TEXTUAL and ELECTRONIC RECORDS TRANSFERS AND ACCESSIONS

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TEXTUAL and ELECTRONIC RECORDS TRANSFERS AND
ACCESSIONS
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Purpose of this presentation

• To determine how records transfers and
  accessions will be tracked in ERA.

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As IS

• SF 135 tracks the physical transfer of records to
  an FRC
• SF 258 tracks the legal accessioning and physical
  transfer of records to NARA
• Local databases track individual accessioning
  steps within specific units
• Processes are primarily paper-based

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As IS

• For electronic records
• AMIS tracks individual accessioning and
  preservation steps within NWME
• NWME is responsible for accessioning and
  preservation of ALL electronic records

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TO BETRANSFER

• All physical transfers of records will be
  recorded and tracked in ERA
• This includes transfers of permanent records to
  NARA, and the movement of records into an FRC
• New Form Transfer Request or TR will replace
  and expand on the SF 135

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TO BETRANSFER

• A draft TR may be created by the Agency
  Transferring Official, the NARA Transfer Staff
  (acting as an agent for the Agency) or the system
  .
• Once submitted to NARA, the draft TR becomes
  Proposed.
• NARA reviews the TR and if it is accepted,
  approves the transfer of records.

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TO BETRANSFER

• For electronic records
• Transfers are of permanent electronic records to
  NARA by the Four Agency Partners and by NWME as
  proxy for all other transferring agencies (Fifth
  Partner)
• NWCS-Stills will become responsible for the
  processing of transfers of digital photographs in
  ERA
• NWME will transfer is Legacy holdings to ERA
  starting at IOC with the 2009 replacement copy
  files being the first group

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TO BETRANSFER

• If this is the first time that this group of
  records is identified within ERA, it is assigned
  a Transfer Group Number. Each number is unique to
  that specific body of records and remains with it
  no matter how many times the records are
  transferred.
• Concurrent with NARA approval, the system assigns
  a Transfer Number which accounts for this
  particular transfer transaction.
• Once the records arrive, they are checked
  (verified) against the TR.

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Creating a TR (what the screen might look like)
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Creating a TR(what the screen might look like)
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Creating a TR, cont
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AS ISACCESSIONING

• Accessioning is the process of taking legal
  custody (ownership) of Permanent records by NARA.
• Previously, legal and physical custody was
  tracked on one form (SF 258).
• These processes were separated as the result of
  the BPR (Business Process Reengineering).

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TO BEACCESSIONING

• The result is that legal custody is now recorded
  on a Legal Transfer Instrument (LTI), while
  physical custody is tracked in a TR.
• In many cases the physical and legal transfer
  will take place simultaneously.
• The new system allows for the association of
  multiple TRs with one LTI.

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TO BEACCESSIONING

• A draft LTI may be created by the Agency
  Accessioning Official, the NARA Transfer Staff
  (acting as an agent for the Agency), or by NWME
  staff in the Fifth Partner / Legacy Migration
  scenarios
• Once approved by the Agency Accessioning Official
  and submitted to NARA, the draft LTI becomes
  Proposed.

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TO BEACCESSIONING

• The proposed records for accessioning are
  examined by NARA staff to verify that they are
  the correct records.
• Once the records are verified The Accessioning
  NARA Official signs the LTI and the records are
  accepted into NARA.

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TO BEACCESSIONING

• For electronic records
• Electronic records are manually verified by NWME
  staff via download from ERA to verify that they
  are the correct records.
• Electronic records are checked for viruses and
  for inclusion of security words
• Current AERIC capabilities will exist in ERA to
  verify data file contents
• Once the records are verified The Accessioning
  NARA Official signs the LTI and the records are
  accepted into NARA.

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Questions???