from Eddy and what we are doing with records management training at one of our upcoming bridge meeting next I have some news from ojas North office of government information services the FOIA Advisory Committee for the 2018 2020 Committee term is wrapping things up the final report is now being finalized and we expect the archivist of the United States to sign it by the end of the month and then it will be posted to the ojas website so please make a mental note at the next bridge meeting ojas will be joining us to present on the details of that final report also for the next term of the committee the 2020 through 2022 term the archivist of the United States has signed the Charter and Otis is now in the process of accepting nominations for the new term both self-nomination and nominations of others so there is a deadline by July 2nd which is coming up Otis is looking for government members and at a minimum we need three FOIA professionals from cabinet level departments and three FOIA professionals from non cabinet agencies so if you are interested in throwing your hat in the ring or throwing someone else's hat in the ring please contact us directly about the 2020 through 2022 term of the Advisory Committee and to my last announcement because we are still working through a pandemic I wanted to bring your attention to an FAQ that we issued in April so if we could slip the slide to the new normal there we are so hopefully you are all familiar with this why we issued an FAQ in 1 April 23rd and a lot of the reason behind it was we were getting a lot of questions from you and others about what agency should be doing and what employees should be doing to manage their records as they continue to work at home through this pandemic so we compiled a number of QA of questions related to teleworking and concerns about printing at home and managing emails from employees who may be using personal accounts and tried to put all that together with some other suea retention of records that are specific to employee safety and health a number of those items come out of the GRS and we we kind of brought those out of where they currently are in the GRS and kind of put them front and center in this FAQ so I want you all to be familiar with it review it we would still love to hear from all of you if you have any questions that have come up since we've issues the FAQ related to how we should be managing records during this covet 19 pandemic also we have as a reminder in the FAQ the list of appraisal archivists that are signed to your agencies so that you can follow up with questions but if you do have any GRS specific questions because a lot of the information that's in the FAQ comes out of the GRS just wanted to draw your attention to the last roll of the slide where you can see the GRS team group mail box where you can forward those inquiries so if we can split the slide I will turn it over to Patty so that we can move on to the next presentation and then I'll look for any questions you may have at the end of the program following for scheduled presentation Thank You Lawrence now please welcome Gordon Everett she'll be presenting an update on the operating status of NARAS federal records centers Gordon Thank You patty good morning everyone I'm Gordon Everett director of customer relationship management for the federal records Center program and joining me today for the Q&A will be Chris Pinkney our director of operations for the federal records Center program we know you've been waiting to hear about reopening status and I just want to give you some update the National Archives is developing plans for the gradual reopening of its facilities across the country in developing plans we are adhering to the guidance from the White House OMB and OPM now will open its facilities only when its assessment aligns with the criteria and requirements laid out by OMB and OPM as detailed and M 2023 aligning federal agency operations with the national guidelines for opening up America again we open in on a facility by facility basis we recognize that different parts of the country are experiencing the pandemic differently our goal is to ensure that conditions are safe for our staff in the local communities before reopening a facility we are monitoring local public health conditions and coordinating with narrow designated officials at each of our facilities we will not reopen a facility until local public health conditions allow us to safely return to work now at this point in time a few facility will begin initiating their phase 1 plan which includes preparing the centers for safe return of staff once a facility inter phase one we expect to be limited to 10 to 20 percent of staff in Phase two that number will increase 25 to 50 percent and phase 3 we will be limited to no more than 50 percent of our staff even as we begin to reopen operations some operations may be curtailed due to ill or isolated staff and facilities may need to be closed temporarily for CLE cleaning so our preparation also includes facility related activities such as ensuring personal protective equipment adequate supplies and cleaning contracts our inflates and staff related changes such as social distancing and contact tracing guidelines are implemented now as many of you know the federal records Center program is a full cost recovery revolving fund and we are incurring unplanned expenses related to the covert 19 pandemic as we prepare to reopen the sentence we are considering a covert 19 related surcharge based on storage to recover those costs beginning July 1st through September 30th we hope you understand that we are required by law to recover our costs and we appreciate your patience as we move to safely open the federal records centers as always we appreciate hearing from you and ask that you contact me or your account managers with any concerns that you may have with that we'll get ready for the Q&A and Jonathan over to you all right Thank You Gordon okay everyone if you have questions for Gordon or Kris please type them into the chat I will then read each question in turn to Gordon or Chris and they will answer so we're just going to pause here and see if we have any questions from the audience all right we have one question from Vina Coleman Williams from Mara and Gena is asking how can I receive any requests during your reopening glad Gordon is Chris on yeah I'm on Gordon I'm that Chris Baker yep so to answer Gina's going to then Sweeney start reopening we will have staff who have the ability to send things out you can review you will mail rooms some agencies have used couriers in the past and we will get guidelines out as to how we can remove errors and pass ask requests to them using that method so I anticipate once we get to phase one and have staff in the buildings with some regularity we should be able to get material out to agency customers using whatever method you choose prior to the closure the one exception I would put out as a caution is that there will probably be a delay in the restart of our Metro courier and service operations and as soon as we get that worked out we'll start that later in the year all right um let's see it looks like we have one more question it's from Lynette Cosby limit could you tell us what agency you're actually uh you're from all right so when that Cosby from CMS is asking is there any estimated timeline with phased in approach what stage is the W NRC in Wardner Chris I guess I can get that one as well at this point a number of our facilities are moving towards a phase one reopening the Debian RC is still a little behind based on local conditions and our need to collect appropriate PPE for staff like many of the agencies out there we have placed orders for PPE but some of our deliveries have been somewhat delayed due to the crazy nature of the world right now the hope is we will have the W NRC moving towards a phase 1 reopening in the near future but I don't I don't have a specific date I can I can promise right now when it comes to the timeline itself we are envisioning multiple weeks at each phase you know I hesitate to give give firm numbers because I don't honestly know example this is going to evolve but once we move into Phase II and hope that we will have good conditions on the ground and adequate PPE to support our staff and we're all crossing our fingers and hoping we can move forward steadily as opposed to having to drop back at one or more facilities okay we have another question from the audience Jodi McGowan from the FCC is asking in what phase might we anticipate having the public be able to review documents either facilities alright you know that would be on the research rooms and all I would ask them to monitor the archives.gov where website and try and monitor that or when the public will have access to research rooms and availability okay we've got another question John Berenstain keep giving the statistics Gordon come on well there be an extension of the twelve thirty one twenty two deadline I'll take that we don't have any information at this time on any extension on that deadline as far as we know everything is still working toward that deadline if there is anything that changes or any other information that comes out we will get that to customers right away okay alright and yeah I'm sorry Aven and I can't fight okay go ahead identify yourself and what agency you're from okay I am so sorry it says the user limit is exceeded so I'm unable to type my question so if there's a different way for me to spend questions let me know um my name is Shannon Lawrence and I am with DISA I had a question regarding the surcharge price that was mentioned that's beginning on July 1st do we know what is a surcharge a certain percentage or is it a flat rate can you please inform me so I can let my finance department know we have I just wanted to let you know that send an email - oh just one second please - our mt1 at Marist gov because we can't handle capacity for the phone tell me thank you all right all right yeah okay the surcharges has not been approved yet by the arbiters it's something that we are considering it will be a small surcharge probably just on s1 storage on standard storage and you know as we've taken a look at most customers most customers do have enough funding to cover themselves in that surcharge if necessary but it's not significant it will be on a per box basis and it's not necessarily a huge surcharge okay so looks like I skipped over one more question from the audience that's from Ana Pardo so from goe and she's asking if July disposal notices have been submitted to the ROC with the understanding that the facilities are still closed well agency would be charged for the storage of those records past July so so Ana I am happy to report that while we have not been able to accomplish the physical destruction of boxes that have been authorized during the closure we have been able to leverage arcus and we've got teleworking staff who are taking care of the other steps in the process my understanding at this point is that the the usual rules will apply and the storage for those materials will fall off your bill after the 90 days and then we will we are getting disposal contracts in place in different regions we've got a lot more than we had a year ago and we will work through the physical destruction of the records once we've got facilities restarted and have worked out all the kinks with the process so that we're able to social distance and adequately protect staff since we accomplished disposal okay everyone at this point we're going to move on with the next presentation if you have any other questions and you weren't able to answer them in the individual Q&A session here you will have the opportunity to ask your question in the general Q&A at the end of the program okay patty back to you Jonathan so now we're gonna move on and please welcome Cindy Smalley supervisor of oversight and reporting team one so representing updates from annual reporting Cindy Thank You patty hi I'm Cindy Slavic from nars records management oversight and reporting team and I'm here today to give you a preliminary sneak peek at the annual records management reporting data we've received from all of you next slide please the reporting page was originally January 13 through March 13 but it was extended through May 15th there were once again three pieces however this year there was a new maturity model covering both electronic records management and email instead of just email by itself the senior agency official for records management report template this time focused primarily on the transition to electronic record-keeping and the target goals described in OMB Nara directives in 1921 and of course there's the annual records management self-assessment this year was the year to bring back to storage related questions that we asked every other year which is one of the reasons the arm assay had more questions than last year annual reporting is conducted at the beginning of each calendar year so that we can capture as much of the activities from the year just ending as we can this explains why the name is always a year behind next slide please even with the Kovan 19 emergency actions that sent agencies into new ways of operating right in the middle of annual reporting with extensions into May we received over 90% of the RMSA and electronic records and email management maturity model reports from agencies we were expecting to hear from and we received 83 percent for the SAO are in reports thank you five minutes okay please meet your phone thank you thank you to everyone who has been able to meet and get all of these reports into us next slide please if you need a copy of your si ORM report these have been posted to our website if you are not able to download the maturity model or RMSA from the survey tool when you submitted it please send a request to our M self assessment at North Cove and we can provide these to you if you are a department records officer you should have received spreadsheets that have statistics and responses for all of your component agencies who responded if you have questions or need anything related to these just let me know there is some information we make public and some that we do not the SCORM reports are available as I said on our website in PDF if you have bookmarks the chief records officers page you will find a link to these reports if not when you get into the NAR website you can search for in reporting and that should help you find the right page next slide please this is what the ese ORM page looks like each individual reports are listed separately the site also has reports going back to 2015 next slide please for the maturity model we also have a web page next slide please this is what that page looks like however instead of posting individual reports as we have done in the past this time there is a link to a spreadsheet next slide please the spreadsheet is downlo downloadable and looks like this well this is obviously not legible on this side it's too small if you can see that it lists each responder and how they answered this enables an easier comparison and use of the data from for anyone who is interested next slide please there is also a second spreadsheet that has the data similar to the ones from this year going back to 2016 when we first started using the email maturity model so this has data from 2016 through 2018 next slide please the RSA data is not posted to the website however the federal agency records management in report to Congress where the data is summarized include stats for question list of agency scores and lists of non-responders is available and looks like this next slide please obviously you can see the 2019 report is not listed here because it's still pending it has not been completely written yet next slide please now we will get into a sneak peak of the data itself next slide please the main focus of the essay ORM reports this year was the original M 12 18 and now M 19 21 deadlines to manage all permanent electronic records in electronic format by the end of 2019 68% of the agencies in the reports received indicated that they had met this goal and provided a variety of comments on how the next two questions focused on transitioning further to include metadata and temporary records the reports show that agencies are confident that they will meet the additional requirements to ensure that all permanent records have associated metadata by December 31st 2022 and that agencies are making progress to maintain temporary records in electronic format next slide please the SCORM template also includes the opportunity to explain further and yes I get to read all of these from questions 2 3 & 4 covered in the previous slide here are the topics mentioned most often the most often mentioned topic was the use of electronic records management systems or record-keeping systems document management systems enterprise content management systems or a records management applicant application of some kind in order to maintain records in electronic format and capture metadata next was digitisation or scanning projects were listed so that they can first records were either being used now or at least being planned establishing policies and procedures to require electronic record-keeping while also mentioned often as were updating record schedules there is a variety of specific software which was also mentioned and there were agencies that indicated that all records regardless of temporary or permanent status were already created and maintained in electronic format 6 slide please the template also asked agencies to comment on any specific challenges to transitioning to fully electronic record-keeping that they may have agency size either small or very large was pointed out as an issue the need to maintain some records by regulation or other legalities in paper format is another some agencies noted that their agencies are dependent on paper and the shift will require a culture change which is never easy the high volume of legacy paper or just in electronic records themselves or the large quantity of systems was also mentioned agencies also mentioned lack of funding lack of staffing tools for staff or staff themselves and other resources several agencies also indicated that they had wide variety of approaches to systems implementation within their organization and a variety of different types of data to deal with next slide please we also asked what support is needed from us the three most common areas of support are shown here you need to meet your phone please we also asked what support is needed from us and as you can see the three top subjects are listed here four more are clear guidance are digitisation standards and success criteria from in 1921 and to more clearly define the terms of in 1921 one of the highest ones listed also agencies want to have more guidance and policy on how to update their schedules and obtain storage for hard copy exceptions hands-on assistance particularly the small agencies and assistance with updating schedules were also listed often it was also suggested Nara needs to conduct more records management program reviews and inspections provide basic records management training for small agencies and streamlined the approval of record schedules and finally advocacy efforts including collaborative efforts in dialog stronger advocacy with executive and senior staff plus more support for electronic record-keeping shared solutions and approaches for funding next fight please the results from using the maturity model for the first time is interesting the majority of agencies rated themselves in the low risk for both electronic records and email management with email as 78% and electronic records management at 51% this basically means agencies chose maturity levels 3 & 4 most agency chose level 3 which is the beginning end of low risk we are currently looking further into the responses to see what the challenges are and what needs to be done to raise confidence in electronic records management and email management up into the 80 to 90 percent ranges in the future next slide please last but not least we can't leave out a quick look at the ARMA say the overall risk levels remain exactly where they have been with most agencies scoring themselves in the moderate risk range followed by low risk the two of the three risk levels actually have very broad ranges particularly moderate risk with scores between sixty to eighty nine being in that category and anything from zero to fifty nine being in high risk if you break it down further it's interesting to see that there are agencies that are within a few points of moving up or down between risk levels while the majority of agencies around 33% are solidly in the moderate risk category there are some 8% that are really closer to high risk and another 10% that was a little more progress will move up to low risk the reverse is also true that 70% of agencies have just barely made it into boat risk and must continue to be diligent in order to stay there next slide please well the data has a variety of uses one of the most important is for you to assess your own programs to identify weaknesses not for Nara but for yourself and your management to make decisions on where to apply those limited resources maturity model in particular should be used to help you decide if parts of your program are at an acceptable level of risk and which or not so you can focus energy where it is most needed the main purpose of the ARMA say is to give agencies a tool to measure where they are at a given point each year and to determine their own needs provide data to senior leadership that can be used to leverage support no matter what the final numerical score or risk level for Nara we use it in many ways not only to report to Congress on the state of records management across the federal government which we are required to do but also to identify trends areas that need changes in policy or more guidance and of course to provide agencies with some level of feedback by scoring next slide please so what's next we need to complete the analysis of the data create the annual port to Congress and then begin working on the templates and questionnaire for next time if it seems to you like a never-ending cycle it seems that way to meet you I hope that you are able to use this cycle to continue to spiral upwards take your program to new heights to meet the never ending challenges of being able to provide the right information at the right time to everyone who needs it after all this is why we all do this in the first place next slide please thank you for listening and feel free to contact me our Don Rosen who is the director of oversight and records management reporting program for Nara or you can email the rme self assessment at Nara gov email box thank you and back to you Jonathan all right thanks Cindy okay everyone if you have questions for Cindy please type them into the chat I will then read each question in turn and send you answer so let's pause for a few moments and we'll see what questions we get all right right off the bat we've got one from Jeana Coleman Williams from Nara and Gina is asking when will the annual report to Congress be published Thank You Gina our goal is to have a report published by the end of the fiscal year or immediately thereafter sometime in October okay and it looks like we have a comment from the crowd John Mancini where are you from mr. Mancini could you tell us what agency you're from please it looks like we couldn't connect with you so we're gonna have to ask you to hold your question and send a general Q&A but we'll pause for a few more moments now we'll see if anybody else has a question for Cindy okay so mr. Mancini you are the former AI I am president um let's see you commented my experience in talking to agency all em folks that wall in tensions are high translating often into fairly high scores the reality is often much more challenging even on things like email do you have anything on thank you for that question John John that's a very good question and I appreciate it we find the same thing my team is responsible for records management inspections as well as the end of reporting and we do find that some of what happens on the our MSA where you have something in place it may not be as effective or just because it exists you to say yes on the RMSA so we do find the same thing that you're talking about and then in those cases it's our job to help agencies identify what some of those issues are and make recommendations on how they can improve further so the ARMA say is more actually as I said earlier for the agencies to determine where they need to put their resources and and not so much on how well they actually score I hope that answers your question mr. Mancini all right so we are going to move on to our next presenter remember everyone if you did not have the opportunity to ask your question during the individual Q&A session you will have the opportunity to ask your question in the general Q&A at the end of the program okay patty back to you okay Thank You Jonathan so now let's all please welcome Galen Wilson who will be presenting on GRS transmittal 31 and capstone resubmission Galen good morning everyone I'm Galen Wilson next slide please thank you for inviting the GRS team to speak today about GRS transmittal 31 this transmittal was signed by the archivist in late April and issued to agencies on May 4 next slide please in fact no don't don't back it up one please transmittal 31 contains no new schedules however this transmittal incorporates three significant changes into the GRS first is alteration of 15 schedules to require agencies to offer Tamara records dated prior to a specific date before destroying them per GRS disposal instructions in addition GRS 6.1 email managed under a capstone approach has been altered to require periodic resubmission of form na 10:05 and finally this transmittal removes GRS 6.6 let's look at details about each of these next slide please when the GRS was introduced in the early 1950s many schedules included a blanket prohibition on destroying records created prior to January 1 1921 without first offering them to Nara in other words offer them to Nara before you destroy them when the new GRS was planned and worked out 60 years later we figured this requirement was no longer necessary it turned out we were wrong about that we have different the requirement is still necessary in 15 schedules so we have reinstated it for 11 of these schedules the requirement is simple if an agency finds records covered by any item in these schedules dated before 1921 they must first offer the records to Nara before up the disposition instructions Mara may choose not to accept the records but such records predate standardization of administrative practices so they may have additional value with the other four schedules it's a bit more complicated because in addition to the blanket pre-1920 one prohibition individual items in them cannot be destroyed if older than 1933 1939 and 1950 details are in the transmittal memo and the schedules themselves next slide please GRS 6.1 covers email records managed under a capstone approach email of certain agency staff members is retained permanently agencies propose their list of such officials to Nara via form na 1005 thank you to all agencies that have worked diligently to prepare your 1005 and forward them to narrow for approval next slide please GRS transmittal 31 Institute's a new policy for resubmission of form na 1005 agencies reorganize themselves staff duties morph responsibilities shift in order for a capstone email capture to save the right stuff from time to time we must re-evaluate the list of official whose emails is considered permanent the revision to GRS fixed link 1 requires resubmission of form na 1005 at least once every four years additional information about resubmission is available in the GRS 6.1 fa Q's questions 38 to 42 next slide please the last major alteration to the GRS dia transmittal 31 is that we have removed GRS 6.6 for rulemaking records we learned that items there 10 0 20 and 0 30 did not reflect how agencies create and maintain these records it would therefore cause many agencies to disrupt the provenance and original order of their records in order to send permanent series to Nara so we have rescinded these items that left items 0 40 and 0 50 we moved these to GRS 5.7 agency accountability records they are now GRS 5.7 items 0 70 and 0 80 next slide please we only have time this morning to hit the high spots there is of course a lot more to know if you would like to see the details read the transmittal memo on pages 3 to 5 of the transmittal itself head on over to the GRS web page and take a look next slide please as always the GRS team stands ready even if we're actually sitting to respond to your questions via our mailbox let us know what's on your mind you can generally count on hearing back from us within 24 hours and most often considerably sooner than that thanks for listening and now we are happy to hear your questions responding to those questions will be Andrea Riley and Maggie Hawkins okay Jonathan back to you thanks Kailyn okay everyone if you have questions on GRS transmittal thirty-one please type them into the chat and I will then read each question in turn to either Maggie Hawkins or Andrea Riley and one of them will entered so I'm just going to pause and let people write in their question and it looks like Maggie Hawkins is having a little bit of technical issues so we're going to defer to Andrea Riley and our first question up is from Gina Coleman from the National Archives and Gina asks is it up to the agency to keep track of one capstone na - one zero zero five we submissions are due well we'll narrow tap agencies on the shoulder when four years are up and this is Andrea and then after that question is that yes we are planning to send out reminders via AC memos when the time comes but agency should be mindful of the timing of that requirement as well and be prepared to send in their forms okay and it looks like we had a little bit of trouble in transmitting the info about the pre 1921 record so could we go back to that slide and Gaylen would you be able to speak to it if not Andrea could just four people you had what you had said this is Gail and I'm happy to repeat just just reading the basic message okay well here here here it is when the GRS was introduced in the early 1950s many schedules included a blanket prohibition on destroying records created prior to January 1 1921 without first offering them to Nara in other words agencies were required to offer the records to Nara before they destroyed them when the new GRS was planned 60 years later we figured that this requirement was no longer necessary 19:21 is pretty far back in the in the in history but it turned out that we were wrong so we have determined that the requirement is still necessary in 15 of those schedules so we have reinstated it for 11 of these schedules is just a sin flat requirements if it's an agency finds any records covered by any item in those schedules that's dated prior to 1921 you must first offer the records to Nara before you apply the disposition instructions in those schedules now we say that with the caveat that Nara may choose not to accept the records but the point is that prior to 1921 this is sort of the cutoff date where the standardization of administrative practices came in to federal government and records created prior to then may have additional value so we ask that that you give us that option of turning down the records with with the other four schedules it's a little more complicated there's the blanket 9 3 1921 prohibition individual items in those however cannot be destroyed if the records are older than 1933 1939 and 1950 the details for all that are in the transmittal memo and in the schedules themselves so I refer you to the transmittal for all of the details I think I'm done okay let's go back to the Q&A slide please come back to the CUA thank you so if there are no more questions we're going to move on to the next presenter remember if you do not have the opportunity to ask your question during the individual Q&A sessions you will have the opportunity to ask your question in the general Q&A at the end of the program this is also a I'm going to take this time to remind everyone that if your microphone is active please mute it and with that Patty back to you thanks again Jonathan so now let's please welcome Lisa our lapis director of outreach she'll be presenting on digitization regulation updates Lisa Thank You patty Thank You Jonathan this is Lisa hare Lambeth before I get into my presentation and I can't wait to talk to you about digitization and digitization regulation I'm just going to take a brief moment to acknowledge all of the people who may be watching this bridge recording because they weren't able to dial in to the meeting today I am sorry and for those of you in the meeting who maybe did not realize we're having a little bit of technical issues being able to mute because unlike our normal bridge meetings which generally get about 250 people we have triple bets for today's event and I hope that in August we'll take our lessons learned and be able to get even more people online able to participate real time so for those of you who aren't able to get in this this month look forward to our next bridge on having you participate and participate fully so with that exciting update on real-time technical behind the scenes I'll go ahead to the next slide and talk a little bit about digitization and I was going to start by saying the last time I had a chance to talk to a bridge audience on digitization was back in April of 2019 and as you can see we always record our sessions and these question will be recorded and will be made available on our website through our YouTube channel so you can look at what I said in April 2009 teen and can compare it what I'm saying today in June of 2020 what we said back in there is we issued regulations for digitizing temporary federal records and I remember actually that's being very happy to be on stage and very happy to share that we were able to get that work accomplished and answer questions and as a reminder valid regulations for very high-level they were intentionally conceived that way following our microform regulations which are in 36 CFR part 12 38 we had a small section that said in that regulation but these are the requirements the standards the validation and the disposal we also issued at that time and updates the GRS to explain how the GRS impacts and the GRS coordinated with the regulation so if you had thought were able to follow the standards validate your digitisation frogs prod stop process you could dispose of the original source records and your digital copy the digital version would now be your official record-keeping coffee at a member of being happy to share that because the next day it literally was the next day we turned around and we really continued our focus on developing the next regulation next slide please but since 2019 we have been working on the digital but digitization standards for digitizing permanent federal records and just as we did with our microfilm regulation we knew these were going to be far more complex and far more detailed so the Box on the left side of the slide here that we're discussing is a preview of the information that will be coming in the new digitization standards for permanent records we're going to have a part on how you prepare and how you and that includes a little physical control as well as intellectual control we're going to have a section that describes project management and documentation again that you know what you're about to do we have a section on file formats we have some standards specifically related to permanent paper and photographic print records we also describe what we're called on permanent mixed media files so what do you do when you see records of different formats we've tried to be really clear about what's in this standard and what is going to come later we'll have a section on metadata a section on quality control in a much longer section on what is what do we mean by validation and how did that fit was on the GRS that will come out next is this gonna cover everything are we going to be done cuz I said its subpart e digitizing permanent federal records but fraid to say it's not quite gonna cover everything it's going to cover paper-based records such as modern office paper maps charts but it's not going to cover film based records such as negatives audio cassette x-rays or our old friend Mike reforms if your digitizing Mike reform we know that we're going to have to do another set of standards to cover those records these regulations are going to cover the wide majority but it won't be everything for those of you who prefer more technical discussion verses my plain language saying film versus paper these standards are going to cover records that have been digitized with a reflective digitization nothing we're not covering records that need to be digitized with a transmissive digitization method we see this regulation this upcoming regulation as a very comprehensive package we see it as sort of as a total quality management regulation we hope that by putting some real specificity with these different areas that agencies will be able to pull together this is what I need to do when I'm digitizing my own records this is what I need to do if I'm hiring a vendor to digitize records we think there will be we hope that that's our that's our intention I said this in the past and I'll say again these standards are not coming from thin air we are basing the standards we pulled it together from a lot of the digitizing standards and phones pulled together from a lot of sources one of our main sources for creating the standards what we said and we did use the federal agency digital guidance initiative badgy if you want to preview because you're still interested and want to know more now you can learn more about fangy at their website which is we think that these digitisation regulations are really going to help us meet the knowledge strategic plans we think it's going to help us meet OMB Nara memo M 1921 we recognize that if knowledge to be able to meet the goal stop accepting paper permanent records and only accept electronic permanent records these regulations are going to be a key factor in making that happen and where we really will have been I'm gonna go over minimum but comments are receiving but we're really trying to make this comprehensive or you'll see there's a lot that we'll be able to talk about with digitization and I hope this is going to help be an important step in meeting meeting those targets that was a little preview of what's coming on the right-hand side of the slide I also wanted to point out because it's all one rulemaking we are going to have a second part to the rulemaking that will be an update to the CFR 12 24 and 12 25 we are also looking to be a little more specific in our regulations in the past the regulation said agencies must regularly review schedule we're looking to develop some timeframes and have a little more specificity about how often agencies will be reviewing their schedules so that is also going to be coming your way and if we can go to the next slide I can give you a little more information about what coming your way being this is a graphic that is currently on the National Archives website it's a graphic that explains how Norah's regulation process works and as you can see there are four phases from initiating to proposing to commenting to actually issue me the initiating box talks about the drivers why are we doing this work and I think I said it before but I'll recap the reason we're working on our digitization regulations is in part the update to the law the federal Records Act was amended in 2014 and it said Lara will produce regulations to digitize federal records with an i for disposal so we've been working to comply with that law and we've also been working really hard to make sure the regulations that we in developed would again meet the m-19 21 goals and that guidance that has come out from the administration and cannot from OMB in Nara so where are we in this process we definitely finished with the initiating we knew we needed to have a regulation we are in the proposing things and some of you may have heard a little bit more about regulations in fact I think this bridge meeting might be very interesting because we did draft the regulation and we did do the blue box under proposing that says submit to OMB for review and comment process and that's where we are right now in April we sent the rulemaking package to Oh IRA and oh I llege sent it out to agencies for internal review so it's not been made publicly available yet but it was sent out to agency so they would have an opportunity to review the process and be part of our proposing section we know that agencies they had about two weeks to comment so instead of just relying on OMB and Oh IRA to communicate we also sent a message out to agency records officers specifically and to senior agency officials for records management letting them know that this happened so we tried to make sure that our community who cared tremendously about these standards knew they were happening and wouldn't miss the commenting period for this first commenting period on some agencies for question and extension till May and right now we are still in that blue box we have are in the process of adjudicating the comments that we did receive we I can certainly share you definitely heard from 18 agencies we actually end up ending hundreds of comments to look at and we avoid addressing them all and I know those comments are going to help make the next version of the regulation much better it's always good when you write something for the first time to hear how people read it they have questions or we clear so we are doing that blue box process and we expect to be at the last box of proposing by the end of summer that will be the step when we take the comments to have our new draft rule and we will prepare to post it on the Federal Register we're hoping and i will say i double-checked with our regulations liaison so i wanted to do as accurate information as I can we she told me I could say tentatively I could say August we should because we are on the we are on the path and we should expect to have the Federal Register proposed sometime in August I also will laugh I know that is hard we're all working a little differently there's a lot of agencies are we're all doing our processes remotely or working with the way work at the pandemic and that is true for the Federal Register Office also so I keep saying we have to show a little patience and a lot of perseverance it's taken us longer than we would have liked it to have taken but with a little patience and perseverance we should have out in August this regulation and will be out to the public so that everyone can see it and make comments on it and we'll get the public comment and we'll look forward to getting that final rule out hopefully in this calendar year and if not then it'll be the as long as it takes to get to the issuing phase so how can you find out more information how can you make sure you don't miss the big news when the next regulation that's available for comment I'd recommend following our blog records Express and we'll definitely talk about it there and if you haven't done so already you can go to our website and sign up for emails from our office there's a link to make sure that when we send out AC memos or other emails you get a chance to to see those regulations so I'm afraid not it's a it's an update I don't have you know the details things are so under of debate but I'd be very happy to answer any questions that I can on on any part of the standard or anything else you happen you have to ask so Jonathan back to you thank you Lisa okay everyone if you have questions for Lisa so you hide them in your chip and I will leave each in turn right then you'll need to our new two microphones please sir I don't know who is trying to get in but looks like you'll have to mute your microphone please all right so we have one let's see one question from Scott's wider ski from quality associates and he asked Lisa when will the 36 CFR 1236 some Part II you made available you may have mentioned a date but there is some interference on the call Scott says this is critical guidance document for many of our clients Thank You Scott that's a great question and again as putting on my outreach hat versus policy I am sorry that when there is a little bit of interference and call the system is so overloaded it's taking a little bit of time for people to be put on me automatically but like I said wait we can only get better the next time and that's actually my on so to repeat my question our to repeat the answer Scott is the first we expect the next version of the draft regulation to be made available in the August time frame time frame we are running through the process where we are and we hope to have our work done by by the end of July so that oh I ran the federal register can do their part in August it won't be the final it'll be the next draft there will be another public comment period and as for those of you who are familiar with how the Federal Register comment process works it's at least a 45-day comment period so the final version of that regulation should be out depending on how long it takes us to adjudicate all the comments that will receive when it goes out for public comment and I look forward to receiving many good thoughtful comments because as you say this is critical and we want it to be the best that it can be to meet the many many goals that the digitisation permanent and permanent records have to meet you know it has to be implementable it has to be doable there has to be a threshold so that we know we're preserving our history you know are we scanning records we're not going to get the paper so is the scan done well to document what we've done and is that that have we balanced all of the stakeholder interests so we look forward to the August comment period followed up by the final which would like I said we're hoping to have it done by December but you know hope springs eternal all right yeah when I'm if there are no more questions we're going to move on to the general QA and remember if you did not have the opportunity to ask your question during the individual QA session you will have the opportunity to ask your question in the general QA right after this portion of the presentation okay patty back to you thanks Jonathan so okay everyone now we're going to move on to the general question and answer portion of the meeting so once again you'll need to write your questions in the chat box and be sure to identify who you are what agency you're from whom your question should be directed so okay Jonathan back to you all right Thank You patty I'm just gonna pause here I'm gonna wait for everyone to type in a question if they have it and I will address each question in turn so what let's just hope for a few moments and I'll wait for you to type in your questions all right and again I'm going to ask everyone to mute their microphones all right let's see all right we have one question from Michelle from Annie oh I apologize if I butchered your last name she's writing from the Eastern District Texas US Attorney's Office she said I had getting trouble connected and missed the first part of the conference is it possible for us to send a note and eat info on email yes we once we finish up this presentation we're going to do an evaluation of some of the pros and cons of today's presentation but we will send out the the bridge presentation slides over email but to also be available on the bridge site and archives gov and this is Lisa we should we are also recording and we will make the recording available so that you can either read the information or if you're a brave soul you can watch the comfort that you can watch the presentation again we have one question from Anthony Proctor from the Department of ocean affairs let's see how can we receive updates and anything new from Nera without going onto the website to see any updates hey Anthony this is Lisa Harrell anthis I'd recommend if you if you're not going to the website I'd recommend going to the records Express blog and subscribing to it that's one way to get a push and the other way would be to sign up for email we are moved our platforms and you can sign up to get emails and then that will get pushed to you as well so between following the blog and signing up for emails those will be your pushes that you'll hear the latest and greatest from the office of the chief records officer and you won't have to go to the website to see the changes Hey and this is Gordon Everett and it's for the federal records centers they're reopening we will send that information out to the records officer from the account managers as the record centers open all right so we're going to pause for and wait for a few more question and participants if you're calling in via your telephone please mute your your microphone thank you alright I'm gonna do one more call for questions from the audience go ahead and write it into the chat box and then tell us who you are where you're from and to whom your question is directed all right final call for anyone to write into the chat I think Michael has chatted up the question say again um looks like we have a question from Michael all right I'm having difficulty loving this all right let me write okay Michael go ahead read the question and answer if you'd like okay so Michael we get a great question what to do if you've not met the deadline of digitizing our records by 2022 so let me first say the deadline of nineteen twelve twenty twenty-two it says that the National Archive will no longer accept paper it's not quite the same thing as saying you have to have digitized records by 2022 so if you're still digitizing permanent records that would be transferred to us we would work with you on a case-by-case basis to sort of say okay well you're doing your digitization when will you be finished and what we'd be ready to transfer those permanent records to Nara otherwise the permanent records would still remain in your custody and under your management under your control and you would have time to finish that so to clarify and I let my other colleagues jump in if I may be answering it the wrong flavor of the message but the deadline is not to digitize you need to do the digitization to meet the goal of being able to send permanent records to Nara unless of course you have there is that exception in the end 1920 one memo that says if you've got paper records and you send them to the federal records Center prior to 2022 Nara is going to take the paper version we'll just take it from the record Center and put it in the archive then digitisation of those records as an our responsibility something we would digitize to provide access in the future but it wouldn't be the agency's responsibility to digitize those federal Center Records and Gordon and Lauren if you like to yeah this is Gordon and yeah no this is Gordon and and I would say the same if there's a concern if you have you know the paper records the federal record centers will take those permanent records now and you do not have to digitize those records those would be in your custody storing what the record sent and you still have access to them but you wouldn't have to digitize those records and this is Lawrence I would just add that as Cindy said in when she was going over the information we've been collecting with recording what we are really wanting to see and continued engagement with agencies is your progress towards these goals so we want to hear from you if you're having challenges concerns Lisa mentioned the exceptions clause that is in 1921 so that is available but we are hoping that agencies will be taking steps now to implement changes and workflows processes and digitization programs but we really do want to hear from you about how you are making progress towards those goals and then we can provide specific advice and guidance as you move forward we know the devil is an implementation and that is you know where we want to hear what is going on in your agencies and how we might be able to help with guidance that they use and other products including training okay everyone if there are no more questions we're going to close out the event Patti back to you thanks Jonathan so we would like to take this opportunity to remind you that our next bridge meeting will be Tuesday August 18th and there's a August 18th 2020 and you can find out more about the bridge meeting as the site indicated on our slide and if you have any questions about bridge please email us at our MDOT communications at nara dhaka that's our MDOT communications at nara gov or just visit our bridge page at the URL displayed on the screen thank you everyone for participating in our first virtual bridge conference and have a great day

Channel: US National Archives

Views: 1,502

Rating: 4.6363635 out of 5

Keywords: US National Archives, NARA

Id: YOhjE44AaKk

Length: 80min 2sec (4802 seconds)

Published: Tue Jun 23 2020