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Records Management 2007 Data Protection Seminar TMA Privacy Office
Records Management Purpose ,[object Object]
Records Management Objectives ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Management Responsibilities
Why should I care about my records? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Why Care?
What Can You Do to Help Improve TMA Recordkeeping? ,[object Object],[object Object],[object Object],[object Object],Records Management How to Improve Recordkeeping
Records Management Regulations ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management What Can I Do to Avoid Records Problems? (1 of 2)
Records Management What Can I Do to Avoid Records Problems? (2 of 2)
Records Management What Are the Problems? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management This Agency Let Their Records Storage Policy Go Down the Toilet
Records Management Cheney Defiant on Classified Material Executive Order Ignored Since 2003 ,[object Object],[object Object],[object Object],[object Object],By Peter Baker – Washingtonpost.com - Updated: 9:38 p.m. MT June 21, 2007
Records Management E-Discovery, It’s the Law ,[object Object]
Records Management Court Cases Involving E-mail (1 of 2) ,[object Object],[object Object]
Records Management Court Cases Involving E-mail (2 of 2) ,[object Object],[object Object]
Records Management Records Management ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management First, What is a Record? “ Records include all books, papers, maps, photographs, machine readable materials, or other documentary materials, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of Government or because of the informational value of data in them.” 44 U.S.C. Sec. 3301 In other words, any information in any media created or received while fulfilling the duties of your position, or conducting official business, except reference materials Regardless of physical form or characteristics,
Records Management Characteristics of Records ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],All Records – including electronic records – Must have the following Trustworthy characteristics
Records Management General Requirements for Records ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],The electronic record must retain its characteristics over time, for as long as they are required to be legally retained
Records Management Records Include: ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management What is Not a Record? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],Records Management What is an Electronic Record? (1 of 2) Electronic records include data files and databases, machine readable indices, word processing files, E-mails, instant messages, digitized versions of hard copy records and much, much more
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management What is an Electronic Record? (2 of 2)
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Electronic Recordkeeping
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Proliferating Formats
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Benefits of Electronic Records
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],“ Much of the information of the late 20th century and 21st century will be lost if we don’t do something about solving the problems of saving electronic information over time. The truth is that vital digital materials are being lost every day, and the cost of those losses is unknown and unknowable.” - Reynolds Cahoon, Assistant Archivist and Chief Information Officer at NARA. August 9, 2004 Federal Times Records Management Challenges of Electronic Records
Records Management What is an E-mail Record? ,[object Object],[object Object],[object Object]
Records Management Is My E-mail a Federal Record? ,[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Problems of Electronic Records
Records Management Can I Delete E-mail? ,[object Object],[object Object],[object Object],[object Object]
Records Management TMA and the DoD E-mail Policy (1 of 2) ,[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],Records Management TMA and the DoD E-mail Policy (2 of 2)
[object Object],[object Object],[object Object],[object Object],Records Management Electronic Records Mandate
[object Object],[object Object],[object Object],[object Object],Note: Messages from PDA’s are treated the same as E-mail Records Management Points to Remember about E-mail Records
Records Management The Information and System Lifecycle ,[object Object],[object Object],[object Object],Phase 1 Initiation Phase 2 Acquisition/ Development Phase 3 Implementation Phase 4 Operations/ Maintenance Phase 5 Disposition Creation/Receipt of Records Active use of office records Records Management Inactive use: Federal Records Center
Records Management Lifecycle - Electronic Records Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Inactive “ Near Line ” Inactive “ Near Line ” Inactive “ - ” Inactive “ - ” Inactive in Records Center Disposition Disposition Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Disposition Disposition Inactive “ Off-Line” Permanent: 2 - 5% Temporary: 95 - 98% Inactive “ Near-line” Capture Active Use & Distribution Migration Transfer Archives Destruction Inactive: in records center
Records Management What is a Freeze? ,[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management Freezes on Destruction ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management TMA Current Freezes (1 of 2) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management TMA Current Freezes (2 of 2) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management Old Records ,[object Object],[object Object]
Backup tapes and discs are for Disaster Recovery, Not recordkeeping Records Management Backup Tapes and Recordkeeping Because they do not have the features specified in 36 CFR 1234.24, paragraph (c), backup tapes should NOT be used for recordkeeping purposes
Records Management Transfer to Federal Records Centers It’s in your interest! It’s in the public’s interest
TMA offices and contractors transfer their inactive records to NARA for proper storage Records Management Transfer
Records Management Storage and Handling of Electronic Media ,[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Records Management Storing and Labeling Requirements
Can I remove, delete or destroy other types of Federal records? ,[object Object],[object Object],Records Management Destruction
Records Management Summary ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records Management Resources (1 of 2) ,[object Object],[object Object],[object Object],[object Object]
Records Management Resources (2 of 2)
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RecordsManagement_FINAL

  • 1. Records Management 2007 Data Protection Seminar TMA Privacy Office
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  • 8. Records Management What Can I Do to Avoid Records Problems? (1 of 2)
  • 9. Records Management What Can I Do to Avoid Records Problems? (2 of 2)
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  • 11. Records Management This Agency Let Their Records Storage Policy Go Down the Toilet
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  • 17. Records Management First, What is a Record? “ Records include all books, papers, maps, photographs, machine readable materials, or other documentary materials, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of Government or because of the informational value of data in them.” 44 U.S.C. Sec. 3301 In other words, any information in any media created or received while fulfilling the duties of your position, or conducting official business, except reference materials Regardless of physical form or characteristics,
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  • 37. Records Management Lifecycle - Electronic Records Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Inactive “ Near Line ” Inactive “ Near Line ” Inactive “ - ” Inactive “ - ” Inactive in Records Center Disposition Disposition Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Disposition Disposition Inactive “ Off-Line” Permanent: 2 - 5% Temporary: 95 - 98% Inactive “ Near-line” Capture Active Use & Distribution Migration Transfer Archives Destruction Inactive: in records center
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  • 43. Backup tapes and discs are for Disaster Recovery, Not recordkeeping Records Management Backup Tapes and Recordkeeping Because they do not have the features specified in 36 CFR 1234.24, paragraph (c), backup tapes should NOT be used for recordkeeping purposes
  • 44. Records Management Transfer to Federal Records Centers It’s in your interest! It’s in the public’s interest
  • 45. TMA offices and contractors transfer their inactive records to NARA for proper storage Records Management Transfer
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  • 51. Records Management Resources (2 of 2)
  • 52. Please fill out your critique Thanks!