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									                                                                 Toolkit for Managing Electronic Records
                                                                            NARA Tools by Date
                                                                              February 3, 2011
                   TITLE                                     SHORT DESCRIPTION                PUBLICATION DATE                       URL
Nationwide Records Management Training             Describes NARA's records management                             http://www.archives.gov/records-
                                                   training available nationwide.              Updated Regularly   mgmt/training/index.html

Records Express Blog                               Provides updates from the National                              http://blogs.archives.gov/records-
                                                   Records Management Program (NRMP),                              express/
                                                   which provides records management
                                                   leadership, oversight, guidance, and        Updated Regularly
                                                   service to Federal agencies so they will
                                                   appropriately manage their records.
Records Control Schedule (RCS) Repository          Provides access to scanned versions of                          http://www.archives.gov/records-
                                                   records schedules, or Standard Forms                            mgmt/rcs/
                                                   115, Request for Records Disposition
                                                   Authority, that have been developed by      Updated Regularly
                                                   Federal agencies and approved by the
                                                   Archivist of the United States.
Establishing Trustworthy Digital Repositories: A                                                                   www.archives.gov/records-
Discussion Guide Based on the ISO Open      A high-level discussion guide for agency                               mgmt/toolkit/pdf/ID373.pdf
Archival Information System (OAIS) Standard managers and staff about the Open
Reference Model                             Archival Information System (OAIS)
                                            standard reference model for agencies              January 19, 2011
                                            interested in developing a "trustworty
                                            digital repository" for long term storage of
                                            digital records and data that complies
                                            with the OAIS Standard, ISO 14721:2003.
NARA Bulletin 2010-04: Guidance Concerning  Provides guidance to assist Federal                                    http://www.archives.gov/records-
Notifications for Previously Scheduled      agencies in developing new media                   September, 2010     mgmt/bulletins/2010/2010-04.html
Permanent Records                           neutral records schedules.
NARA Bulletin 2010-05: Guidance on Managing Addresses records management                                           http://www.archives.gov/records-
Records in Cloud Computing Environments     considerations in cloud computing                                      mgmt/bulletins/2010/2010-05.html
                                            environments and is a formal articulation          September, 2010
                                            of NARA's view of agencies' records
                                            management responsibilities.
Frequently Asked Questions (FAQs) About     Provides agency records officers with                                  http://www.archives.gov/records-
Media Neutral Schedule Items                definitions of media neutrality, guidance                              mgmt/faqs/media-neutral.html
                                            on writing media neutral schedules for
                                            permanent records, and applications of             September, 2010
                                            previously approved schedules to
                                            electronic records.




                                                                                 Page 1
                                                                  Toolkit for Managing Electronic Records
                                                                             NARA Tools by Date
                                                                               February 3, 2011
                      TITLE                                   SHORT DESCRIPTION                 PUBLICATION DATE                     URL
Report on Federal Web 2.0 Use and Record            Provides observations of how agencies                          http://www.archives.gov/records-
Value characteristics that may affect the value     are using web 2.0 tools to conduct                             mgmt/resources/web2.0-use.pdf
of information created                              business and identifies characteristics      September, 2010
                                                    that may affect the value of information
                                                    created.
Frequently Asked Questions About Managing           Provides agency records officers with a                        http://www.archives.gov/records-
Federal Records In Cloud Computing                  basic overview of cloud computing, its                         mgmt/faqs/cloud.html
Environments                                        benefits and concerns, and records
                                                    management implications that agencies         February, 2010
                                                    will need to consider when implementing
                                                    cloud computing services.
NARA Bulletin 2009-02: Guidance concerning    Provides guidance on managing records                                http://www.archives.gov/records-
managing records in multi-agency environments created or maintained in one                                         mgmt/bulletins/2009/2009-02.html
                                                                                                   June, 2009
                                              "environment" that is used by more than
                                              one agency.
Continuing Study of Federal Agency            Summarizes results of a NARA study of                                http://www.archives.gov/records-
Recordkeeping Technologies - 2008             three headquarters-level Federal                                     mgmt/resources/recordkeeping-tech-
                                              agencies who are implementing Records                                2008.pdf
                                              Management Application (RMA) software                March, 2009
                                              products, and one headquarters agency
                                              that uses E-mail Archiving Software
                                              (EAS).
FAQs in Response to the What's & Why's of           Answers a list of frequently asked                             http://archives.gov/records-
Electronic Formats NARA Accepts                     questions about electronic formats that       February, 2009   mgmt/faqs/electronic-formats.html
                                                    NARA accepts.
Memorandum to Federal Agency Records                Provides guidance relating to the records                      http://www.archives.gov/records-
Officers NWM 05.2009: Guidance relating to          of Presidential transition teams.            November, 2008    mgmt/toolkit/pdf/ID298.pdf
transition team materials
Framework for Developing Records                    Explains NARA‟s framework for                                  http://www.archives.gov/records-
Management Guidance                                 developing records management                 October, 2008    mgmt/policy/rm-framework.html
                                                    guidance.
NARA Bulletin 2008-07: Endorsement of DoD           Information on DoD 5015.2-STD RMA                              http://www.archives.gov/records-
Electronic Records Management Application           Design Criteria Standard                     September, 2008   mgmt/bulletins/2008/2008-07.html
(RMA) Design Criteria Standard, version 3
NARA Bulletin 2008-05: Guidance concerning          Discusses e-mail archiving systems and                         http://www.archives.gov/records-
the use of e-mail archiving applications to store   provides guidance for agencies adopting                        mgmt/bulletins/2008/2008-05.html
                                                                                                    July, 2008
e-mail                                              e-mail archiving systems to store Federal
                                                    records.




                                                                                   Page 2
                                                             Toolkit for Managing Electronic Records
                                                                        NARA Tools by Date
                                                                          February 3, 2011
                   TITLE                                   SHORT DESCRIPTION               PUBLICATION DATE                      URL
Federal Docket Management System (FDMS)         Reminds Records Management Officers,                           http://www.archives.gov/records-
Recordkeeping FAQ for Federal Agencies          rulemaking staff, and others about their                       mgmt/faqs/pdf/fdms-faq.pdf
                                                agency recordkeeping responsibilities           May, 2008
                                                when using the Federal Docket
                                                Management System (FDMS).
NARA Bulletin 2008-04: Guidance for flexible    Provides information to agencies that                          http://www.archives.gov/records-
scheduling                                      want to create flexible "big bucket" or                        mgmt/bulletins/2008/2008-04.html
                                                large aggregation schedules for their           April, 2008
                                                records or wish to use flexible retentions
                                                for record disposition.
NARA Bulletin 2008-02: Protecting Federal       Reminds heads of Federal agencies that                         http://www.archives.gov/records-
records and other documentary materials from    official records must remain in the           February, 2008   mgmt/bulletins/2008/2008-02.html
unauthorized removal                            custody of the agency.
A Survey Of Federal Agency Records              Provides feedback and lessons learned                          http://www.archives.gov/records-
Management Applications (RMAs)                  from Federal agency users of Records                           mgmt/resources/rma-study-07.pdf
                                                                                              February, 2008
                                                Management Applications (RMAs) and E-
                                                mail Archiving Software products.
A Report on Flexible Schedule Implementation    Summarizes results of a NARA study of                          http://www.archives.gov/records-
by Federal Agencies                             nine Federal agencies who are                                  mgmt/resources/flexible-sched-study.pdf
                                                                                                  2008
                                                implementing flexible schedules to
                                                manage the disposition of their records.
Checklists for Identifying Records Management   Checklists for identifying records                             http://www.archives.gov/records-
Requirements in the Capital Planning and        management requirements in the Capital                         mgmt/initiatives/cpic-checklist.pdf
                                                                                             September, 2007
Investment Control (CPIC) Process               Planning and Investment Control (CPIC)
                                                process.
Checklists for Identifying Records Management   Checklists to assist in identifying                            http://www.archives.gov/records-
Requirements in Business Process Design         recordkeeping requirements in business                         mgmt/initiatives/bpd-checklist.pdf
                                                                                             September, 2007
Projects                                        process design/re-design project.

Checklist for Embedding Records Management Checklist for embedding recordkeeping                               http://www.archives.gov/records-
into the Systems Development Lifecycle (SDLC) and records management into the                                  mgmt/initiatives/sdlc-checklist.pdf
                                              Systems Development Lifecycle (SDLC)         September, 2007
                                              when new IT systems are planned and
                                              developed.
Frequently Asked Questions (FAQs) about       Provides information to assist agencies                          http://www.archives.gov/records-
Transferring Permanent Records in PDF/A-1 to when considering PDF/A-1 as a transfer                            mgmt/initiatives/pdf-faq.html
                                                                                           September, 2007
NARA                                          format for permanent electronic records.




                                                                             Page 3
                                                             Toolkit for Managing Electronic Records
                                                                        NARA Tools by Date
                                                                          February 3, 2011
                     TITLE                                SHORT DESCRIPTION                  PUBLICATION DATE                      URL
Frequently Asked Questions (FAQs) about         Provides information to assist agencies                         http://www.archives.gov/records-
Selecting Sustainable Formats for Electronic    when selecting and implementing                 August, 2007    mgmt/initiatives/sustainable-faq.html
Records                                         formats for long-term electronic records.
Tips for Scheduling Potentially Permanent Web   Provides tips for identifying and collecting                    http://www.archives.gov/records-
Content Records                                 technical information about potentially                         mgmt/publications/web-tips.pdf
                                                                                                 July, 2007
                                                permanent web content records during
                                                scheduling.
Tips for Scheduling Potentially Permanent       Provides tips for identifying and collecting                    http://www.archives.gov/records-
Geospatial Data Records                         technical information about potentially                         mgmt/publications/geospatial-tips.pdf
                                                                                                 July, 2007
                                                permanent geospatial data records
                                                during scheduling.
Frequently Asked Questions (FAQs) about         Provides information to assist agencies                         http://www.archives.gov/records-
Optical Storage Media: Storing Temporary        when considering optical storage media                          mgmt/initiatives/temp-opmedia-faq.html
                                                                                                 July, 2007
Records on CDs and DVDs                         (i.e., CDs and DVDs) for temporary
                                                electronic records.
Tips for Scheduling Potentially Permanent       Provides tips for identifying and collecting                    http://www.archives.gov/records-
Digital Photographic Records                    technical information about potentially                         mgmt/publications/photo-tips.pdf
                                                                                                 July, 2007
                                                permanent digital photographic records
                                                during scheduling.
Tips for Scheduling Potentially Permanent       Provides tips for identifying and collecting                    http://www.archives.gov/records-
Records in Portable Document Format (PDF)       technical information about potentially                         mgmt/publications/pdf-tips.pdf
                                                                                                 July, 2007
                                                permanent records in PDF during
                                                scheduling.
Tips for Scheduling Potentially Permanent       Provides tips for identifying and collecting                    http://www.archives.gov/records-
Scanned Images of Textual Records               technical information about potentially                         mgmt/publications/textual-tips.pdf
                                                                                                 July, 2007
                                                permanent scanned images of textual
                                                records during scheduling.
Tips for Scheduling Potentially Permanent E-    Provides tips for identifying and collecting                    http://www.archives.gov/records-
mail Messages                                   technical information about potentially                         mgmt/publications/email-tips.pdf
                                                                                                 July, 2007
                                                permanent e-mail messages during
                                                scheduling.
Frequently Asked Questions (FAQ) about          Answers a list of frequently asked                              http://www.archives.gov/records-
Digital Audio and Video Records                 questions about digital audio and video          May, 2007      mgmt/initiatives/dav-faq.html
                                                records.
NARA Bulletin 2007-02: Guidance Concerning      Guidance to Federal agencies on records                         http://www.archives.gov/records-
the Use of Enterprise Rights Management         management implications of their use of                         mgmt/bulletins/2007/2007-02.html
(ERM) and Other Encryption-related Software     enterprise rights management (ERM) and           April, 2007
on Federal Records                              other software employing encryption
                                                technologies.




                                                                             Page 4
                                                              Toolkit for Managing Electronic Records
                                                                         NARA Tools by Date
                                                                           February 3, 2011
                   TITLE                               SHORT DESCRIPTION                PUBLICATION DATE                       URL
Frequently Asked Questions about Instant     Answers a list of frequently asked                             http://www.archives.gov/records-
Messaging (IM)                               recordkeeping questions about Instant        September, 2006   mgmt/initiatives/im-faq.html
                                             Messaging.
Implications of Recent Web Technologies for  Discusses the recordkeeping implications                       http://www.archives.gov/records-
NARA Web Guidance                            of Web Portals, Really Simple                                  mgmt/initiatives/web-tech.html
                                                                                          September, 2006
                                             Syndication (RSS), Web Logs (Blogs)
                                             and Wikis.
NARA Bulletin 2006-04: Scheduling Electronic Directs agencies to use General Records                        http://www.archives.gov/records-
Copies of E-mail and Word Processing Records Schedule (GRS) 20 as disposition                               mgmt/bulletins/2006/2006-04.html
                                             authority to schedule electronic copies of
                                                                                             July, 2006
                                             e-mail and word processing records not
                                             included in a recordkeeping system.

Recommended Practice: Analysis of Lessons       Analyzes experience of managers                             http://www.archives.gov/records-
Learned for Enterprise-wide ERM Projects        involved in ERM projects, summarizing                       mgmt/policy/lessons-learned.html
                                                                                               June, 2006
                                                factors that promote success and
                                                identifying barriers.
Appraisal Policy of the National Archives and   Promotes a fundamental understanding                        http://www.archives.gov/records-
Records Administration                          of how the National Archives and                            mgmt/toolkit/pdf/ID179.pdf
                                                Records Administration (NARA)                  May, 2006
                                                determines permanent (or archival) value
                                                of Federal records.
Transferring Permanent Electronic Records to    Answers the top 5 common questions                          http://www.archives.gov/records-
NARA Answers to the Top 5 Questions             about transferring permanent records to        May, 2006    mgmt/toolkit/pdf/ID178.pdf
                                                NARA.
Pre-Accessioning: A Strategy for Preserving     Answers several common questions                            http://www.archives.gov/records-
Permanent Electronic Records                    about pre-accessioning permanent               May, 2006    mgmt/toolkit/pdf/ID180.pdf
                                                electronic records.
National Archives and Records Administration    Lists NARA guidance and information                         http://www.archives.gov/records-
Electronic Records Management (ERM)             needed to prepare for and implement            May, 2006    mgmt/toolkit/pdf/ID181.pdf
Resource Guide                                  electronic recordkeeping.
Recommended Practice: Developing and            Applies the principles and "best                            http://www.archives.gov/records-
Implementing an Enterprise-wide Electronic      practices" of IT project management to a                    mgmt/pdf/pilot-guidance.pdf
Records Management (ERM) Proof of Concept       proof of concept demonstration pilot for
                                                                                              March, 2006
Pilot                                           ERM whose purpose is to assess
                                                whether the solution should be deployed
                                                agency-wide.




                                                                              Page 5
                                                                Toolkit for Managing Electronic Records
                                                                           NARA Tools by Date
                                                                             February 3, 2011
                     TITLE                                 SHORT DESCRIPTION                PUBLICATION DATE                     URL
Memorandum to Federal Agency Contacts            Final rule authorizing Federal agencies to                    http://www.archives.gov/records-
NWM 15.2006, Final Rule on Disposal of           dispose of very short-term temporary                          mgmt/memos/nwm15-2006.html
                                                                                              February, 2006
Transitory E-Mail Records                        electronic mail records without creating a
                                                 recordkeeping copy.
NARA Code of Federal Regulations - 36 CFR        Establishes the basic requirements for                        http://www.archives.gov/about/regulation
1236 - Electronic Records Management (ERM)       the creation, maintenance, use, and                           s/part-1236.html
                                                 disposition of Federal electronic records    February, 2006
                                                 and electronic mail applications.

Guidance for Building an Effective Enterprise-   Defines IT governance, providing                              http://www.archives.gov/records-
wide Electronic Records Management (ERM)         illustrations as to effective governance                      mgmt/policy/governance-guidance.html
                                                                                              December, 2005
Governance Structure                             mechanisms and the benefits derived by
                                                 agencies when employing them.
Best Practices in Electronic Records             Presents the results of the Electronic                        http://www.archives.gov/records-
Management - A Survey and Report on Federal      Records Management Best Practices                             mgmt/initiatives/umd-survey.html
Government Agencies' Recordkeeping Policy        Survey developed by the Center for           December, 2005
and Practices                                    Information Policy at the University of
                                                 Maryland.
Records Management Profile, Federal              Explains how the Federal Enterprise                           http://www.archives.gov/records-
Enterprise Architecture (FEA) version 1.0        Architecture (FEA) reference models                           mgmt/policy/rm-profile.html
                                                 provide a context for embedding
                                                 recordkeeping requirements and               December, 2005
                                                 effective records management practices
                                                 into agency business processes.

NARA Bulletin 2006-02: NARA Guidance for         Provides guidance to assist Federal                           http://www.archives.gov/records-
Implementing Section 207(e) of the E-            agencies and other users in meeting                           mgmt/bulletins/2006/2006-02.html
                                                                                              December, 2005
Government Act of 2002                           legal requirements for electronic records.

Benchmarking Report on Business Process          Report describing six examples of                             http://www.archives.gov/records-
Analysis and Systems Design for Electronic       exemplary practices that represent two                        mgmt/policy/bpa-benchmarking.html
Recordkeeping                                    different yet complementary ways of
                                                                                              December, 2005
                                                 ensuring that recordkeeping
                                                 requirements are identified and met in
                                                 new information systems design.
Recommended Practice: Evaluating                 Summarizes the EPA's experience                               http://www.archives.gov/records-
Commercial Off-the-Shelf (COTS) Electronic       identifying the COTS products that would                      mgmt/policy/cots-eval-guidance.html
Records Management (ERM) Applications            best meet the needs of agency staff for      November, 2005
                                                 both EDM and ERM functionality




                                                                                 Page 6
                                                               Toolkit for Managing Electronic Records
                                                                          NARA Tools by Date
                                                                            February 3, 2011
                     TITLE                            SHORT DESCRIPTION               PUBLICATION DATE                           URL
Records Management Guidance For PKI Digital Assists Federal agencies in the                                    http://www.archives.gov/records-
Signature Authenticated and Secured         management of PKI digital signature                                mgmt/policy/pki.html
Transaction Records                         authenticated and secured transaction        March, 2005
                                            records in their normal course of
                                            conducting electronic commerce.
NARA Guidance on Managing Web Records       Provides agencies with an initial, high-                           http://www.archives.gov/records-
                                            level framework for managing the content                           mgmt/policy/managing-web-records-
                                            records on their web sites as well as the   January, 2005          index.html
                                            records documenting web site operations.

Expanding Acceptable Transfer Requirements:      Specifies requirements for transferring                       http://www.archives.gov/records-
Transfer Instructions for Permanent Electronic   permanent web content records to NARA.                        mgmt/initiatives/web-content-
                                                                                             September, 2004
Records WEB CONTENT RECORDS                                                                                    records.html

Electronic Records Management Guidance on        Provides a step-by-step approach to                           http://www.archives.gov/records-
Methodology for Determining Agency-unique        identifying and defining agency specific                      mgmt/policy/requirements-guidance.html
                                                                                               August, 2004
Requirements                                     system requirements as building blocks
                                                 for agency ERM systems.
Expanding Acceptable Transfer Requirements:      Specifies requirements for transferring                       http://www.archives.gov/records-
Transfer Instructions for Permanent Electronic   permanent digital geospatial data records                     mgmt/initiatives/digital-geospatial-data-
                                                                                                April, 2004
Records DIGITAL GEOSPATIAL DATA                  to NARA.                                                      records.html
RECORDS
Expanding Acceptable Transfer Requirements: Specifies requirements for transferring                            http://www.archives.gov/records-
Transfer Instructions for Permanent Electronic permanent digital photographic records                          mgmt/initiatives/digital-photo-
                                                                                             November, 2003
Records DIGITAL PHOTOGRAPHIC RECORDS to NARA.                                                                  records.html

Guidance for Coordinating the Evaluation of    Provides a set of decision points to help                       http://www.archives.gov/records-
Capital Planning and Investment Control (CPIC) determine if office-specific ERM systems                        mgmt/policy/cpic-guidance.html
Proposals for ERM Applications                 should be funded independently or                June, 2003
                                               integrated with an agency's enterprise-
                                               wide ERM system.
Expanding Acceptable Transfer Requirements: Specifies requirements for transferring                            http://www.archives.gov/records-
Transfer Instructions for Permanent Electronic permanent PDF records to NARA.                                  mgmt/initiatives/pdf-records.html
                                                                                               March, 2003
Records RECORDS IN PORTABLE
DOCUMENT FORMAT (PDF)
Records Management Guidance For PKI-           Provides detailed guidance on retaining                         http://www.archives.gov/records-
Unique Administrative Records                  and managing PKI-unique administrative          March, 2003     mgmt/policy/pki-guidance.html
                                               records.




                                                                               Page 7
                                                                Toolkit for Managing Electronic Records
                                                                           NARA Tools by Date
                                                                             February 3, 2011
                      TITLE                                SHORT DESCRIPTION                 PUBLICATION DATE                      URL
Expanding Acceptable Transfer Requirements:      Specifies requirements for transferring                        http://www.archives.gov/records-
Transfer Instructions for Existing Permanent     existing permanent scanned images of                           mgmt/initiatives/scanned-textual.html
                                                                                              December, 2002
Electronic Records SCANNED IMAGES OF             textual records to NARA.
TEXTUAL RECORDS
Expanding Acceptable Transfer Requirements:      Specifies requirements for transferring                        http://www.archives.gov/records-
Transfer Instructions for Existing E-MAIL        existing permanent e-mail messages and                         mgmt/initiatives/email-attachments.html
                                                                                              September, 2002
MESSAGES WITH ATTACHMENTS                        their attachments to NARA.

Records Management Self-Evaluation Guide         Guide for Federal agencies to use as an                        http://www.archives.gov/records-
                                                 overview of the basic components of a                          mgmt/publications/records-
                                                                                                    2001
                                                 records management program.                                    management-self-evaluation-guide.html

Records Management Guidance for Agencies       Discusses the records management                                 http://www.archives.gov/records-
Implementing Electronic Signature Technologies principles that apply to electronic             October, 2000    mgmt/policy/electronic-signature-
                                               signature technology generally.                                  technology.html
Preliminary Planning for Electronic            Lists questions for IT staff to address                          http://www.archives.gov/records-
Recordkeeping: Checklist for IT Staff          before implementing an electronic                                mgmt/policy/prod3rev.html
                                                                                                 April, 2000
                                               recordkeeping system, and provides
                                               related guidance.
Preliminary Planning for Electronic            Identifies high-level issues that Records                        http://www.archives.gov/records-
Recordkeeping: Checklist for RM Staff          Officers need to consider before initiating                      mgmt/policy/prod4rev.html
                                               any discussion about moving towards               April, 2000
                                               electronic recordkeeping.

User Guide to Slide Presentation: Electronic     A user's guide for two presentations that                      http://www.archives.gov/records-
Recordkeeping                                    can be used to brief agency managers                           mgmt/policy/guide.html
                                                                                                 April, 2000
                                                 and staff on electronic recordkeeping.

Long version of Electronic Recordkeeping         Forms the basis for a presentation to                          http://www.archives.gov/records-
presentation content                             brief agency managers and staff on              April, 2000    mgmt/presentations/erk-full-v2.ppt
                                                 electronic recordkeeping.
Short version of Electronic Recordkeeping        Forms the basis for a presentation to                          http://www.archives.gov/records-
presentation content                             brief agency managers and staff on              April, 2000    mgmt/presentations/erk-abbrev-v2.ppt
                                                 electronic recordkeeping.
What is Electronic Recordkeeping (ERK)           Presents high level discussions of what                        http://www.archives.gov/records-
                                                 electronic recordkeeping [ERK] is in                           mgmt/policy/prod1b.html
                                                                                                 April, 2000
                                                 terms of architectures, objectives, and
                                                 critical success factors.




                                                                                Page 8
                                                               Toolkit for Managing Electronic Records
                                                                          NARA Tools by Date
                                                                            February 3, 2011
                    TITLE                                 SHORT DESCRIPTION                 PUBLICATION DATE                     URL
Why Federal Agencies Need to Move Toward        Summarizes the statutory, legal,                               http://www.archives.gov/records-
Electronic Recordkeeping                        regulatory requirements plus internal                          mgmt/policy/prod2fnl.html
                                                                                                April, 2000
                                                reasons to move towards electronic
                                                recordkeeping (ERK).
Typical Records Management [RM] Functions       Provides an overview of basic concepts                         http://www.archives.gov/records-
and Typical RM Program Activities               used in typical records management              April, 2000    mgmt/policy/prod6a.html
                                                program activities and functions.
Examples of System Functions for Electronic     Gives examples of detailed system                              http://www.archives.gov/records-
Recordkeeping (ERK) and Electronic Records      functions that an ERKS or ERM system                           mgmt/policy/prod6b.html
Management (ERM)                                might need to perform in order to satisfy       April, 2000
                                                basic records management functions.

Survey of Baseline Organizational Information   Provides a survey questionnaire for                            http://www.archives.gov/records-
                                                gathering baseline organizational                              mgmt/policy/prod7.html
                                                information for developing records              April, 2000
                                                management system requirements or
                                                evaluating ERM and ERK solutions.
Analysis of Costs and Benefits for ERM/ERK      Provides a guide to identify some typical                      http://www.archives.gov/records-
Projects                                        cost categories and possible benefits of                       mgmt/policy/prod8.html
                                                                                                April, 2000
                                                an existing RM system, or of the
                                                alternative ERM/ERK solutions.
Context for Electronic Records Management       Specifies the records management and                           http://www.archives.gov/records-
(ERM)                                           information technology [IT] terminology                        mgmt/initiatives/context-for-erm.html
                                                                                             November, 1999
                                                associated with Electronic
                                                Recordkeeping (ERK).
Vital Records and Records Disaster Mitigation   Addresses the identification and                               http://www.archives.gov/records-
and Recovery                                    protection of records needed to conduct                        mgmt/vital-records/index.html
                                                business under emergency operating                 1996
                                                conditions or to protect legal and
                                                financial rights.




                                                                                Page 9
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
                TITLE                        ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                 URL
                                                                                                                 DATE
A Report on Flexible Schedule         National Archives and Records   Summarizes results of a NARA study                      http://www.archives.gov/recor
Implementation by Federal Agencies    Administration (NARA)           of nine Federal agencies who are                        ds-mgmt/resources/flexible-
                                                                      implementing flexible schedules to           2008       sched-study.pdf
                                                                      manage the disposition of their
                                                                      records.
A Survey Of Federal Agency Records    National Archives and Records   Provides feedback and lessons                          http://www.archives.gov/recor
Management Applications (RMAs)        Administration (NARA)           learned from Federal agency users of                   ds-mgmt/resources/rma-
                                                                      Records Management Applications         February, 2008 study-07.pdf
                                                                      (RMAs) and E-mail Archiving
                                                                      Software products.
                                                                                                                              http://www.adri.gov.au/product
                                                                                                                              s/Advice%20on%20managing
                                                                                                                              %20the%20recordkeeping%2
                                                                                                                   2010
Advice on Managing the                                                                                                        0risks%20associated%20with
Recordkeeping Risks Associated with   Australasian Digital                                                                    %20cloud%20computing.pdf
Cloud Computing                       Recordkeeping Initiative        Provides cloud computing guidance.
AIIM - What is Email Management?      AIIM (The ECM Association)      Provides an explanation and overview                   http://aiimknowledgecenter.typ
                                                                      of a policy development framework                      epad.com/weblog/2009/02/wh
                                                                      for managing email as records.          February, 2009 at-is-email-management.html


AIIM White Paper - Records          AIIM (The ECM Association)        Deals with the issue of bridging the                    http://www.aiim.org/erm/paper
Management and IT: Bridging the Gap                                   gap between Records Managers and          September,    /Records-Management-IT-
                                                                      IT to improve the communications             2005       Bridging-Gap
                                                                      between these key disciplines.
Analysis of Costs and Benefits for    National Archives and Records   Provides a guide to identify some                       http://www.archives.gov/recor
ERM/ERK Projects                      Administration (NARA)           typical cost categories and possible                    ds-mgmt/policy/prod8.html
                                                                      benefits of an existing RM system, or     April, 2000
                                                                      of the alternative ERM/ERK solutions.

ANSI/AIIM ARMA TR48-2006 Revised AIIM (The ECM Association)           Provides a framework for the                           http://www.techstreet.com/cgi-
Framework for Integration of                                          integration of Electronic Document                     bin/detail?product_id=132064
Electronic Document Management                                        Management Systems (EDMS) and           November, 2006 8
Systems and Electronic Records                                        Electronic Records Management
Management Systems                                                    Systems (ERMS).



                                                                         Page 10
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
               TITLE                         ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                URL
                                                                                                                 DATE
Appraisal Policy of the National      National Archives and Records   Promotes a fundamental                                http://www.archives.gov/recor
Archives and Records Administration   Administration (NARA)           understanding of how the National                     ds-mgmt/toolkit/pdf/ID179.pdf
                                                                      Archives and Records Administration
                                                                                                                May, 2006
                                                                      (NARA) determines permanent (or
                                                                      archival) value of Federal records.

Archives New Zealand - Continuum      Archives New Zealand            Web site containing Archives New                      http://archives.govt.nz/advice/
Resource Kit                                                          Zealand‟s current archival/records        Updated     continuum
                                                                      management standards, tools and           Regularly
                                                                      guidelines.
Archives New Zealand - Create and     Archives New Zealand            Specifies minimum requirements for                    http://continuum.archives.govt.
Maintain Recordkeeping Standard                                       the creation and maintenance of                       nz/files/file/standards/S7.pdf
                                                                                                               June, 2008
                                                                      records under the New Zealand
                                                                      Public Records Act 2005.
Archives New Zealand - Electronic     Archives New Zealand            Establishes a framework for                           http://continuum.archives.govt.
Recordkeeping Metadata Standard                                       recordkeeping metadata applicable to                  nz/files/file/standards/S8.pdf
                                                                      any operational electronic               June, 2008
                                                                      environment in public offices and
                                                                      local authorities.
Archives New Zealand - Electronic     Archives New Zealand            Provides a set of functional                          http://continuum.archives.govt.
Recordkeeping Standard                                                specifications for electronic                         nz/files/file/standards/s5.pdf
                                                                      recordkeeping systems for use within     June, 2005
                                                                      the New Zealand public sector.

Archives New Zealand - Technical      Archives New Zealand            Describes information about records                   http://continuum.archives.govt.
Specifications for the Electronic                                     and the contexts in which they are                    nz/files/file/standards/TS.pdf
Recordkeeping Metadata Standard                                       captured and used. This is
                                                                      information that Archives New            June, 2008
                                                                      Zealand recommends be captured in
                                                                      business systems used to create and
                                                                      capture records.
Archives New Zealand - What to        Archives New Zealand            Discusses processes and                               http://continuum.archives.govt.
Consider Prior to Implementing an IT                                  considerations that should be made                    nz/files/file/guides/g3.pdf
„Solution‟ to a Recordkeeping Problem                                 prior to implementing IT solutions to    June, 2006
                                                                      meet recordkeeping requirements.



                                                                         Page 11
                                                        Toolkit for Managing Electronic Records
                                                            All NARA and Non-NARA Tools
                                                                     March 14, 2011
                TITLE                          ORGANIZATION                 SHORT DESCRIPTION                       PUBLICATION                  URL
                                                                                                                       DATE
Archives Office of Tasmania - State     Archives Office of Tasmania      Provides an explanation of                                 http://www.archives.tas.gov.au
Records Guideline No. 7. Managing                                        recordkeeping principles for                               /guidelines/guideline_07.doc
                                                                                                                      July, 2005
Email as Records.                                                        managing e-mail and identifies the
                                                                         roles and responsibilities involved.
Archives Office of Tasmania - State     Archives Office of Tasmania      Provides advice for managing e-mail                        http://www.archives.tas.gov.au
Records Guideline No.4.                                                  as records.                                  July, 2005    /advice/advice_04.doc
Management and Capture of Email
ARMA International - Records and        ARMA International               Defines the knowledge and skills                           http://www.arma.org/bookstor
Information Management Core                                              needed to perform successfully in the                      e/productdetail.cfm?ProductID
                                                                                                                        2007
Competencies                                                             records and information management                         =2276
                                                                         (RIM) profession.
Army Corps of Engineers (USACE) -       Army Corps of Engineers          Addresses issues associated with                           http://www.archives.gov/recor
Guidelines and Standards for            (USACE)                          specification, design and                                  ds-mgmt/toolkit/pdf/ID114.pdf
Implementation of Electronic                                             implementation of electronic               January, 2003
Document Management Systems                                              document management systems.
(EDMS)
Australian Government Information       Australian Government -       Outlines a number of issues for                             http://www.finance.gov.au/e-
Management Office - Archiving Web       Information Management Office consideration when determining and                          government/better-practice-
Resources: Better Practice Checklist:                                 implementing strategies for creating          January, 2008 and-collaboration/better-
Practical guides for effective use of                                 and maintaining records in “online”                         practice-
new technologies in Government                                        resources, such as web sites.                               checklists/archiving.html
Australian Project for Sustainable      Australian National University   Documents a center of excellence for                      http://apsr.anu.edu.au/index.ht
Repositories (APSR) - Web Site                                           programs addressing digital                2005 - Present ml
                                                                         sustainability.
Australian Research Repositories        Monash University Library        Documents the Australian Research                          http://arrow.edu.au/
Online to the World (ARROW) - Web                                        Repositories Online to the World
Site                                                                     (ARROW) project to identify and test
                                                                         software to support digital repositories    December,
                                                                         for the management of electronic              2008
                                                                         prints, digital theses, and electronic
                                                                         publishing.




                                                                            Page 12
                                                         Toolkit for Managing Electronic Records
                                                             All NARA and Non-NARA Tools
                                                                      March 14, 2011
                TITLE                           ORGANIZATION                 SHORT DESCRIPTION                      PUBLICATION                 URL
                                                                                                                       DATE
Benchmarking Report on Business     National Archives and Records         Report describing six examples of                        http://www.archives.gov/recor
Process Analysis and Systems Design Administration (NARA)                 exemplary practices that represent                       ds-mgmt/policy/bpa-
for Electronic Recordkeeping                                              two different yet complementary ways                     benchmarking.html
                                                                                                                     December,
                                                                          of ensuring that recordkeeping
                                                                                                                       2005
                                                                          requirements are identified and met in
                                                                          new information systems design.

Best Practices in Electronic Records     National Archives and Records    Presents the results of the Electronic                   http://www.archives.gov/recor
Management - A Survey and Report         Administration (NARA)            Records Management Best Practices                        ds-mgmt/initiatives/umd-
                                                                                                                     December,
on Federal Government Agencies'                                           Survey developed by the Center for                       survey.html
                                                                                                                       2005
Recordkeeping Policy and Practices                                        Information Policy at the University of
                                                                          Maryland.
Center for International Earth Science   Center for International Earth   Serves as a portal to resources on                       http://www.ciesin.columbia.ed
Information Network (CIESIN) -           Science Information Network      managing and preserving geospatial                       u/ger/index.html
Geospatial Electronic Records            (CIESIN)                         data and related electronic records.

Center for Technology in Government      Center for Technology in         Supplies sets of requirement                             http://www.ctg.albany.edu/publ
(CTG) - Models for Action: Practical     Government                       elicitation questions and an                             ications/guides/practical_tools
Approaches to Electronic Records                                          implementation tool to develop                           _for_ermp
Management & Preservation                                                 automated and policy based                    1999
                                                                          implementation strategies for
                                                                          identifing recordkeeping requirements.

Central Intelligence Agency (CIA) -      Central Intelligence Agency      Guide to the necessary requirements                      http://www.foia.cia.gov/ERKS_
Electronic Recordkeeping System          (CIA)                            and processes to ensure automated                        Reqs_IMS_RevC.asp
(ERKS) Requirements for the Central                                       information systems are designed            July, 2005
Intelligence Agency                                                       and maintained to meet the mission
                                                                          and legal needs of the business.

Checklist for Embedding Records          National Archives and Records    Checklist for embedding                                  http://www.archives.gov/recor
Management into the Systems              Administration (NARA)            recordkeeping and records                                ds-mgmt/initiatives/sdlc-
Development Lifecycle (SDLC)                                              management into the Systems                September,    checklist.pdf
                                                                          Development Lifecycle (SDLC) when             2007
                                                                          new IT systems are planned and
                                                                          developed.
Checklists for Identifying Records       National Archives and Records    Checklists to assist in identifying                      http://www.archives.gov/recor
Management Requirements in               Administration (NARA)            recordkeeping requirements in              September,    ds-mgmt/initiatives/bpd-
Business Process Design Projects                                          business process design/re-design             2007       checklist.pdf
                                                                          project. 13
                                                                             Page
                                                       Toolkit for Managing Electronic Records
                                                           All NARA and Non-NARA Tools
                                                                    March 14, 2011
                TITLE                         ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                  URL
                                                                                                                  DATE
Checklists for Identifying Records     National Archives and Records   Checklists for identifying records                     http://www.archives.gov/recor
Management Requirements in the         Administration (NARA)           management requirements in the           September,    ds-mgmt/initiatives/cpic-
Capital Planning and Investment                                        Capital Planning and Investment             2007       checklist.pdf
Control (CPIC) Process                                                 Control (CPIC) process.
Context for Electronic Records         National Archives and Records   Specifies the records management                       http://www.archives.gov/recor
Management (ERM)                       Administration (NARA)           and information technology [IT]                        ds-mgmt/initiatives/context-
                                                                                                                March, 2000
                                                                       terminology associated with                            for-erm.html
                                                                       Electronic Recordkeeping (ERK).
Continuing Study of Federal Agency     National Archives and Records   Summarizes results of a NARA study                     http://www.archives.gov/recor
Recordkeeping Technologies - 2008      Administration (NARA)           of three headquarters-level Federal                    ds-
                                                                       agencies who are implementing                          mgmt/resources/recordkeepin
                                                                       Records Management Application                         g-tech-2008.pdf
                                                                                                                March, 2009
                                                                       (RMA) software products, and one
                                                                       headquarters agency that uses E-mail
                                                                       Archiving Software (EAS).

Council of State Archivists (CoSA) -   Council of State Archivists     Explains the basic concepts and                        http://www.statearchivists.org/i
Introduction to Records and            (CoSA)                          processes of records and information                   per/rim/index.htm
Information Management                                                 management (RIM), including: why
                                                                       records and information
                                                                       management, who is responsible for
                                                                       records and information
                                                                       managementis so important, what are
                                                                                                                March, 2010
                                                                       the key tools and processes used in
                                                                       records and information
                                                                       management, and how does records
                                                                       and information management support
                                                                       disaster preparedness and continuity
                                                                       of operations.

Council of State Archivists (CoSA) -   Council of State Archivists     Provides information, practices, and                   http://rc.statearchivists.org/
Resource Center                        (CoSA)                          tools related to archives and records     Updated
                                                                       management for state and local            Regularly
                                                                       governments.




                                                                          Page 14
                                                       Toolkit for Managing Electronic Records
                                                           All NARA and Non-NARA Tools
                                                                    March 14, 2011
                TITLE                         ORGANIZATION                 SHORT DESCRIPTION                  PUBLICATION                    URL
                                                                                                                 DATE
Cultural, Artistic and Scientific       CASPAR Consortium             This website provides access to                          http://www.casparpreserves.e
knowledge for Preservation, Access                                    documentation about a digital                            u/caspar-project
and Retrieval (CASPAR) - Project                                      preservation initiative to implement,
                                                                                                              2006 - Present
Web Site                                                              extend, and validate the Open
                                                                      Archival Information System (OAIS)
                                                                      reference model.
Department of Commerce (DOC) -          Department of Commerce        Provides basic guidance on records                       http://ocio.os.doc.gov/ITPolicy
Records Management Policy               (DOC)                         management, including employee                           andPrograms/Policy___Stand
                                                                                                                May, 2007
                                                                      requirements and responsibilities.                       ards/DEV01_003750

Department of Commerce (DOC) -          Department of Commerce        Provides very basic guidance on                          http://ocio.os.doc.gov/ITPolicy
Records Management Training             (DOC)                         records management, including                            andPrograms/Records_Mana
Presentation                                                          employee requirements and               August, 2008     gement/PROD01_002018
                                                                      responsibilities.

Department of Defense (DOD) -           Department of Defense (DOD)   Provides baseline functional                             http://jitc.fhu.disa.mil/recmgt/st
Electronic Records Management                                         requirements for implementing and                        andards.html
Software Applications Design Criteria                                 managing a Records Management
Standard - DOD 5015.2-STD                                             Application (RMA) used by DOD
                                                                      components.
Department of Energy (DOE) -          Department of Energy (DOE)      Provides one agency's approach to                        http://www.archives.gov/recor
Acquisition Guide, Chapter 9, Records                                 records management information                           ds-mgmt/toolkit/pdf/ID189.pdf
                                                                                                               April, 2006
Management                                                            needed to administer contracts;
                                                                      including roles and responsibilities.
Department of Energy (DOE) -            Department of Energy (DOE)    Provides records exit procedures for                     http://cio.energy.gov/documen
Brochure - Records Management Exit                                    Federal and contractor employees                         ts/Exit_Brochure.pdf
Procedures for Departing DOE and                                      who are departing on a permanent         March, 2009
Contractor Employees                                                  basis or for an extended period.

Department of Energy (DOE) -   Department of Energy (DOE)             Provides a recommended review                            http://cio.energy.gov/documen
Recommended Records Management                                        process for incorporating records                        ts/CPIC_PROCESS.pdf
Process for CPIC Reviews                                              management into the Capital
                                                                      Planning and Investment Control
                                                                      (CPIC) process.
Department of Homeland Security   Department of Homeland              Provides basic guidance to departing                     http://www.archives.gov/recor
(DHS) - Records Management at DHS Security (DHS)                      officials on how to handle their                         ds-mgmt/toolkit/pdf/ID303.pdf
Guidance for Departing Officials                                      records.
Presentation
                                                                         Page 15
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
               TITLE                         ORGANIZATION                 SHORT DESCRIPTION                      PUBLICATION                 URL
                                                                                                                    DATE
Department of Homeland Security       Department of Homeland         Provides records management                                http://www.archives.gov/recor
(DHS) - Records Management            Security (DHS)                 instructions for departing officials and                   ds-mgmt/toolkit/pdf/ID302.pdf
Guidance for Departing Officials                                     staff.
Department of Homeland Security       Department of Homeland         Provides an explanation for managing                       http://www.archives.gov/recor
(DHS) - Records Management            Security (DHS)                 e-mail as Federal records and                              ds-mgmt/toolkit/pdf/ID317.pdf
Guidance for Email Management                                        identifies the roles and responsibilities
Presentation                                                         involved.
Department of Interior (DOI) -        Department of Interior (DOI)   Provides an example of one agency‟s                        http://www.archives.gov/recor
Comprehensive Questionnaire for                                      comprehensive questionnaire used to                        ds-mgmt/toolkit/pdf/ID237.pdf
Records/Information Managers,                                        evaluate the current state of its
                                                                                                                  December,
Current State of Records Management                                  records management function as an
                                                                                                                    2007
in Bureaus                                                           initial step in developing an enterprise-
                                                                     wide ERM solution.

Department of Interior (DOI) -        Department of Interior (DOI)   Provides an example of contract                            http://www.archives.gov/recor
Example Language for Addressing                                      language used by an agency to                              ds-mgmt/toolkit/pdf/ID192.pdf
Records Management Compliance in                                     address records management
Contracts                                                            compliance in contracts.
Department of Interior (DOI) -        Department of Interior (DOI)   Provides printable and post-able                           http://www.doi.gov/ocio/record
Personal Papers Brochure                                             guidance on employee responsibilities                      s/tools/paper2.pdf
                                                                     for managing personal files and
                                                                     Federal records.
Department of Interior (DOI) - Web-   Department of Interior (DOI)   Provides interactive on-line training                      http://www.doi.gov/ocio/record
based Records Management Training                                    for all staff on how to identify e-mail                    s/training/index.html
for E-mail Users                                                     records and records subject to FOIA
                                                                     requests.
Department of Justice (DOJ) - Legal  Department of Justice (DOJ)     Provides guidance and suggestions                          http://www.cybercrime.gov/epr
Considerations in Designing and                                      on identifying and dealing with legal                      ocess.htm
Implementing Electronic Processes: A                                 issues agencies are likely to face in   November, 2000
Guide for Federal Agencies                                           converting to electronic processes.

Department of Justice (DOJ) -         Department of Justice (DOJ)    Establishes procedures and                                http://www.usdoj.gov/jmd/irm/li
Systems Development Life Cycle                                       guidelines to govern the life cycle of      January, 2003 fecycle/table.htm
Guidance Document                                                    system development.
Department of the Treasury -          Department of Treasury         Provides a quick reference to                              http://www.archives.gov/recor
Brochure: Removal of Records by                                      information about removal of records                       ds-mgmt/toolkit/pdf/ID287.pdf
Departing Officials                                                  by departing officials.

                                                                        Page 16
                                                       Toolkit for Managing Electronic Records
                                                           All NARA and Non-NARA Tools
                                                                    March 14, 2011
                TITLE                         ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION                  URL
                                                                                                                   DATE
Department of the Treasury - Slide     Department of Treasury           Slide presentation describing the                       http://www.archives.gov/recor
Presentation: Removal of Records by                                     process implemented at the Treasury                     ds-mgmt/toolkit/pdf/ID288.pdf
Departing Employees                                                     Department to prevent unauthorized
                                                                        removal and access of records (paper
                                                                        and electronic) by employees and
                                                                        departing officials.
Department of the Treasury - Treasury Department of Treasury            Establishes policy on requests by                       http://www.archives.gov/recor
Order 101-31: Requests by Departing                                     departing and former employees to                       ds-mgmt/toolkit/pdf/ID286.pdf
or Former Employees to Access or                                        access, or remove from the custody      October, 2004
Remove Documentary Materials                                            of the Department of Treasury,
                                                                        documentary materials.
Digital Curation Center (DCC) -         Digital Curation Center (DCC) - Provides guidance for the                               http://www.dcc.ac.uk/resource
Curating E-Mails: A life-cycle approach University of Edinburgh,        management of e-mail messages                           s/curation-reference-
                                                                                                                  July, 2006
to the management and preservation      Scotland                        throughout their life-cycle.                            manual/completed-
of e-mail messages                                                                                                              chapters/curating-e-mails
Digital Preservation Europe (DPE) -     Digital Preservation Europe     A collection of online resources that                   http://www.digitalpreservatione
Registry of Online Resources                                            are of relevance and importance to                      urope.eu/registries/resources/
                                                                        archives and records management
                                                                        studies.
Electronic Records Management           National Archives and Records Provides a step-by-step approach to                       http://www.archives.gov/recor
Guidance on Methodology for             Administration (NARA)           identifying and defining agency                         ds-mgmt/policy/requirements-
Determining Agency-unique                                               specific system requirements as         August, 2004    guidance.html
Requirements                                                            building blocks for agency ERM
                                                                        systems.
Electronic Resource Preservation and Electronic Resource                Provides five European guidance                         http://www.erpanet.org/guidan
Access Network (ERPANET) - Digital Preservation and Access              tools to assist in addressing digital    2003 - 2004    ce/index.php
Preservation Guidance Tools             Network (ERPANET)               preservation challenges.
Environmental Protection Agency         Environmental Protection        Provides a guide for identifying and                    http://www.epa.gov/records/to
(EPA) - Developing and Maintaining a Agency (EPA)                       protecting records essential for                        ols/toolkits/vital/index.htm
                                                                                                                 March, 2005
Vital Records Program                                                   operations in case of emergency or
                                                                        disaster.
Environmental Protection Agency         Environmental Protection        Provides a form for gathering                           http://www.archives.gov/recor
(EPA) - Electronic Information System Agency (EPA)                      recordkeeping information about                         ds-
Inventory Form                                                          agency electronic information                           mgmt/toolkit/word/ID300.doc
                                                                        systems.



                                                                          Page 17
                                                          Toolkit for Managing Electronic Records
                                                              All NARA and Non-NARA Tools
                                                                       March 14, 2011
                TITLE                            ORGANIZATION                 SHORT DESCRIPTION            PUBLICATION                  URL
                                                                                                              DATE
Environmental Protection Agency           Environmental Protection    Answers a list of frequently asked                   http://www.epa.gov/records/fa
(EPA) - Frequent Questions about          Agency (EPA)                questions about Electronic                           qs/eis.htm
Electronic Information Systems and                                    Information Systems
Records
Environmental Protection Agency           Environmental Protection    Provides instructions for how to                     http://www.archives.gov/recor
(EPA) - Instructions for Completing the   Agency (EPA)                complete an interagency records loan                 ds-
Interagency Records Loan Agreement                                    agreement. (See also "Sample                         mgmt/toolkit/word/ID360.doc
                                                                                                            November, 2010
                                                                      Interagency Records Loan
                                                                      Agreement" and "Receipt for Records
                                                                      Loan")
Environmental Protection Agency           Environmental Protection    Provides an example of a Federal                     http://www.epa.gov/records/
                                                                                                               Regularly
(EPA) - National Records                  Agency (EPA)                agency's web site on records
                                                                                                                updated
Management Program Web site                                           management.
Environmental Protection Agency           Environmental Protection    Provides an example of a records                     http://www.archives.gov/recor
(EPA) - Receipt for Records Loan          Agency (EPA)                loan receipt form for delivery                       ds-
                                                                      confirmation. (See "Sample                           mgmt/toolkit/word/ID362.doc
                                                                      Interagency Records Loan              November, 2010
                                                                      Agreement" and "Instructions for
                                                                      Completing the Interagency Records
                                                                      Loan Agreement")
Environmental Protection Agency           Environmental Protection    Provides guidance to senior officials                http://www.epa.gov/records/to
(EPA) - Records Management for            Agency (EPA)                and their staff on requirements and                  ols/RM_for_Senior_Officials.p
                                                                                                             January, 2009
Senior Officials                                                      responsibilities for managing Federal                df
                                                                      records.
Environmental Protection Agency           Environmental Protection    Provides a sample interagency                        http://www.archives.gov/recor
(EPA) - Sample Interagency Records        Agency (EPA)                records loan agreement that agencies                 ds-
Loan Agreement                                                        can tailor to their needs. (See also                 mgmt/toolkit/word/ID361.doc
                                                                      "Instructions for Completing the      November, 2010
                                                                      Interagency Records Loan
                                                                      Agreement" and "Receipt for Records
                                                                      Loan")
Environmental Protection Agency           Environmental Protection    Provides general records                             http://www.epa.gov/records/w
(EPA) - What Every EPA Staffer            Agency (EPA)                management guidance.                                 hat/index.htm
                                                                                                               May, 2007
Should Know About Records
Management
Environmental Protection Agency           Environmental Protection    Provides guidance for agency                         http://www.epa.gov/records/w
(EPA) - What is a Record? Decision        Agency (EPA)                employees on identifying records.       May, 2007    hatis/index.htm
Tree
                                                                         Page 18
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
                TITLE                        ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION               URL
                                                                                                                   DATE
Establishing Trustworthy Digital      Interagency Science Working   A high-level discussion guide for           January 19, www.archives.gov/records-
Repositories: A Discussion Guide      Group, National Archives and  agency managers and staff about the            2011     mgmt/toolkit/pdf/ID373.pdf
Based on the ISO Open Archival        Records Administration (NARA) Open Archival Information System
Information System (OAIS) Standard                                  (OAIS) standard reference model for
Reference Model                                                     agencies interested in developing a
                                                                    "trustworty digital repository" for long
                                                                    term storage of digital records and
                                                                    data that complies with the OAIS
                                                                    Standard, ISO 14721:2003.
Examples of System Functions for      National Archives and Records Gives examples of detailed system                          http://www.archives.gov/recor
Electronic Recordkeeping (ERK) and    Administration (NARA)         functions that an ERKS or ERM                              ds-mgmt/policy/prod6b.html
Electronic Records Management                                       system might need to perform in              April, 2000
(ERM)                                                               order to satisfy basic records
                                                                    management functions.
Expanding Acceptable Transfer         National Archives and Records Specifies requirements for                                 http://www.archives.gov/recor
Requirements: Transfer Instructions   Administration (NARA)         transferring existing permanent e-mail       September,    ds-mgmt/initiatives/email-
for Existing E-MAIL MESSAGES                                        messages and their attachments to               2002       attachments.html
WITH ATTACHMENTS                                                    NARA.
Expanding Acceptable Transfer         National Archives and Records Specifies requirements for                                 http://www.archives.gov/recor
Requirements: Transfer Instructions   Administration (NARA)         transferring existing permanent                            ds-mgmt/initiatives/scanned-
                                                                                                                 December,
for Existing Permanent Electronic                                   scanned images of textual records to                       textual.html
                                                                                                                   2002
Records SCANNED IMAGES OF                                           NARA.
TEXTUAL RECORDS
Expanding Acceptable Transfer         National Archives and Records   Specifies requirements for                               http://www.archives.gov/recor
Requirements: Transfer Instructions   Administration (NARA)           transferring permanent digital                           ds-mgmt/initiatives/digital-
for Permanent Electronic Records                                      geospatial data records to NARA.           April, 2004   geospatial-data-records.html
DIGITAL GEOSPATIAL DATA
RECORDS
Expanding Acceptable Transfer         National Archives and Records   Specifies requirements for                              http://www.archives.gov/recor
Requirements: Transfer Instructions   Administration (NARA)           transferring permanent digital                          ds-mgmt/initiatives/digital-
for Permanent Electronic Records                                      photographic records to NARA.            November, 2003 photo-records.html
DIGITAL PHOTOGRAPHIC
RECORDS
Expanding Acceptable Transfer         National Archives and Records   Specifies requirements for                               http://www.archives.gov/recor
Requirements: Transfer Instructions   Administration (NARA)           transferring permanent PDF records                       ds-mgmt/initiatives/pdf-
for Permanent Electronic Records                                      to NARA.                                  March, 2003    records.html
RECORDS IN PORTABLE
DOCUMENT FORMAT (PDF)
                                                                         Page 19
                                                          Toolkit for Managing Electronic Records
                                                              All NARA and Non-NARA Tools
                                                                       March 14, 2011
                TITLE                            ORGANIZATION                 SHORT DESCRIPTION                     PUBLICATION                 URL
                                                                                                                       DATE
Expanding Acceptable Transfer             National Archives and Records    Specifies requirements for                              http://www.archives.gov/recor
Requirements: Transfer Instructions       Administration (NARA)            transferring permanent web content        September,    ds-mgmt/initiatives/web-
for Permanent Electronic Records                                           records to NARA.                             2004       content-records.html
WEB CONTENT RECORDS
FAQs in Response to the What's &          National Archives and Records   Answers a list of frequently asked                       http://archives.gov/records-
Why's of Electronic Formats NARA          Administration (NARA)           questions about electronic formats        February, 2009 mgmt/faqs/electronic-
Accepts                                                                   that NARA accepts.                                       formats.html
Federal Bureau of Investigation (FBI) -   Federal Bureau of Investigation Supports the Systems Development                         http://www.archives.gov/recor
Electronic Recordkeeping Certification    (FBI)                           Life Cycle by incorporating electronic                   ds-mgmt/toolkit/pdf/erkc-
Manual                                                                    recordkeeping requirements in the                        manual.pdf
                                                                                                                      April, 2004
                                                                          system planning and development
                                                                          process.

Federal Bureau of Investigation (FBI) -   Federal Bureau of Investigation Provides one agency's handling                           http://www.archives.gov/recor
                                                                                                                     September,
Life Cycle and Information                (FBI)                           instructions for records created in the                  ds-mgmt/toolkit/fbi/lcmd-
                                                                                                                        2005
Management                                                                IT systems life cycle.                                   records.html
Federal Bureau of Investigation (FBI)     Federal Bureau of Investigation The introductory part of FBI's RM                        http://www.archives.gov/recor
Records Management (RM)                   (FBI)                           architecture - describes FBI's                           ds-mgmt/toolkit/fbi/rma-
Architecture - Part 1, Current State                                      recordkeeping issues at the time of        March, 2005   current-state.html
Evaluation                                                                the report and provides the high-level
                                                                          structure for change.
Federal Bureau of Investigation (FBI)     Federal Bureau of Investigation Part of FBI's RM Architecture                            http://www.archives.gov/recor
Records Management (RM)                   (FBI)                           document - identifies the business                       ds-mgmt/toolkit/fbi/rma-
                                                                                                                     March, 2005
Architecture - Part 2, Business                                           concept of operations for developing                     business-conops.html
Concept of Operations                                                     an RMA.
Federal Bureau of Investigation (FBI)     Federal Bureau of Investigation Part of FBI's RM Architecture                            http://www.archives.gov/recor
Records Management (RM)                   (FBI)                           document - Provides the system                           ds-mgmt/toolkit/fbi/rma-
                                                                                                                     March, 2005
Architecture - Part 3, System Concept                                     concept of operations for developing                     system-conops.html
of Operations                                                             an RMA.
Federal Bureau of Investigation (FBI)     Federal Bureau of Investigation Part of FBI's RM Architecture                            http://www.archives.gov/recor
Records Management (RM)                   (FBI)                           document - Provides the plan for                         ds-mgmt/toolkit/fbi/rma-
                                                                                                                     March, 2005
Architecture - Part 4, Integrate with                                     integrating RM within the FBI                            integrate-with-fbi-ea.html
FBI Enterprise Architecture                                               Enterprise Architecture (EA).
Federal Bureau of Investigation (FBI)     Federal Bureau of Investigation Part of FBI‟s RM Architecture                            http://www.archives.gov/recor
Records Management (RM)                   (FBI)                           document – Provides the plan for the                     ds-mgmt/toolkit/fbi/rma-
Architecture - Part 5 Transition                                          high-level direction for moving from       March, 2005   transition-strategy.html
Strategy                                                                  the FBI Current State to the Target
                                                                          environment.
                                                                              Page 20
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
               TITLE                         ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION                 URL
                                                                                                                  DATE
Federal Docket Management System      National Archives and Records   Reminds Records Management                              http://www.archives.gov/recor
(FDMS) Recordkeeping FAQ for          Administration (NARA)           Officers, rulemaking staff, and others                  ds-mgmt/faqs/pdf/fdms-
Federal Agencies                                                      about their agency recordkeeping                        faq.pdf
                                                                                                                 May, 2008
                                                                      responsibilities when using the
                                                                      Federal Docket Management System
                                                                      (FDMS).
Framework for Developing Records      National Archives and Records   Explains NARA‟s framework for                          http://www.archives.gov/recor
Management Guidance                   Administration (NARA)           developing records management            October, 2008 ds-mgmt/policy/rm-
                                                                      guidance.                                              framework.html
Frequently Asked Questions (FAQ)      National Archives and Records   Answers a list of frequently asked                     http://www.archives.gov/recor
about Digital Audio and Video Records Administration (NARA)           questions about digital audio and          May, 2007   ds-mgmt/initiatives/dav-
                                                                      video records.                                         faq.html
Frequently Asked Questions (FAQs)     National Archives and Records   Provides agency records officers with                  http://www.archives.gov/recor
About Media Neutral Schedule Items    Administration (NARA)           definitions of media neutrality,                       ds-mgmt/faqs/media-
                                                                      guidance on writing media neutral                      neutral.html
                                                                                                                September,
                                                                      schedules for permanent records,
                                                                                                                   2010
                                                                      and applications of previously
                                                                      approved schedules to electronic
                                                                      records.
Frequently Asked Questions (FAQs)    National Archives and Records    Provides information to assist                          http://www.archives.gov/recor
about Optical Storage Media: Storing Administration (NARA)            agencies when considering optical                       ds-mgmt/initiatives/temp-
Temporary Records on CDs and DVDs                                     storage media (i.e., CDs and DVDs)         July, 2007   opmedia-faq.html
                                                                      for temporary electronic records.

Frequently Asked Questions (FAQs)     National Archives and Records   Provides information to assist                          http://www.archives.gov/recor
about Selecting Sustainable Formats   Administration (NARA)           agencies when selecting and                             ds-
                                                                                                               August, 2007
for Electronic Records                                                implementing formats for long-term                      mgmt/initiatives/sustainable-
                                                                      electronic records.                                     faq.html
Frequently Asked Questions (FAQs)     National Archives and Records   Provides information to assist                          http://www.archives.gov/recor
about Transferring Permanent          Administration (NARA)           agencies when considering PDF/A-1         September,    ds-mgmt/initiatives/pdf-
Records in PDF/A-1 to NARA                                            as a transfer format for permanent           2007       faq.html
                                                                      electronic records.
Frequently Asked Questions about      National Archives and Records   Answers a list of frequently asked                      http://www.archives.gov/recor
                                                                                                                September,
Instant Messaging (IM)                Administration (NARA)           recordkeeping questions about                           ds-mgmt/initiatives/im-faq.html
                                                                                                                   2006
                                                                      Instant Messaging.



                                                                         Page 21
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
                TITLE                        ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                  URL
                                                                                                                 DATE
Frequently Asked Questions About      National Archives and Records   Provides agency records officers with                    http://www.archives.gov/recor
Managing Federal Records In Cloud     Administration (NARA)           a basic overview of cloud computing,                     ds-mgmt/faqs/cloud.html
Computing Environments                                                its benefits and concerns, and
                                                                      records management implications
                                                                                                              February, 2010
                                                                      that agencies will need to consider
                                                                      when implementing cloud computing
                                                                      services.

Guidance for Building an Effective    National Archives and Records Defines IT governance, providing                           http://www.archives.gov/recor
Enterprise-wide Electronic Records    Administration (NARA)         illustrations as to effective                              ds-mgmt/policy/governance-
                                                                                                                December,
Management (ERM) Governance                                         governance mechanisms and the                              guidance.html
                                                                                                                  2005
Structure                                                           benefits derived by agencies when
                                                                    employing them.
Guidance for Coordinating the        National Archives and Records Provides a set of decision points to                        http://www.archives.gov/recor
Evaluation of Capital Planning and   Administration (NARA)          help determine if office-specific ERM                      ds-mgmt/policy/cpic-
Investment Control (CPIC) Proposals                                 systems should be funded                                   guidance.html
                                                                                                                June, 2003
for ERM Applications                                                independently or integrated with an
                                                                    agency's enterprise-wide ERM
                                                                    system.
IBM Center for Business in           IBM Center for The Business of Describes a set of lessons learned                         http://www.businessofgovern
Government - The Blogging            Government                     and a checklist of best practices for                      ment.org/report/blogging-
Revolution: Government in the Age of                                government agencies faced with                             revolution-government-age-
                                                                                                                  2007
Web 2.0                                                             growing use of blogging as a means                         web-20
                                                                    of communication, records creation
                                                                    and information sharing.
IBM Center for the Business of       IBM Center for the Business of Provides a framework for                                   http://www.businessofgovern
Government - How Federal Agencies Government                        understanding records management                           ment.org/report/how-federal-
Can Effectively Manage Records                                      issues in a Web 2.0 world and                              agencies-can-effectively-
Created Using New Social Media Tools                                provides recommendations, best                             manage-records-created-
                                                                    practices, and practical advice on                         using-new-social-media-tools
                                                                                                              November, 2010
                                                                    ways to transform the way records
                                                                    and records management programs
                                                                    and practices are conducted across
                                                                    the government.




                                                                         Page 22
                                                          Toolkit for Managing Electronic Records
                                                              All NARA and Non-NARA Tools
                                                                       March 14, 2011
                 TITLE                           ORGANIZATION                 SHORT DESCRIPTION                       PUBLICATION                 URL
                                                                                                                         DATE
Implications of Recent Web         National Archives and Records            Discusses the recordkeeping                              http://www.archives.gov/recor
Technologies for NARA Web Guidance Administration (NARA)                    implications of Web Portals, Really        September,    ds-mgmt/initiatives/web-
                                                                            Simple Syndication (RSS), Web Logs            2006       tech.html
                                                                            (Blogs) and Wikis.
Indiana University Office of University   Indiana University, Office of     Provides reports, findings, results,                     http://www.libraries.iub.edu/ind
Archives and Records Management -         University Archives and           and lessons learned on an enterprise-                    ex.php?pageId=3313
Electronic Recordkeeping at Indiana       Records Management                wide electronic recordkeeping project      1999-2002
University                                                                  at Indiana University.

International Organization for            International Organization for    ISO standard developed to                                http://webstore.ansi.org/Recor
Standardization (ISO) - ISO 15489-        Standardization (ISO)             standardize international best practice                  dDetail.aspx?sku=ISO+15489
                                                                                                                       September,
1:2001, Information and                                                     in records management.                                   -1%3A2001
                                                                                                                          2001
documentation -- Records
management - Part 1: General
International Organization for            International Organization for    Provides one methodology that will                       http://webstore.ansi.org/Recor
Standardization (ISO) - ISO/TR 15489-     Standardization (ISO)             facilitate the implementation of ISO                     dDetail.aspx?sku=ISO%2fTR
                                                                                                                       September,
2:2001 - Information and                                                    15489-1 in all organizations that have                   +15489-2%3a2001
                                                                                                                          2001
documentation - Records                                                     a need to manage their records.
management - Part 2: Guidelines
International Records Management          International Records           Provides a template for assessing the                      http://www.irmt.org/documents
Trust (IRMT) - Integrating Records        Management Trust (IRMT)         degree to which an existing Financial                      /assessment%20tools/financia
Management Requirements into                                              Management Information System                              l_mgmt/IRMT_IFMISGuide.pd
                                                                                                                       March, 2006
Financial Management Information                                          (FMIS) meets the core set of system                        f
Systems (FMIS) - Systems                                                  requirements for records
Requirements Gap Analysis Tool                                            management.
InterPARES 2 - Creator Guidelines,        InterPARES - The International Outlines a series of activities to create                   http://www.interpares.org/ip2/d
Making and Maintaining Digital            Research on Permanent           and maintain digital materials that can                    isplay_file.cfm?doc=ip2(pub)cr
Materials                                 Authentic Records in Electronic be presumed to be authentic,                 2002 - 2007   eator_guidelines_booklet.pdf
                                          Systems                         accurate, and reliable.

InterPARES 2 - A Framework of             InterPARES - The International    Establishes a framework of principles                    http://www.interpares.org/ip2/d
Principles for the Development of         Research on Permanent             to guide the creation of policies,                       isplay_file.cfm?doc=ip2(pub)p
Policies, Strategies and Standards for    Authentic Records in Electronic   strategies and standards for               March, 2008   olicy_framework_document.pd
the Long-term Preservation of Digital     Systems                           preserving digital records.                              f
Records



                                                                               Page 23
                                                        Toolkit for Managing Electronic Records
                                                            All NARA and Non-NARA Tools
                                                                     March 14, 2011
                  TITLE                        ORGANIZATION                 SHORT DESCRIPTION                        PUBLICATION                   URL
                                                                                                                        DATE
InterPARES 2 - Preserver Guidelines,    InterPARES - The International    Outlines a series of guidelines for                         http://www.interpares.org/ip2/d
Preserving Digital Records Guidelines   Research on Permanent             institutions, organizations and                             isplay_file.cfm?doc=ip2(pub)pr
for Organizations                       Authentic Records in Electronic   programs with preservation                  2002 - 2006     eserver_guidelines_booklet.pd
                                        Systems                           responsibilities for digital records.                       f

InterPARES 2 - Requirements for         InterPARES - The International    Provides a conceptual framework and                         http://www.interpares.org/book
Assessing and Maintaining the           Research on Permanent             the background in the development of                        /interpares_book_k_app02.pdf
Authenticity of Electronic Records      Authentic Records in Electronic   the requirements for assessing and          March, 2002
                                        Systems                           maintaining the authenticity of
                                                                          electronic records.
Is it a Record?                         Department of Education           Provides a series of questions and                          http://www.archives.gov/recor
                                                                          decision points where a yes or no                           ds-mgmt/toolkit/pdf/ID366.pdf
                                                                          answer can assist in determining the           2009
                                                                          status of recorded information as
                                                                          record or nonrecord material.
JSTOR/Harvard Object Validation         JSTOR and the President and       Provides functions to perform format                        http://hul.harvard.edu/jhove/in
Environment (JHOVE)                     Fellows of Harvard College        specific identification, validation, and                    dex.html
                                                                                                                     February, 2009
                                                                          characterization of digital objects.

Library of Congress - Sustainability of Library of Congress               Identifies and documents digital                            http://www.digitalpreservation.
Digital Formats, Planning for Library of                                  content formats that are promising (or       Updated        gov/formats/intro/intro.shtml
Congress Collections                                                      unpromising) for long-term                   Regularly
                                                                          sustainability.
Library of Congress (LOC) - Federal     Library of Congress               Defines common guidelines,                                http://www.digitizationguideline
Agencies Digitization Guidelines                                          methods, and practices to digitize         2007 - Present s.gov/
Initiative                                                                historical content.
                                                                                                                                      www.collectionscanada.gc.ca/
                                                                          Identifies the file formats that Library                    digital-initiatives/012018-2200-
                                                                          and Archives Canada (LAC) will be                           e.html
                                                                          supporting within thei Trusted Digital       Updated
Local Digital Format Registry (LDFR)                                      Repository (TDR) and are                     Regularly
File Format Guidelines for                                                recommended or acceptable for
Preservation and Long-term Access                                         transfer. This tool is also available as
Version 1.0                             Library and Archives Canada       a PDF on the web site.
Long version of Electronic              National Archives and Records     Forms the basis for a presentation to                       http://www.archives.gov/recor
Recordkeeping presentation content      Administration (NARA)             brief agency managers and staff on           April, 2000    ds-mgmt/policy/prod5a.html
                                                                          electronic recordkeeping.

                                                                             Page 24
                                                       Toolkit for Managing Electronic Records
                                                           All NARA and Non-NARA Tools
                                                                    March 14, 2011
                TITLE                         ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION                  URL
                                                                                                                   DATE
Loughborough University, Joint         Loughborough University         Provides generic text that an                           http://www.webarchive.org.uk/
Information Systems Committee -                                        organization can edit to create an e-                   pan/13514/20070302/www.lbo
Records Management and Email.                                          mail management policy.                   October, 2003 ro.ac.uk/computing/irm/generi
Generic Policy for Email Retention and                                                                                         c-policy.html
Disposal
                                                                                                                                 http://www.nationalarchives.go
                                                                       Provides guidance for managing                            v.uk/documents/managing-
                                                                       electronic records. Includes a                            electronic-records-without-an-
                                                                       discussion of creating RM policies,           2010        erms-publication-edition.pdf
Managing Digital Records without an                                    filing structures, management rules,
Electronic Records Management                                          and access controls. Also provides
System                                 The National Archives (U.K)     guidance for email management.
Memorandum to Federal Agency           National Archives and Records   Provides guidance relating to the                         http://www.archives.gov/recor
Records Officers NWM 05.2009:          Administration (NARA)           records of Presidential transition                        ds-mgmt/toolkit/pdf/ID298.pdf
                                                                                                                November, 2008
Guidance relating to transition team                                   teams.
materials
Minnesota Historical Society -         Minnesota Historical Society    A “do it yourself” guide to developing                    http://www.mnhs.org/preserve/
Trustworthy Information Systems                                        new IT systems and developing                             records/tis/tis.html
                                                                                                                  July, 2002
Handbook                                                               appropriate electronic recordkeeping
                                                                       requirements.
NARA Bulletin 2006-02: NARA            National Archives and Records   Provides guidance to assist Federal                       http://www.archives.gov/recor
Guidance for Implementing Section      Administration (NARA)           agencies and other users in meeting        December,      ds-mgmt/bulletins/2006/2006-
207(e) of the E-Government Act of                                      legal requirements for electronic            2005         02.html
2002                                                                   records.
NARA Bulletin 2006-04: Scheduling      National Archives and Records   Directs agencies to use General                           http://www.archives.gov/recor
Electronic Copies of E-mail and Word   Administration (NARA)           Records Schedule (GRS) 20 as                              ds-mgmt/bulletins/2006/2006-
Processing Records                                                     disposition authority to schedule                         04.html
                                                                                                                  July, 2006
                                                                       electronic copies of e-mail and word
                                                                       processing records not included in a
                                                                       recordkeeping system.
NARA Bulletin 2007-02: Guidance        National Archives and Records   Guidance to Federal agencies on                           http://www.archives.gov/recor
Concerning the Use of Enterprise       Administration (NARA)           records management implications of                        ds-mgmt/bulletins/2007/2007-
Rights Management (ERM) and Other                                      their use of enterprise rights                            02.html
                                                                                                                  April, 2007
Encryption-related Software on                                         management (ERM) and other
Federal Records                                                        software employing encryption
                                                                       technologies.


                                                                          Page 25
                                                          Toolkit for Managing Electronic Records
                                                              All NARA and Non-NARA Tools
                                                                       March 14, 2011
                TITLE                            ORGANIZATION                 SHORT DESCRIPTION                     PUBLICATION                  URL
                                                                                                                       DATE
NARA Bulletin 2008-02: Protecting         National Archives and Records   Reminds heads of Federal agencies                        http://www.archives.gov/recor
Federal records and other                 Administration (NARA)           that official records must remain in                     ds-mgmt/bulletins/2008/2008-
                                                                                                                    February, 2008
documentary materials from                                                the custody of the agency.                               02.html
unauthorized removal
NARA Bulletin 2008-04: Guidance for       National Archives and Records   Provides information to agencies that                      http://www.archives.gov/recor
flexible scheduling                       Administration (NARA)           want to create flexible "big bucket" or                    ds-mgmt/bulletins/2008/2008-
                                                                          large aggregation schedules for their                      04.html
                                                                                                                      April, 2008
                                                                          records or wish to use flexible
                                                                          retentions for record disposition.

NARA Bulletin 2008-05: Guidance           National Archives and Records   Discusses e-mail archiving systems                         http://www.archives.gov/recor
concerning the use of e-mail archiving    Administration (NARA)           and provides guidance for agencies                         ds-mgmt/bulletins/2008/2008-
                                                                                                                      July, 2008
applications to store e-mail                                              adopting e-mail archiving systems to                       05.html
                                                                          store Federal records.
NARA Bulletin 2008-07: Endorsement        National Archives and Records   Information on DoD 5015.2-STD RMA                          http://www.archives.gov/recor
of DoD Electronic Records                 Administration (NARA)           Design Criteria Standard                   September,      ds-mgmt/bulletins/2008/2008-
Management Application (RMA)                                                                                            2008         07.html
Design Criteria Standard, version 3
NARA Bulletin 2009-02: Guidance           National Archives and Records   Provides guidance on managing                              http://www.archives.gov/recor
concerning managing records in multi-     Administration (NARA)           records created or maintained in one                       ds-mgmt/bulletins/2009/2009-
agency environments                                                       "environment" that is used by more         June, 2009      02.html
                                                                          than one agency.
NARA Bulletin 2010-04: Guidance           National Archives and Records   Provides guidance to assist Federal                        http://www.archives.gov/recor
                                                                                                                     September,
Concerning Notifications for Previously   Administration (NARA)           agencies in developing new media                           ds-mgmt/bulletins/2010/2010-
                                                                                                                        2010
Scheduled Permanent Records                                               neutral records schedules.                                 04.html
NARA Bulletin 2010-05: Guidance on        National Archives and Records   Addresses records management                               http://www.archives.gov/recor
Managing Records in Cloud                 Administration (NARA)           considerations in cloud computing                          ds-mgmt/bulletins/2010/2010-
Computing Environments                                                    environments and is a formal               September,      05.html
                                                                          articulation of NARA's view of                2010
                                                                          agencies' records management
                                                                          responsibilities.
NARA Code of Federal Regulations -        National Archives and Records   Establishes the basic requirements                         http://www.archives.gov/about/
36 CFR 1236 - Electronic Records          Administration (NARA)           for the creation, maintenance, use,                        regulations/part-1236.html
Management (ERM)                                                          and disposition of Federal electronic     February, 2006
                                                                          records and electronic mail
                                                                          applications.

                                                                             Page 26
                                                           Toolkit for Managing Electronic Records
                                                               All NARA and Non-NARA Tools
                                                                        March 14, 2011
                 TITLE                            ORGANIZATION                 SHORT DESCRIPTION                       PUBLICATION                URL
                                                                                                                          DATE
NARA Guidance on Managing Web              National Archives and Records    Provides agencies with an initial, high-                 http://www.archives.gov/recor
Records                                    Administration (NARA)            level framework for managing the                         ds-mgmt/policy/managing-
                                                                            content records on their web sites as      January, 2005 web-records-index.html
                                                                            well as the records documenting web
                                                                            site operations.
National Archives and Records              National Archives and Records    Lists NARA guidance and information                       http://www.archives.gov/recor
Administration Electronic Records          Administration (NARA)            needed to prepare for and implement          May, 2006    ds-mgmt/toolkit/pdf/ID181.pdf
Management (ERM) Resource Guide                                             electronic recordkeeping.
National Archives of Australia - Digital   National Archives of Australia   Checklist for evaluating                                  http://www.naa.gov.au/Images
Recordkeeping Self-Assessment                                               recordkeeping strategies, practices                       /DigitalRecordkeepingChecklis
Checklist                                                                   and systems for managing digital             May, 2004    t_tcm2-923.pdf
                                                                            records, and for identifying areas
                                                                            needing improvement.
National Archives of Australia - Digital National Archives of Australia     Provides comprehensive guidlines for                      http://www.naa.gov.au/Images
Recordkeeping: Guidelines for                                               creating, managing and preserving                         /Digital-recordkeeping-
                                                                                                                         May, 2004
Managing and Preserving Digital                                             digital records for as long as needed.                    guidelines_tcm2-920.pdf
Records
National Archives of Australia -         National Archives of Australia     Provides electronic recordkeeping                         http://www.naa.gov.au/Images
Functional Specifications for                                               requirements for business information                     /BISspecifications_tcm2-
                                                                                                                        December,
Recordkeeping Functionality in                                              systems.                                                  1014.pdf
                                                                                                                          2006
Business Information System Software

National Archives of Australia -           National Archives of Australia   Provides guidance for managing e-                         http://www.naa.gov.au/records
Managing email: A new form of                                               mail as records.                               2007       -
evidence                                                                                                                              management/systems/email/in
National Archives of Australia - What      National Archives of Australia   Provides answers to questions about                       dex.aspx
                                                                                                                                      http://www.naa.gov.au/records
is a collaborative workspace?                                               recordkeeping in collaborative                            -
                                                                            workspaces.                                               management/systems/collabo
National Archives of Australia, Chief National Archives of Australia        Specifies a set of metatags based on                      rative.aspx
                                                                                                                                      http://www.naa.gov.au/records
Information Officer Committee -                                             business requirements for the                             -management/create-capture-
                                                                                                                        December,
Australian Government Email                                                 identification, processing,                               describe/describe/AGEMS/ind
                                                                                                                          2005
Metadata Standard (AGEMS), Version                                          management, control and retrieval of                      ex.aspx
1.0                                                                         e-mail.




                                                                               Page 27
                                                        Toolkit for Managing Electronic Records
                                                            All NARA and Non-NARA Tools
                                                                     March 14, 2011
                TITLE                          ORGANIZATION                 SHORT DESCRIPTION                      PUBLICATION                   URL
                                                                                                                      DATE
National Institute of Standards and     National Institute of Standards   Provides instructions,                                    http://csrc.nist.gov/publication
Technology (NIST) – Contingency         & Technology (NIST)               recommendations, and                                      s/nistpubs/800-34-rev1/sp800-
Planning Guide for Information                                            considerations for government                             34-rev1.pdf
Systems                                                                   information technology (IT)
                                                                          contingency planning. Contingency          May, 2010
                                                                          planning refers to interim measures to
                                                                          recover IT services following an
                                                                          emergency or system disruption.

National Institute of Standards and  National Institute of Standards    Provides standards and guidance that                        http://csrc.nist.gov/CryptoTool
Technology (NIST) Computer Security & Technology (NIST)                 will enable Federal agencies and                            kit/
Division's (CSD) Security Technology                                    others to select cryptographic security
Group (STG) - Cryptographic Toolkit                                     components and functionality to
                                                                        protect their data.
National Library of New Zealand -       National Library of New Zealand Software designed to automatically                          http://meta-
Metadata Extraction Tool                                                extract metadata from digital files.           2007         extractor.sourceforge.net/
National Oceanic and Atmospheric        National Oceanic and              Provides a universal step by step                         http://www.nosc.noaa.gov/doc
Administration (NOAA) - Procedure for   Atmospheric Administration        appraisal/approval process to                             s/products/NOAA_Procedure_
Scientific Records Appraisal and        (NOAA)                            determine what scientific data to        August, 2008     document_final_12-16-1.pdf
Archive Approval: Guide for Data                                          preserve in an agency archive.
Managers
National Oceanic and Atmospheric        National Oceanic and              Provides a brochure which explains                        http://www.nosc.noaa.gov/doc
Administration (NOAA) - Procedure for   Atmospheric Administration        NOAA's scientific records appraisal                       s/products/NOAA_Records_Br
                                                                                                                    September,
Scientific Records Appraisal and        (NOAA)                            and archive approval procedures at                        ochure_4_pages_Dec_9.pdf
                                                                                                                        2008
Archive Approval: Guide for Data                                          high level for data users and
Users and Producers                                                       producers.
Nationwide Records Management           National Archives and Records     Describes NARA's records                                  http://www.archives.gov/recor
Training                                Administration (NARA)             management training available                  N/A        ds-mgmt/training/index.html
                                                                          nationwide.
New York State Archives - Developing New York State Archives              Provides guidelines for writing policies                  http://www.archives.nysed.gov
                                                                                                                   October, 2008;
a Policy for Managing Email                                               and procedures to manage e-mail.                          /a/records/mr_pub85.shtml
                                                                                                                    Revised 2010
New York State Archives - Records       New York State Archives           Provides preliminary guidance on                          http://www.archives.nysed.gov
Advisory: Preliminary Guidance on                                         social media related to definitions,                      /a/records/mr_social_media.s
Social Media                                                              risks, appropriate use, service            May, 2010      html
                                                                          providers, records retention, and
                                                                          preservation.
                                                                              Page 28
                                                         Toolkit for Managing Electronic Records
                                                             All NARA and Non-NARA Tools
                                                                      March 14, 2011
                TITLE                           ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION                  URL
                                                                                                                     DATE
North Carolina Office of the Governor,   North Carolina Office of the      Provides guidance to help agencies                     http://www.records.ncdcr.gov/
Office of Information Technology         Governor, Office of Information   and their users understand the risks                   guides/best_practices_social
Services, and Department of Cultural     Technology Services, and          for social media usage and outline        December,    media_usage_20091217.pdf
Resources - Best Practices for Social    Department of Cultural            some best practices, including               2009
Media Usage in North Carolina            Resources                         records management and
                                                                           preservation guidance.
Ohio Electronic Records Committee -      State of Ohio                     Provides requirements, guidelines                      http://www.ohiohistory.org/ohio
Guidelines for Managing Web Site                                           and best practices for managing and                    junction/erc/web/webguideline
Content                                                                    preserving web resources that meet            n.d.     s.html
                                                                           the criteria for records as defined by
                                                                           the Ohio Revised Code.
Pre-Accessioning: A Strategy for         National Archives and Records     Answers several common questions                       http://www.archives.gov/recor
Preserving Permanent Electronic          Administration (NARA)             about pre-accessioning permanent          May, 2006    ds-mgmt/toolkit/pdf/ID180.pdf
Records                                                                    electronic records.
Preliminary Planning for Electronic      National Archives and Records     Lists questions for IT staff to address                http://www.archives.gov/recor
Recordkeeping: Checklist for IT Staff    Administration (NARA)             before implementing an electronic                      ds-mgmt/policy/prod3rev.html
                                                                                                                     April, 2000
                                                                           recordkeeping system, and provides
                                                                           related guidance.
Preliminary Planning for Electronic   National Archives and Records        Identifies high-level issues that                      http://www.archives.gov/recor
Recordkeeping: Checklist for RM Staff Administration (NARA)                Records Officers need to consider                      ds-mgmt/policy/prod4rev.html
                                                                           before initiating any discussion about    April, 2000
                                                                           moving towards electronic
                                                                           recordkeeping.
                                                                           Provides practical guidance for long-                  http://www.dpconline.org/advic
Preservation Management of Digital                                         term management and access to           November, 2008 e/preservationhandbook
Materials: The Handbook                  Digital Preservation Coalition    digital resources.
Recommended Practice: Evaluating         National Archives and Records     Summarizes the EPA's experience                        http://www.archives.gov/recor
Commercial Off-the-Shelf (COTS)          Administration (NARA)             identifying the COTS products that                     ds-mgmt/policy/cots-eval-
Electronic Records Management                                              would best meet the needs of agency November, 2005 guidance.html
(ERM) Applications                                                         staff for both EDM and ERM
                                                                           functionality.
Recommended Practice: Analysis of        National Archives and Records     Analyzes experience of managers                        http://www.archives.gov/recor
Lessons Learned for Enterprise-wide      Administration (NARA)             involved in ERM projects,                              ds-mgmt/policy/lessons-
                                                                                                                     June, 2006
ERM Projects                                                               summarizing factors that promote                       learned.html
                                                                           success and identifying barriers.



                                                                              Page 29
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
               TITLE                         ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                 URL
                                                                                                                 DATE
Recommended Practice: Developing      National Archives and Records   Applies the principles and "best                       http://www.archives.gov/recor
and Implementing an Enterprise-wide   Administration (NARA)           practices" of IT project management                    ds-mgmt/pdf/pilot-
Electronic Records Management                                         to a proof of concept demonstration                    guidance.pdf
(ERM) Proof of Concept Pilot                                          pilot for ERM whose purpose is to        March, 2006
                                                                      assess whether the solution should
                                                                      be deployed agency-wide.

Records Control Schedule (RCS)        National Archives and Records   Provides access to scanned versions                    http://www.archives.gov/recor
Repository                            Administration (NARA)           of records schedules, or Standard                      ds-mgmt/rcs/
                                                                      Forms 115, Request for Records
                                                                                                                Updated
                                                                      Disposition Authority, that have been
                                                                                                                regularly
                                                                      developed by Federal agencies and
                                                                      approved by the Archivist of the
                                                                      United States.
Records Express Blog                  National Archives and Records   Provides updates from the National                     http://blogs.archives.gov/recor
                                      Administration (NARA)           Records Management Program                             ds-express/
                                                                                                               Launched in
                                                                      (NRMP), which provides records
                                                                                                               March 2010;
                                                                      management leadership, oversight,
                                                                                                                Updated
                                                                      guidance, and service to Federal
                                                                                                                 regularly
                                                                      agencies so they will appropriately
                                                                      manage their records.
Records Management Guidance for       National Archives and Records   Discusses the records management                      http://www.archives.gov/recor
Agencies Implementing Electronic      Administration (NARA)           principles that apply to electronic                   ds-mgmt/policy/electronic-
                                                                                                              October, 2000
Signature Technologies                                                signature technology generally.                       signature-technology.html

Records Management Guidance For       National Archives and Records   Assists Federal agencies in the                        http://www.archives.gov/recor
PKI Digital Signature Authenticated   Administration (NARA)           management of PKI digital signature                    ds-mgmt/policy/pki.html
and Secured Transaction Records                                       authenticated and secured
                                                                                                               March, 2005
                                                                      transaction records in their normal
                                                                      course of conducting electronic
                                                                      commerce.
Records Management Guidance For       National Archives and Records   Provides detailed guidance on                          http://www.archives.gov/recor
PKI-Unique Administrative Records     Administration (NARA)           retaining and managing PKI-unique        March, 2003   ds-mgmt/policy/pki-
                                                                      administrative records.                                guidance.html




                                                                         Page 30
                                                          Toolkit for Managing Electronic Records
                                                              All NARA and Non-NARA Tools
                                                                       March 14, 2011
                 TITLE                           ORGANIZATION                 SHORT DESCRIPTION                      PUBLICATION                 URL
                                                                                                                        DATE
Records Management Profile, Federal National Archives and Records         Explains how the Federal Enterprise                       http://www.archives.gov/recor
Enterprise Architecture (FEA) version Administration (NARA)               Architecture (FEA) reference models                       ds-mgmt/policy/rm-profile.html
1.0                                                                       provide a context for embedding
                                                                                                                      December,
                                                                          recordkeeping requirements and
                                                                                                                        2005
                                                                          effective records management
                                                                          practices into agency business
                                                                          processes.
Records Management Self-Evaluation        National Archives and Records   Guide for Federal agencies to use as                      http://www.archives.gov/recor
Guide                                     Administration (NARA)           an overview of the basic components                       ds-mgmt/publications/records-
                                                                          of a records management program.               2001       management-self-evaluation-
                                                                                                                                    guide.html

Report on Federal Web 2.0 Use and         National Archives and Records   Provides observations of how                              http://www.archives.gov/recor
Record Value characteristics that may     Administration (NARA)           agencies are using web 2.0 tools to                       ds-mgmt/resources/web2.0-
                                                                                                                      September,
affect the value of information created                                   conduct business and identifies                           use.pdf
                                                                                                                         2010
                                                                          characteristics that may affect the
                                                                          value of information created.
Sandia National Laboratories (SNL) -      Sandia National Laboratories    Provides a set of questions and                           http://www.archives.gov/recor
Is it a Record?: E-mail Message           (SNL)                           decision points to assist in identifying                  ds-mgmt/toolkit/pdf/100.pdf
                                                                                                                      March, 2004
                                                                          electronic mail messages as Federal
                                                                          records.
Sandia National Laboratories (SNL) -      Sandia National Laboratories    Provides a set of questions and                           http://www.archives.gov/recor
Is it a Record?: Recorded Information     (SNL)                           decision points to assist in identifying    March, 2003   ds-mgmt/toolkit/pdf/98.pdf
                                                                          Federal records.
Short version of Electronic               National Archives and Records   Forms the basis for a presentation to                     http://www.archives.gov/recor
Recordkeeping presentation content        Administration (NARA)           brief agency managers and staff on          April, 2000   ds-mgmt/policy/prod5b.html
                                                                          electronic recordkeeping.
Smithsonian Institution Archives (SIA) - Smithsonian Institution          Provides an example of                                    http://www.archives.gov/recor
Email Guidelines for Managers and                                         communicating guidance on                                 ds-mgmt/toolkit/pdf/ID330.pdf
Employees                                                                 managing email messages as
                                                                                                                      September,
                                                                          records to managers and agency
                                                                                                                         2006
                                                                          staff; written with a focus on non-
                                                                          profits, the information is valuable to
                                                                          other organizations also.
Smithsonian Institution Archives (SIA) - Smithsonian Institution          Provides user-level guidance                              http://siarchives.si.edu/pdf/cer
Email Records Guidance                                                    regarding appropriate use and               March, 2007   p_Email_guidance_supp_030
                                                                          management of e-mail.                                     7.pdf

                                                                             Page 31
                                                         Toolkit for Managing Electronic Records
                                                             All NARA and Non-NARA Tools
                                                                      March 14, 2011
                TITLE                           ORGANIZATION                 SHORT DESCRIPTION                      PUBLICATION                 URL
                                                                                                                       DATE
Smithsonian Institution Archives (SIA) - Smithsonian Institution          Provides an example of an                                http://siarchives.si.edu/records
Records Management Web site                                               institutional archives web site on                       /main.html
                                                                          archives and records management.
Smithsonian Institution Archives (SIA) - Smithsonian Institution          Provides an example records                              http://siarchives.si.edu/cerp/R
Records Retention and Disposition                                         retention schedule and disposal guide                    ECORDS_RETENTION_SCH
                                                                                                                November, 2008
Guidelines                                                                for common records for non-profit                        EDULE_rev3.pdf
                                                                          organizations.
Smithsonian Institution Archives (SIA) - Smithsonian Institution          Provides user-level advice to office                     http://siarchives.si.edu/pdf/SIA
Responsible Recordkeeping: Email                                          staff for management of e-mail.        March, 2007       _EREC_03_07.pdf
Records
Smithsonian Institution Archives (SIA)- Smithsonian Institution           Provides a survey questionnaire for                      http://www.archives.gov/recor
Depositor Survey: Electronic Records                                      gathering baseline information                           ds-mgmt/toolkit/pdf/ID331.pdf
Status                                                                    needed for identifying and
                                                                          inventorying electronic records;           June, 2007
                                                                          created for use by the Smithsonian
                                                                          for describing the records they may
                                                                          be accepting for deposit.
Society of American Archivists (SAA) - Society of American Archivists     Provides a web-based list of archival                    http://www.archivists.org/gloss
A Glossary of Archival and Records     (SAA)                              and records management terms and                         ary/index.asp
                                                                                                                       2005
Terminology                                                               definitions for browsing and searching.

South Carolina Department of            South Carolina Department of      Provides a collection of guidance                        http://arm.scdah.sc.gov/erp/er
Archives and History - Electronic       Archives and History              resources to serve as a reference in                     management+guidelines.htm
Records Management Guidelines                                             reviewing electronic records
                                                                          management practices and in
                                                                          developing an electronic records
                                                                          management strategy.
Standards Australia - Work Process      Standards Australia               Provides guidance on undertaking                         http://www.saiglobal.com/shop
Analysis for Recordkeeping AS 5090-                                       work process analysis for                 August, 2003   /script/Details.asp?DocN=AS3
2003                                                                      recordkeeping purposes.                                  98517884108
State of Arizona - Standards and        Arizona State Library, Archives   Provides examples of recordkeeping                       http://www.lib.az.us/records/St
Guidelines for Electronic Records       and Public Records                considerations for using and                             andards_and_Guidelines.cfm?
                                                                          developing cloud computing, social         June, 2010    /GuidanceAndRelatedResourc
                                                                          networking, and IT systems.                              es/systems_design_considera
                                                                                                                                   tion.cfm



                                                                             Page 32
                                                        Toolkit for Managing Electronic Records
                                                            All NARA and Non-NARA Tools
                                                                     March 14, 2011
                 TITLE                         ORGANIZATION                 SHORT DESCRIPTION                       PUBLICATION                  URL
                                                                                                                       DATE
State of Arizona - Electronic           Arizona State Library, Archives   Specifies recordkeeping functionality                    http://www.lib.az.us/records/G
Recordkeeping Systems (ERS)             and Public Records                that should be incorporated into any                     uidanceAndRelatedResources
Guidelines                                                                digital information system to ensure it   January, 2003; /ers_guide.aspx
                                                                          can produce records that are              Updated June,
                                                                          accepted as evidence, well managed            2010
                                                                          and preserved.

State of Arizona - Guidance on Social   State of Arizona                  Provides guidance for records                             http://www.lib.az.us/records/do
Networking                                                                created for, or received from Social                      cuments/pdf/Social_Networkin
                                                                          Networking / Web 2.0 applications           June, 2010    g.pdf
                                                                          and tools, including records
                                                                          management considerations.
State of Arizona - Records Retention    Arizona State Library, Archives   Provides an example of retention and                      http://www.lib.az.us/records/do
and Disposition Schedule, Records       and Public Records                disposition instructions for records                      cuments/pdf/GuidanceAndRel
                                                                                                                     March, 2006
Received via E-mail                                                       received by e-mail.                                       atedResources/email_manag
                                                                                                                                    ement.pdf
State of Michigan - Electronic Mail     State of Michigan Department      Provides user-level guidelines for e-                     http://www.michigan.gov/docu
Retention Guidelines                    of History, Arts and Libraries    mail retention.                                           ments/E-
                                        (HAL)                                                                           2005        Mail_Retention_Guidelines_12
                                                                                                                                    6565_7.pdf
State of Michigan - Frequently Asked    State of Michigan Department      Provides answers to common                                http://www.michigan.gov/docu
Questions About E-mail Retention        of History, Arts and Libraries    questions about e-mail retention.             2005        ments/hal_mhc_rms_email_fa
                                        (HAL)                                                                                       q_161101_7.pdf
State of Michigan - Records             State of Michigan Department      Provides detailed reports on piloting a                   http://www.michigan.gov/dmb/
Management Application (RMA) Pilot      of History, Arts and Libraries    Records Management Application                            0,1607,7-150-9141_21738-
                                                                                                                      2000-2002
Project Web Site                        (HAL)                             (RMA) in state government offices.                        74194--,00.html

State of Michigan Records               State of Michigan           Provides definitions, examples, and                           http://www.michigan.gov/docu
Management Services - Electronic                                    filing guidelines for official records,                       ments/E-
Mail Retention Guidelines                                           transitory records, nonrecords, and             October, 2009 Mail_Retention_Guidelines_12
                                                                    personal materials in the form of e-                          6565_7.pdf
                                                                    mail.
State Records Authority of New South State Records Authority of New Provides templates for and examples                             http://www.records.nsw.gov.au
Wales - Records Management               South Wales                of records management program                                   /recordkeeping/resources-
Program Toolkit for small public offices                            documents.                                                      for/small-public-
                                                                                                                        2005
                                                                                                                                    offices/records-management-
                                                                                                                                    toolkit/records-management-
                                                                             Page 33                                                toolkit
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
                 TITLE                       ORGANIZATION                 SHORT DESCRIPTION                    PUBLICATION                   URL
                                                                                                                  DATE
Survey of Baseline Organizational     National Archives and Records   Provides a survey questionnaire for                       http://www.archives.gov/recor
Information                           Administration (NARA)           gathering baseline organizational                         ds-mgmt/policy/prod7.html
                                                                      information for developing records
                                                                                                                April, 2000
                                                                      management system requirements or
                                                                      evaluating ERM and ERK solutions.

The National Archives of the United   The National Archives of the    Provides a set of tools for the                           http://www.nationalarchives.go
Kingdom - Appraisal Toolkits          United Kingdom                  appraisal of digital records from the                     v.uk/recordsmanagement/sele
                                                                      National Archives of the United                           ction/appraisal-toolkits.htm
                                                                      Kingdom.
The National Archives of the United   The National Archives of the    Provides guidance on functional,                       http://www.nationalarchives.go
Kingdom - Business Classification     United Kingdom                  organizational, thematic, and hybrid                   v.uk/documents/bcs_toolkit.pd
                                                                                                               October, 2003
Scheme Design                                                         approaches to classifying or                           f
                                                                      organizing business records.
The National Archives of the United   The National Archives of the    Performs automated batch                                  http://sourceforge.net/apps/m
Kingdom - Digital Record Object       United Kingdom                  identification of file formats.            May, 2008      ediawiki/droid/index.php?title=
Identification (DROID)                                                                                                          Main_Page
The National Archives of the United   The National Archives of the    Provides information about data file                      http://www.nationalarchives.go
Kingdom - PRONOM Technical            United Kingdom                  formats and the software products                         v.uk/PRONOM/Default.aspx
                                                                                                               2002 - Present
Registry                                                              that support their preservation.

The Sedona Conference® - THE      The Sedona Conference®              Sets forth “guidelines” to help                           http://www.thesedonaconferen
SEDONA GUIDELINES: Best Practice                                      organizations assess their unique                         ce.org/dltForm?did=TSG9_05.
                                                                                                                September,
Guidelines & Commentary for                                           needs and responsibilities in                             pdf
                                                                                                                   2005
Managing Information & Records in                                     managing electronic information and
the Electronic Age                                                    records.
Tips for Scheduling Potentially   National Archives and Records       Provides tips for identifying and                         http://www.archives.gov/recor
Permanent Digital Photographic    Administration (NARA)               collecting technical information about                    ds-mgmt/publications/photo-
Records                                                               potentially permanent digital              July, 2007     tips.pdf
                                                                      photographic records during
                                                                      scheduling.
Tips for Scheduling Potentially       National Archives and Records   Provides tips for identifying and                         http://www.archives.gov/recor
Permanent E-mail Messages             Administration (NARA)           collecting technical information about                    ds-mgmt/publications/email-
                                                                                                                 July, 2007
                                                                      potentially permanent e-mail                              tips.pdf
                                                                      messages during scheduling.



                                                                         Page 34
                                                      Toolkit for Managing Electronic Records
                                                          All NARA and Non-NARA Tools
                                                                   March 14, 2011
                TITLE                        ORGANIZATION                 SHORT DESCRIPTION                     PUBLICATION                 URL
                                                                                                                   DATE
Tips for Scheduling Potentially       National Archives and Records   Provides tips for identifying and                        http://www.archives.gov/recor
Permanent Geospatial Data Records     Administration (NARA)           collecting technical information about                   ds-
                                                                      potentially permanent geospatial data       July, 2007   mgmt/publications/geospatial-
                                                                      records during scheduling.                               tips.pdf

Tips for Scheduling Potentially       National Archives and Records   Provides tips for identifying and                        http://www.archives.gov/recor
Permanent Records in Portable         Administration (NARA)           collecting technical information about                   ds-mgmt/publications/pdf-
                                                                                                                  July, 2007
Document Format (PDF)                                                 potentially permanent records in PDF                     tips.pdf
                                                                      during scheduling.
Tips for Scheduling Potentially       National Archives and Records   Provides tips for identifying and                        http://www.archives.gov/recor
Permanent Scanned Images of           Administration (NARA)           collecting technical information about                   ds-mgmt/publications/textual-
Textual Records                                                       potentially permanent scanned               July, 2007   tips.pdf
                                                                      images of textual records during
                                                                      scheduling.
Tips for Scheduling Potentially       National Archives and Records   Provides tips for identifying and                        http://www.archives.gov/recor
Permanent Web Content Records         Administration (NARA)           collecting technical information about                   ds-mgmt/publications/web-
                                                                                                                  July, 2007
                                                                      potentially permanent web content                        tips.pdf
                                                                      records during scheduling.
Transferring Permanent Electronic     National Archives and Records   Answers the top 5 common questions                       http://www.archives.gov/recor
Records to NARA Answers to the Top    Administration (NARA)           about transferring permanent records        May, 2006    ds-mgmt/toolkit/pdf/ID178.pdf
5 Questions                                                           to NARA.
Typical Records Management [RM]       National Archives and Records   Provides an overview of basic                            http://www.archives.gov/recor
Functions and Typical RM Program      Administration (NARA)           concepts used in typical records                         ds-mgmt/policy/prod6a.html
                                                                                                                 April, 2000
Activities                                                            management program activities and
                                                                      functions.
United Kingdom Office for Library and United Kingdom Office for       Describes and provides links to                          http://www.ukoln.ac.uk/
Information Networking (UKOLN) Web Library and Information            downloadable guidance tools on              Updated
Site                                  Networking (UKOLN)              creating and managing electronic            Regularly
                                                                      information and resources.
United Nations (UN) - Archives and  United Nations                    Serves as a portal to resources on                       http://archives.un.org/unarms/i
Records Management Section                                            records management information.                          ndex.html
(ARMS) Web Site
United States Geological Survey     United States Geological          Provides appraisal questions and a                       http://edc.usgs.gov/governme
(USGS) - Records Appraisal Tool Web Survey (USGS)                     web-based form for collecting                            nt/ratool/view_questions.php
                                                                                                                  May, 2006
Site                                                                  information about a records collection.



                                                                         Page 35
                                                       Toolkit for Managing Electronic Records
                                                           All NARA and Non-NARA Tools
                                                                    March 14, 2011
                TITLE                         ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                  URL
                                                                                                                  DATE
United States Geological Survey        United States Geological        Compares and assesses several                          http://eros.usgs.gov/governme
(USGS) at the Center for Earth         Survey (USGS)                   digital archives storage technologies                  nt/records/media/FY10MediaT
Resources Observation and Science                                      and recommends which could be                          radeStudy.pdf
                                                                                                                   2010
(EROS) - Offline Archive Media Trade                                   deployed as the next generation
Study                                                                  standard for the USGS at EROS.

United States Patent and Trademark     Patent and Trademark Office     Technical Standard and Guideline                       http://www.uspto.gov/web/pate
Office (USPTO) - Electronic Records    (USPTO)                         used by the USPTO to integrate                         nts/ifw/documents/tsgsigned.d
Management-Technical Standard and                                      recordkeeping requirements into all       July, 2002   oc
Guideline IT-212.03-15                                                 new IT systems.
United States Secret Service -         Secret Service                  Discusses the EARB process in an                       http://www.archives.gov/recor
Enterprise Architecture Review Board                                   agency and points out its benefits to                  ds-mgmt/toolkit/pdf/ID191.pdf
(EARB) IT Project Submission Form                                      Records Management.

University of London Computer Centre University of London Computer Provides suggestions for best                              http://jiscpowr.jiscinvolve.org/fi
(ULCC) - The Preservation of Web     Centre (ULCC)                 practices and advice to enable the                         les/2008/11/powrhandbookv1.
Resources Handbook                                                 preservation of websites and web-               2008       pdf
                                                                   based resources.
User Guide to Slide Presentation:      National Archives and Records   A user's guide for two presentations                   http://www.archives.gov/recor
Electronic Recordkeeping               Administration (NARA)           that can be used to brief agency                       ds-mgmt/policy/guide.html
                                                                       managers and staff on electronic         April, 2000
                                                                       recordkeeping.

Vital Records and Records Disaster     National Archives and Records   Addresses the identification and                       http://www.archives.gov/recor
Mitigation and Recovery                Administration (NARA)           protection of records needed to                        ds-mgmt/vital-
                                                                       conduct business under emergency            1996       records/index.html
                                                                       operating conditions or to protect
                                                                       legal and financial rights.
What is Electronic Recordkeeping       National Archives and Records   Presents high level discussions of                     http://www.archives.gov/recor
(ERK)                                  Administration (NARA)           what electronic recordkeeping [ERK]                    ds-mgmt/policy/prod1b.html
                                                                       is in terms of architectures,            April, 2000
                                                                       objectives, and critical success
                                                                       factors.




                                                                          Page 36
                                                    Toolkit for Managing Electronic Records
                                                        All NARA and Non-NARA Tools
                                                                 March 14, 2011
              TITLE                        ORGANIZATION                 SHORT DESCRIPTION                   PUBLICATION                URL
                                                                                                               DATE
Why Federal Agencies Need to Move   National Archives and Records   Summarizes the statutory, legal,                       http://www.archives.gov/recor
Toward Electronic Recordkeeping     Administration (NARA)           regulatory requirements plus internal                  ds-mgmt/policy/prod2fnl.html
                                                                    reasons to move towards electronic       April, 2000
                                                                    recordkeeping (ERK).




                                                                       Page 37

								
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