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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