Volume 4, Issue 1 by pmv10607


									                  National Archives and Records Administration

Winter 2007                                                             Volume 4, Issue 1

                                                                                                                      Inside this issue:

                                                                                                                    NARA’s Online Registra-     2
                                                                                                                    tion System for Records
                                                                                                                    Management Training
Published by the Great Lakes Region                                                    Photo by Anthony Beard       Business Analysis and       2
                                                                                                                    Records Management
Big Bucket Scheduling!                                                                                              New NARA Course - Vital     3

By Galen Wilson                                                                                                     Records

                                                                                                                    Award Winning National      3
  Remember being told not to       focusing on the process, easily cover any program or project that
                                                                                                                    Science Team
put all your eggs in one basket?   rides the media merry-go-round NASA ever undertook or will
Mark Twain advised “Put all your   without falling off.            undertake?
eggs in one basket—and watch                                                                                        RM Training Opportunities   4
that basket!” NARA agrees with      As agencies move to electronic       Here’s how the answer became
Twain in advocating a type of      record keeping systems, key-        “yes.” NASA programs and pro-
flexible records schedule fondly   word e-access replaces thumbing     jects were divided into two
called “big buckets.”              through folders in which paper      camps: those in which historians
                                   was placed. Big bucket sched-       will be interested forever, and            “Information may be accumu-
 What it is and how it works ules offer a clear advantage.             those whose value is temporary.            lated in files, but it must be
                                   They enable speedier searching      The first camp produces records            retrieved to be of use in
  A big bucket schedule focuses    via a streamlined directory tree.   needed forever, for a long time            decision making.”
on a business process rather than                                      (but not forever), and for only a
on the records it produces. For     A case study: NASA                 short time. Records of the second          Kenneth J. Arrow

instance, the process of “paying                                       camp are divided between long              Nobel Laureate in Economics

bills” may include outgoing or-     The backbone of the National       and short retention, based on how          The Limits of Organization
ders, incoming invoices, utility   Aeronautics and Space Admini-       long NASA needs the informa-               (Norton 1972)
bills, credit card statements,     stration (NASA) mission is re-      tion. When the dust settled, 187
cancelled checks, and ledgers      search. Hundreds of research        items had become just 13.
posting transactions. A tradi-     projects are active at any one
tional records schedule might      point in time. These are fre-         This schedule clarifies another        years but you never determined how
include those six series as sepa-  quently grouped into larger pro-    important truth. Usually there is        long your records would be kept.
rate items, despite their similar  grams. For instance, the Apollo     only one record copy of anything.        Lots of records could have been
or identical retention periods. A Program was composed of many         If it is properly managed, all other     thrown out four years ago...but
big bucket schedule merges them projects.                              copies are non-record and can be         they’re still here. You give the or-
all into “Pay bills” (the process)                                     destroyed when no longer                 der, “Start shredding now!” What
and—voila!—one item.                 Many NASA records schedule        needed.                                  kind of trouble are you in? Possibly
                                   items concerned one project.
                                                                                                                a lot.
  Big buckets may prove longer     Such items couldn’t expand to       One caveat
lasting than their traditional     cover other closely related pro-                                             Can big buckets work for you?
counterparts. A business process jects. What to do? The solution         A flexible records schedule pro-
is less likely to change than the  was realizing that all NASA pro-    vides opportunity, but you still           NARA’s crystal ball says
records it creates. A traditional grams and projects pass through      have responsibility. Your office         “probably.” It may make life simpler
schedule for court reporter re-    eight common stages: formula-       should determine its retention           for agency staff responsible for put-
cords might mention audio tapes, tion, approval, design develop-       period within a band at the time         ting records in the right place.
machine paper tapes, and tran-     ment, manufacture/fabrication/      records are created. Then your           Interested in discussing whether it
scripts. As technology changes, assembly, system integration/          program is consistent. Here’s            could be of benefit to you? Call one
tapes may be superseded by digi- verification, implementation/         why it matters. Imagine that an          of our Senior Records Analysts—
tal voice recordings on an intra- operations, observational data,      investigator is on your doorstep         John Stewart in Chicago (773-948-
net. A big bucket schedule,        and evaluation/termination.         looking for records. The big-            9024) or Galen Wilson in Dayton
                                   Could a schedule be written to      bucket retention band is 5 to 10         (937-425-0613) for guidance.
Page 2

 Great News!!! New Online Registration System for NARA Training
 By Anthony Beard and Marybelle Yeazel

   The National Archives & Records Administra-         and return it by fax or e-mail to the appro-     tions upon completion of KAs 2-6. Those
 tion (NARA) has a new way to enroll students in       priate NARA facility. Your seat in the class     who successfully pass all five examinations
 the different records management courses that         will then be confirmed. Registration in          will receive NARA’s Certification of Federal
 NARA offers. NARA's National Records Man-             LMS closes ten business days before the first    Records Management Training, signed by
 agement Training Program is now supported by a        day of class.                                    the Archivist of the United States. KA1 is
 learning management system (LMS). Course                                                               recommended as a foundation course for
 listings, search capability, registration, and pay-    NARA’s Great Lakes Region (Chicago, IL          those seeking certification, but is not re-
 ment will all be handled online (the payment          and Dayton, OH) are offering the following       quired to obtain certification.
 function will be automated online by early 2007).     courses during FY 2007: Basic Records
 Please visit the site at:                             Operations, Disaster Preparedness and Re-         In the Great Lakes Region, there are two
                                                       sponse, Vital Records, Knowledge Area 1          LMS Coordinators: Marybelle Yeazel
 http://nara.learn.com/recordsmanagement-training      (KA1) Records Management Fundamentals,           (937-425-0624) in Dayton, for training in
                                                       KA2 Creating and Maintaining Agency Busi-        Ohio, Michigan, and Indiana, and Anthony
   Once on the LMS site, you identify the course       ness Information, KA3 Records Scheduling,        Beard (773-948-9025) in Chicago, for train-
 you wish to take. Then you obtain approval and        KA4 Records Schedule Implementation,             ing in Illinois, Wisconsin, and Minnesota.
 payment specifics from your agency. With this         KA5 Asset and Risk Management, and KA6
 information in hand, follow these steps:              Records Management and Program Devel-
  1. Click on "registration new user," and com-        opment.
 plete the brief user information sheet.            NARA offers an optional certification pro-
 2. Complete the registration page.                gram for individuals who successfully com-
                                                   plete training in Federal records manage-
 3. Provide payment by credit card, training form, ment. Training is delivered at NARA re-
 purchase order, or check. Before the payment      gional facilities, the National Archives at                        As easy as 1,2,3!
 function is automated online, you'll recieve a    College Park, and other locations across the
 Payment Information Sheet by e-mail; complete country. Participants may take examina-

 NARA Links Business Analysis to Records Management
 By John Stewart

  NARA is providing Records Management            Life Cycle concept and encourages standardi-         root causes, in order to define information
 staff at its national headquarters and regional  zation of IT capital investment and informa-         solutions, develop models of a future state,
 offices training in Business Analysis techniques tion system development. NARA has found              and define system requirements. With
 and methodologies. This training links re-       that an effective way to link records require-       NARA’s assistance, agency records manage-
 cords management to the changing forms of        ments with IT systems is to focus on Business        ment staff will work with their IT staff and
 information in Federal agencies. After train-    Analysis techniques and methodologies, espe-         assist them in designing, constructing, testing,
 ing, NARA staff will be able to assist agencies  cially during the concept development and            and producing information systems that meet
 with records situations encountered when the     requirements definition phases. A Business           necessary records requirements.
 agencies are undertaking upgrades, merges, or    Analysis approach also supports activities dur-
 replacement of information systems.              ing the design, construction, testing, imple-         NARA records management analysts are
                                                  mentation,                                           planning guides and toolkits on applying Busi-
   Business Analysis training is in line with the and retire-                                          ness Analysis techniques for agency use. One
 published Records Management Profile, re-        ment or roll-                                        of the first of these products will be a series of
 leased as a joint product by OMB, the Federal over phases                                             checklists that provide formality and stan-
 CIO Council, and NARA in December 2005. of informa-                                                   dardization to the process of system modeling
 The Records Management Profile overlays the tion system                                               and defining systems requirements. It’s not
 Federal Enterprise Architecture and integrates development.                                           your father’s records management, but it will
 records management requirements with de-         NARA hopes                                           provide new and useful products to assist
 veloping business and IT investment strate-      that records analysts trained in Business Analy-     agencies in complying with required record
 gies.                                            sis techniques and concepts will assist agency       keeping standards as they implement more
                                                  records staff with a standardized approach in        effective information systems.
  The Records Management Profile utilizes an framing a business problem, and determining
 approach based on the Systems Development
Volume 4, Issue 1                                                                                                                   Page 3

 Announcing a New NARA Records Management Course
 By Joseph Suster

    Do you know the difference between a record and a vital               Vital Records is being offered by NARA at various locations
   record? Can you identify your organization's critical business       across the U.S. through September 30, 2007. Please go to
   needs if an emergency or disaster befalls it? Can you identify and   www.archives.gov/records-mgmt/training for a list of sched-
   assess various risks to your records? NARA is introducing a new      uled dates and sites. This course can also be tailored to your
   records management course during FY 2007: Vital Records.             individual agency's needs.
   This one-day course provides the knowledge and skills required
   to identify, protect, and make readily available the vital records    For more information on course customization, contact Joseph
   needed to support the resumption of critical business functions      Suster at 773-948-9040 or Joseph.Suster@nara.gov. Please
   after a disaster, and to establish and administer an ongoing vital   note that Vital Records is not one of NARA's Certification
   records program.                                                     courses.

     This practical, hands-on presentation consists of four instruc-
   tion modules that target Federal employees and/or contractors
   who have records responsibilities, Continuity of Operations Plan
   (COOP) managers, line managers and staff, information tech-
   nology personnel, and employees of state and local governments
   involved with vital records programs or emergency planning.
   Tuition is $150 per attendee.

 National Science Records Team Wins Archivist’s Award
 By James Hurst

   On October 16 it was announced that the      ronmental Protection Agency, the Na-         production and use of hazardous materials;
 National Science Records Team had re-          tional Oceanic and Atmospheric Admini-       environmental planning and monitoring;
 ceived the 2006 Archivist’s Award for          stration, the Coast Guard, and the Corps     emergency response and remediation; and
 Outstanding Achievement in Achieving           of Engineers.                                claims and litigation.
 Organizational Goals. The announcement
 stated that the team’s award was for            The goal of the National Science Team’s      Information on the appraisal guidelines
 “innovative appraisal guidance that will be    toolkit is to                                for EH&S records is available at
 invaluable in helping preserve our Nation’s    aid the        The announcement              http://www.nara-at-
 valuable scientific assets.”                   appraiser in stated that the team’s          work.gov/archives_and_records_mgmt/n
                                                determin- award was for                      rmp/science-records-resources.html
  The National Science Team consists of         ing the        “innovative appraisal
 NARA staff appraisers from both head-          value and guidance that will be                 The National Science Records Team is
 quarters and the field and includes James      disposition invaluable in helping            currently working on the development of
 Hurst from the Dayton office of the Great      of EH&S        preserve our Nation’s         appraisal considerations for the vast quan-
 Lakes Region.                                  records.       valuable scientific           tity of scientific observational data created
                                                The toolkit assets.”                         primarily by the National Aeronautics and
   The team’s chief accomplishment was to       includes a                                   Space Administration, the United States
 create a toolkit of appraisal aids to assist   checklist that supplements the guidance on   Geological Survey, and the National Oce-
 NARA records management staff in ap-           appraising EH&S records provided in Ap-      anic and Atmospheric Administration.
 praising specific categories of science re-    pendix 2 of NARA Directive 1441- Ap-
 cords. In this instance, the toolkit was       praisal Policy. The guidance sets forth a
 based on case studies relating to environ-     series of considerations that an appraiser
 mental, health, and safety (EH&S) records      should use in determining the value of re-
 from a variety of Federal agencies, includ-    cords relating to certain EH&S functions:
 ing the Department of Energy, the Envi-
                                                                                                     Dayton, OH 45439
                                                                                                     3150 Springboro Rd.
                                                                                                     NARA-Great Lakes Region

Upcoming Records Management Training                                           Building Partnerships for Better Records
                                                                               Management !
KA1 Records Management Fundamentals
                                                                               You know your office better than anyone else does. Experts at
Dayton - January 23, 2007 * Chicago - February 26, 2007                        the National Archives and Records Administration know
                                                                               records management. Together, in partnership, we can
KA2 Creating and Maintaining Agency Business Information
                                                                               improve records management in your agency through Targeted
Dayton - January 24-25, 2007 * Chicago - February 27-28, 2007                  Assistance.

KA5 Asset and Risk Management                                                  What help is provided? This depends on your needs.
Chicago - March 1-2, 2007                                                      We can provide:
KA3 Records Scheduling                                                         *Expedited review of critical schedules
                                                                               *Tailored records management training
Dayton - March 12-13, 2007
                                                                               *Inventory form design
KA4 Records Schedule Implementation                                            *Review of draft schedules
                                                                               *Help in records disposition/transfer
Dayton - March 14 -15, 2007                                                    *Analysis of electronic recordkeeping needs
                                                                               *and much, much more
Basic Records Operations
                                                                             To find out about Targeted Assistance partnership opportuni-
Indianapolis - February 6, 2007 * Milwaukee - March 28, 2007 *
Madison - March 29, 2007 	                                                  ties, call one of our Senior Records Analysts -John Stewart in
                                                                            Chicago (773-948-9024) or Galen Wilson in Dayton
See page two for workshop contact information and how to register online! 	 (937-425-0613).

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