SlideShare a Scribd company logo
Electronic Records Management (ERM) Scheduling Information Systems With the National Archives
ERM Authorities NARA, 36 CFR 1234,  Electronic Records Management NARA, 36 CFR 1228.270,  Disposition of Federal Records   GSA, Title 41 CFR,  Part 102-193 : Creation, Maintenance, and Use of Records  OMB Circular A-130,  Management of Federal Information Resources,  E-Government Act of 2002  (as amended)  The Paperwork Reduction Act (1995)   Government Paperwork Elimination Act
Overview NARA requires that all Federal Agency’s throughout the Federal Government Schedule their various Information Systems. It is estimated that your offices may need a period of approximately six months to complete the suggested scheduling steps involved in scheduling systems and an additional six months for NARA to approve the schedules. As you can see, the earlier one gets started in the process the better. This guidance is meant to provide you with some suggested procedures, form(s) (primarily NARA Form SF 115), and assistance for this important NARA requirement.
Basic Steps (1) Conduct a system’s inventory of all  Information Systems throughout your Agency.  You may need input from system implementation personnel your CIO Office for their assistance.  In some cases the CIO Office may have a knowledge of the various Systems and point of contacts (POC).
Purpose of the Inventory The purpose of this information systems inventory is to  establish current status of electronic records (and  information systems) maintained in your computing  environment.  It may very well be necessary to update and  implement a revised Electronic Records  Disposition Schedule (ERDS) which allows the Agency to  legally dispose of temporary records and effect timely  transfer of permanent records to NARA.
Basic Steps (Cont.) (2)  Meet with your office management/staff to discuss and draft respective records disposition instructions. If records that will be maintained in your information systems have been previously scheduled, refer to your Disposition Schedules and start with retention periods stated there. Once your office management/staff reaches consensus on the disposition instructions, send recommendations package to your Agency Records Division for review. Once this is cleared by the Records Division the recommendations should be sent General Counsel (GC) Office or the Legal Office to ensure recommended disposition takes into account possible legal holds levied on your records of which neither, your office or Records Office may not be aware of.
Basic Steps (Cont.) (3) Once GC clears dispositions instructions, revise if necessary and resubmit package to the Records Office. (4) The Records Staff should finalize the package by completing an SF 115,  Request for Records Disposition Authority,  and submit package to NARA for approval
What are the benefits of using records schedules? Using records schedules: Ensures that the important records are organized and maintained in such a way as to be easily retrieved and identifiable as evidence of the program's activities, especially in the event of an audit, a Freedom of Information Act (FOIA) request, or a discovery in a lawsuit. Conserves office space and equipment by using filing cabinets to store only active paper records and conserves server space by using tapes, disks, and other off-line storage media for electronic records. Saves money by moving inactive files to off-site storage areas until they are ready for final disposition. Helps preserve those records that are valuable for historical or other research purposes. Controls the growth of records in offices through the systematic disposition of unneeded records.
What is an agency schedule? Agencies are required by law to develop records schedules for all of their records not covered by the GRS ( 44 U.S.C. 3303 ). After reviewing their records, agencies submit the schedules for NARA approval on an SF 115,  Request for Records Disposition Authority .  The SF 115 contains descriptions of record series or systems and disposition instructions for each. These instructions specify when the series is to be cut off, when eligible records are to be moved to off-site storage, when eligible temporary records must be destroyed or deleted, and when permanent records are to be transferred to the National Archives.  Schedules may not be implemented until NARA has approved them. Some schedules, especially those containing records relating to financial management, claims, and other related matters, must also be approved by the General Accounting Office (GAO) ( 44 U.S.C. 3309 ) before NARA will approve them.  Once approved by NARA, retention periods in the schedules are mandatory and authorize the systematic removal of unneeded records from Federal offices.
What is an Agency schedule (Cont) Once the inventory is completed and submitted to the Electronic Records (E-Records) manager, the process involves coordination between the E-Records manager, system owners, and the National Archives and Records Administration (NARA) to: Draft disposition instructions, and; Schedule site visits by the archivist to check systems, records, and resolve any issues  Afterwards, the scheduling of the disposition instructions goes through an approval process by NARA (and GAO if financial system/records) before they can be incorporated into the ERDS and made mandatory.
Schedules Does Your Agency have  Disposition Schedules General Records Schedules (GRS)  GRS 20, Electronic Records
The End Questions, Comments, Assistance???? Contact Ken Matthews E-Records Project Manager [email_address]

More Related Content

PPT
Management Of Information Systems, Part I
PPTX
Document and Records Control - Records Management
PPT
Effective filing and recording system
PPT
Staffing and personal management
PPT
Texas STaR Chart
DOCX
Would your church hire the apostle paul
DOCX
A Quick Reference Guide Considering E Mail As A Federal Record, 2 2010
PPS
Live and Love
Management Of Information Systems, Part I
Document and Records Control - Records Management
Effective filing and recording system
Staffing and personal management
Texas STaR Chart
Would your church hire the apostle paul
A Quick Reference Guide Considering E Mail As A Federal Record, 2 2010
Live and Love

Viewers also liked (12)

PPT
Proactively Managing Electronic Records In A Federal Environment
PPT
Texas S Ta R Chart Pp1
PPS
227832 633862028202640000
PPT
J Lindenau Leon Interiors And Architecture
DOC
E Records Resource Recommendations
PPSX
Opinion essay
PPT
Film review
PPTX
Hajj Management system with ERD
PPTX
Managing Electronic Records Within A Federal Government Workplace
PPT
Describe where things and people are in the picture
PPT
Electronic Records Management An Overview
PPT
Recommended Electronic Filing Structure (Organization and Development)
Proactively Managing Electronic Records In A Federal Environment
Texas S Ta R Chart Pp1
227832 633862028202640000
J Lindenau Leon Interiors And Architecture
E Records Resource Recommendations
Opinion essay
Film review
Hajj Management system with ERD
Managing Electronic Records Within A Federal Government Workplace
Describe where things and people are in the picture
Electronic Records Management An Overview
Recommended Electronic Filing Structure (Organization and Development)
Ad

Similar to The Scheduling Of Information Systems 2 (20)

DOC
Seyi's assignment
PPT
Ta Review Logging
PPT
Records management program
PPT
Kentucky_Presentation_Final
PDF
Integrating and appling tmf regulation into your buisness process
PDF
Equipment Redeployment and Termination Procedures
PPT
Information Management: Developing a Records Management Plan
PDF
The Wright Way into the Cloud: The Argument for ARCS
PDF
Study Setup_Katalyst HLS
PDF
Download-manuals-ground water-manual-gw-volume8operationmanualdataprocessing...
PDF
Guidebook To Long-Term Retention Part 1: Challenges And Effective Approaches
DOCX
CHAPTER 8INFORMATION GOVERNANCEInformation Governance & .docx
PPT
Planning and developing a records center
PDF
Usando ISO 15489 como herramienta de auditoria
PPT
The Department of the Navy Financial management (ERP)
PPT
Taking EA down to desktop
DOCX
Department of Defense
PPT
baim_ch07
DOC
Jeremiah Colgin CHART Resume
DOCX
Replace this Line with the Title of Your Paper.docx
Seyi's assignment
Ta Review Logging
Records management program
Kentucky_Presentation_Final
Integrating and appling tmf regulation into your buisness process
Equipment Redeployment and Termination Procedures
Information Management: Developing a Records Management Plan
The Wright Way into the Cloud: The Argument for ARCS
Study Setup_Katalyst HLS
Download-manuals-ground water-manual-gw-volume8operationmanualdataprocessing...
Guidebook To Long-Term Retention Part 1: Challenges And Effective Approaches
CHAPTER 8INFORMATION GOVERNANCEInformation Governance & .docx
Planning and developing a records center
Usando ISO 15489 como herramienta de auditoria
The Department of the Navy Financial management (ERP)
Taking EA down to desktop
Department of Defense
baim_ch07
Jeremiah Colgin CHART Resume
Replace this Line with the Title of Your Paper.docx
Ad

Recently uploaded (20)

PDF
Getting Started with Data Integration: FME Form 101
PDF
TokAI - TikTok AI Agent : The First AI Application That Analyzes 10,000+ Vira...
PPT
Teaching material agriculture food technology
PDF
Optimiser vos workloads AI/ML sur Amazon EC2 et AWS Graviton
PDF
gpt5_lecture_notes_comprehensive_20250812015547.pdf
PPTX
Programs and apps: productivity, graphics, security and other tools
PDF
Electronic commerce courselecture one. Pdf
PDF
Machine learning based COVID-19 study performance prediction
PPTX
20250228 LYD VKU AI Blended-Learning.pptx
PPTX
Digital-Transformation-Roadmap-for-Companies.pptx
PPTX
SOPHOS-XG Firewall Administrator PPT.pptx
PDF
NewMind AI Weekly Chronicles - August'25-Week II
PDF
Mobile App Security Testing_ A Comprehensive Guide.pdf
PDF
MIND Revenue Release Quarter 2 2025 Press Release
PPTX
Big Data Technologies - Introduction.pptx
PPTX
Spectroscopy.pptx food analysis technology
PDF
Video forgery: An extensive analysis of inter-and intra-frame manipulation al...
PPTX
Group 1 Presentation -Planning and Decision Making .pptx
PDF
Accuracy of neural networks in brain wave diagnosis of schizophrenia
PDF
Encapsulation theory and applications.pdf
Getting Started with Data Integration: FME Form 101
TokAI - TikTok AI Agent : The First AI Application That Analyzes 10,000+ Vira...
Teaching material agriculture food technology
Optimiser vos workloads AI/ML sur Amazon EC2 et AWS Graviton
gpt5_lecture_notes_comprehensive_20250812015547.pdf
Programs and apps: productivity, graphics, security and other tools
Electronic commerce courselecture one. Pdf
Machine learning based COVID-19 study performance prediction
20250228 LYD VKU AI Blended-Learning.pptx
Digital-Transformation-Roadmap-for-Companies.pptx
SOPHOS-XG Firewall Administrator PPT.pptx
NewMind AI Weekly Chronicles - August'25-Week II
Mobile App Security Testing_ A Comprehensive Guide.pdf
MIND Revenue Release Quarter 2 2025 Press Release
Big Data Technologies - Introduction.pptx
Spectroscopy.pptx food analysis technology
Video forgery: An extensive analysis of inter-and intra-frame manipulation al...
Group 1 Presentation -Planning and Decision Making .pptx
Accuracy of neural networks in brain wave diagnosis of schizophrenia
Encapsulation theory and applications.pdf

The Scheduling Of Information Systems 2

  • 1. Electronic Records Management (ERM) Scheduling Information Systems With the National Archives
  • 2. ERM Authorities NARA, 36 CFR 1234, Electronic Records Management NARA, 36 CFR 1228.270, Disposition of Federal Records GSA, Title 41 CFR, Part 102-193 : Creation, Maintenance, and Use of Records OMB Circular A-130, Management of Federal Information Resources, E-Government Act of 2002 (as amended) The Paperwork Reduction Act (1995) Government Paperwork Elimination Act
  • 3. Overview NARA requires that all Federal Agency’s throughout the Federal Government Schedule their various Information Systems. It is estimated that your offices may need a period of approximately six months to complete the suggested scheduling steps involved in scheduling systems and an additional six months for NARA to approve the schedules. As you can see, the earlier one gets started in the process the better. This guidance is meant to provide you with some suggested procedures, form(s) (primarily NARA Form SF 115), and assistance for this important NARA requirement.
  • 4. Basic Steps (1) Conduct a system’s inventory of all Information Systems throughout your Agency. You may need input from system implementation personnel your CIO Office for their assistance. In some cases the CIO Office may have a knowledge of the various Systems and point of contacts (POC).
  • 5. Purpose of the Inventory The purpose of this information systems inventory is to establish current status of electronic records (and information systems) maintained in your computing environment. It may very well be necessary to update and implement a revised Electronic Records Disposition Schedule (ERDS) which allows the Agency to legally dispose of temporary records and effect timely transfer of permanent records to NARA.
  • 6. Basic Steps (Cont.) (2) Meet with your office management/staff to discuss and draft respective records disposition instructions. If records that will be maintained in your information systems have been previously scheduled, refer to your Disposition Schedules and start with retention periods stated there. Once your office management/staff reaches consensus on the disposition instructions, send recommendations package to your Agency Records Division for review. Once this is cleared by the Records Division the recommendations should be sent General Counsel (GC) Office or the Legal Office to ensure recommended disposition takes into account possible legal holds levied on your records of which neither, your office or Records Office may not be aware of.
  • 7. Basic Steps (Cont.) (3) Once GC clears dispositions instructions, revise if necessary and resubmit package to the Records Office. (4) The Records Staff should finalize the package by completing an SF 115, Request for Records Disposition Authority, and submit package to NARA for approval
  • 8. What are the benefits of using records schedules? Using records schedules: Ensures that the important records are organized and maintained in such a way as to be easily retrieved and identifiable as evidence of the program's activities, especially in the event of an audit, a Freedom of Information Act (FOIA) request, or a discovery in a lawsuit. Conserves office space and equipment by using filing cabinets to store only active paper records and conserves server space by using tapes, disks, and other off-line storage media for electronic records. Saves money by moving inactive files to off-site storage areas until they are ready for final disposition. Helps preserve those records that are valuable for historical or other research purposes. Controls the growth of records in offices through the systematic disposition of unneeded records.
  • 9. What is an agency schedule? Agencies are required by law to develop records schedules for all of their records not covered by the GRS ( 44 U.S.C. 3303 ). After reviewing their records, agencies submit the schedules for NARA approval on an SF 115, Request for Records Disposition Authority . The SF 115 contains descriptions of record series or systems and disposition instructions for each. These instructions specify when the series is to be cut off, when eligible records are to be moved to off-site storage, when eligible temporary records must be destroyed or deleted, and when permanent records are to be transferred to the National Archives. Schedules may not be implemented until NARA has approved them. Some schedules, especially those containing records relating to financial management, claims, and other related matters, must also be approved by the General Accounting Office (GAO) ( 44 U.S.C. 3309 ) before NARA will approve them. Once approved by NARA, retention periods in the schedules are mandatory and authorize the systematic removal of unneeded records from Federal offices.
  • 10. What is an Agency schedule (Cont) Once the inventory is completed and submitted to the Electronic Records (E-Records) manager, the process involves coordination between the E-Records manager, system owners, and the National Archives and Records Administration (NARA) to: Draft disposition instructions, and; Schedule site visits by the archivist to check systems, records, and resolve any issues Afterwards, the scheduling of the disposition instructions goes through an approval process by NARA (and GAO if financial system/records) before they can be incorporated into the ERDS and made mandatory.
  • 11. Schedules Does Your Agency have Disposition Schedules General Records Schedules (GRS) GRS 20, Electronic Records
  • 12. The End Questions, Comments, Assistance???? Contact Ken Matthews E-Records Project Manager [email_address]