AF Records Management

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AF Records Management
Penny L. Sayle, YA-03 SAF/XCP 2 June 2009
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Overview

• Records Management (RM) Objectives
• RM Program Goals
• Records Disposition Schedule (RDS)
• RM Publications
• Compliance with National Archives and Records
  Administration (NARA)
• NARA Bulletin 2006-02
• NARA Bulletin 2008-06
• Develop/Implement SharePoint as an Interim
  Records Repository (SPIRR)
• Advocacy and Support
• Challenges

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RM Objectives

• Enable complete, accurate, and objective
  accounting of the Governments activities to the
  American people
• Provide basis for studies and analyses of
  policies, plans, operations, technology,
  logistics and personnel
• Ensure availability of data supporting the
  Governments past decisions are available for
  reuse
• Protect legal rights of Federal agency,
  employees, and the public

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RM Program Goals

• Simplify/reduce AF Records Disposition Schedule
• -- flexible scheduling/bucket concept
• Review and update AF RM Publications
• Submit proposed disposition for unscheduled
  electronic records to comply with NARA Bulletin
  2006-02, Guidance for Implementing Section 207(e)
  of the E-Gov't Act of 2002
• Evaluate impact, assess options, and implement AF
  plan to comply with NARA Bulletin 2008-06,
  Records Storage Facility Standards
• Develop and disseminate business rules for using
  SPIRR
• Advocate greater visibility and support of
  program and record professionals

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Records Disposition Schedule

• Current RDS has 5300 tables rules
• Reviewing 30 additional tables rules
• Reduction/simplification is crucial
• Flexible (Bucket) schedule
• Notional Schedule

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RM Publications

• AFI 33-321, Authentication of Air Force Records
• AFI 33-322, Records Management Program
• AFMAN 33-363, Management of Records
• AFI 33-364, Records Disposition, Procedures and
  Responsibilities
• AF Electronic Records Management (ERM) Solution
  Guide
• Reviewing publications whole program
  perspective
• Incorporate AF ERM Solution Guide/SharePoint
• 4 working groups workshop scheduled 13-17 Jul 09

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NARA Bulletin 2006-02

• Bulletin 2006-02, Guidance for Implementing
  Section 207(e) of the E-Govt Act of 2002
• Records Management Process added to EITDR June 08
• Data Calls sent Sept 08 May 09
• Initial call identified 2104 Systems in EITDR
  1952 (93 completed Records question) 511 with
  records 126 identified as scheduled 385 need to
  be scheduled
• Current call to get surveys (AF1341, Electronic
  Records Inventory) completed and proposed
  disposition schedules (AF525, Records Disposition
  Recommendation) submitted no later than 30 Jun 09
  to meet NARAs 1 Oct 09 tasking

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NARA Bulletin 2008-06

• Bulletin 2008-06, Records Storage Facility
  Standards
• Capacity gt 25,000 cubic feet require NARA
  approval NLT 1 Oct 2009
• All staging facilities must be compliant with 36
  CFR 1228.228 1228.232
• Data Call sent Oct 2008
• 81 staging facilities identified to date est.
  282,741 cu ft of storage capacity available
  184,807 used
• 2 facilities exceed 25K (Tinker Aviano)
  requiring NARA approval
• 32 of 81 (40) report compliance next steps
  validate compliance engaging AF/A7CAI support
  for inspecting assess options to bring
  facilities up to compliance

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SPIRR

• Finalizing business rules to use SharePoint as an
  Interim Records Repository replacing current
  ERM solution
• HAF deployment this summer on (Nonclassified
  Internet Protocol Router Network) NIPR AFDW to
  follow
• AFSOC deployment late summer on (Secret Internet
  Protocol Router Network) SIPR
• AF Guidance Memo finalized mid-late summer
• Provides a familiar web-based, Windows interface
• Improved capabilities as a records repository and
  prepares users for migration of e-records and
  metadata to a future Records Management
  Application
• Increased search capability

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SPIRR - Library
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SPIRR Metadata
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SPIRR Metadata Cont.
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SPIRR Metadata Cont.
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Advocacy and Support

• Increased communication with field
• Telecons, site visits, AF Records Management CoP
  https//wwwd.my.af.mil/afknprod/ASPs/CoP/OpenCoP.a
  sp?FilterOO-SC-EI-M4
• Regular briefings to leadership
• Establishing metrics
• Building case for additional resources
• Updated RM portion of Total Force Awareness
  Training
• Assessing options to improve annual training for
  records professionals
• Update Computer Based Training
• Annual conference

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Challenges

• Keeping policy and guidance current with
  technology
• Twittering, IMing, Blogs, etc.
• Security
• Easier, quicker to create easier to lose,
  destroy
• Funding resources manpower and tools

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• Those who do not remember the past are condemned
  to repeat it. George Santayana

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• QUESTIONS?