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Several weeks ago, we reported on the progress being made by the Office of Personnel Management (OPM) on establishing a records management occupational job series. Now, they have released a draft records management professional flysheet to agency human resources directors.  The flysheet proposes to establish an occupational series, consistently defining records management activities throughout the Federal Government.

Please see the attachments in the release for the draft position classification flysheet (.pdf) and the instructions for submitting comments (.pdf) to OPM by February 7.

Capstone Briefing

by on December 30, 2013


One of the highlights of the past year was the issuance of our Guidance on a New Approach to Managing Email Records. Capstone, as the approach is known, attracted significant interest among our Federal customers. When we released the Bulletin, we announced several training sessions to provide an overview and an introduction to the planning  for Capstone implementation. One training session was recorded and is now available on our YouTube Channel and is below.

Additional training materials and resources can be found on our new email management page.

We would like to thank all participants for attending our workshops on Capstone. We especially encourage those who were unable to attend one of the workshops to view the video, training materials, and other resources found on our website. Additional sessions of this workshop will not be offered at this time. Future communications will be forthcoming regarding additional Capstone related activities.



Today we feature an interview with Wendy Couch of the Department of Commerce and Ron Swecker of the Department of Transportation, co-founders of the newly-formed Federal Records Officer Network (FRON).

Wendy Couch, Department of Commerce

Wendy Couch, Department of Commerce

Ron Swecker, Department of Transportation

Ron Swecker, Department of Transportation

 

 

 

 

 

 

 

 

 

 

 

 

How would you describe the FRON to a prospective member?

The FRON was initiated to formalize what has always occurred on a smaller and ad hoc basis.  Federal Records Officers (RO) would get together informally during breaks or after meetings or seminars and compare notes on RM issues. This was often followed up with exchanging emails and often more; sharing training materials, policies, procedures, and templates.

The FRON was set up as a means to provide an ongoing forum for ROs to network and discuss current and relevant issues they are currently facing. We address RM programmatic issues that exist across Federal agencies, share experiences, leverage best practices, tools, templates, and the collective efforts to address common issues.

We also realize that due to time constraints, geographic limitations, or personal preference, we provide the option to participate with the online forum hosted by OMB MAX and monthly discussions.

What motivated you to start the FRON?

The FRON was started out of our own need to discover how other records officers have addressed challenges we all face.  While every

organization is different due to a combination of mission, size, and to be honest, culture, all records officers have very similar requirements that have to be met to execute their RM programs.  We also find that many of us are developing the SAME solution at different agencies which is an incredible waste of resources.  This can also include discussing previous initiatives that have not gone well so we can all learn from mistakes.

We would like to identify the best solutions that have already been developed and leverage these across the Federal government.  These solutions come in the form of tools, templates, policies, training to name a few.

What has FRON accomplished so far?

The FRON is in its earliest stages. So far, we’ve brought people together from both small and large agencies into a network. I think it’s a monumental achievement that people are talking to one another and sharing with one another. This was happening before the FRON but the FRON promotes the collaboration on both face-to-face and virtual forums.  We are still in an infant stage and the community needs a lot of care and feeding.  We have over 100 members and we are constantly adding more representing a wide variety of agencies and geographic areas.

How can people get involved?

The FRON is open to Federal records managers. The best way to get involved is to email Wendy Couch wcouch@doc.gov or Ron Swecker ron.swecker@dot.gov. Stay tuned for more information about leadership opportunities within the FRON.

GRS Team Update

by on December 13, 2013


The following update is from our GRS Team

Status of Current Projects

Part 1 Schedules

  • 1.1 General Financial Management Records (DAA-GRS-2013-0003)—On hold pending resolution of issues with internal stakeholders. (Lead: Galen.Wilson@nara.gov)
  • 1.2 Grant & Cooperative Agreement Records (DAA-GRS-2013-0008)—Being revised based on agency comments. (Lead: Susan.Means@nara.gov)
  • 3.1 General Technology Management Records (DAA-GRS-2013-0005)—Preparing for final internal stakeholder review. (Lead: Laura.McHale@nara.gov)
  • 3.2 Information Systems Security Records (DAA-GRS-2013-0006)—Preparing for final internal stakeholder review. (Lead: Laura.McHale@nara.gov)
  • 4.1 Records & Information Management Records (DAA-GRS-2013-0002)—Being revised based on agency comments. (Lead: Laura.McHale@nara.gov)
  • 4.2 Information Access & Protection Records (DAA-GRS-2013-0007)—Out for final internal stakeholder review. (Lead: Galen.Wilson@nara.gov)
  • 4.3 Input Records, Output Records, & Electronic Copies (DAA-GRS-2013-0001)—On Federal Register. (Lead: Andrea.Riley@nara.gov)

Part 2 Schedules: All schedules are currently in the process of initial drafting. Initial drafts are expected by the end of February at which point some agencies may be contacted for additional vetting.

  • 2.1 Employee Acquisition Records (Lead: Galen.Wilson@nara.gov)
  • 2.2 Employee Management Records (Lead: Laura.McHale@nara.gov)
  • 2.5 Employee Separation Records (Lead: Galen.Wilson@nara.gov)
  • 2.6 Employee Training Records (Lead: Susan.Means@nara.gov)
  • 2.8 Employee Ethics Records (Lead: Laura.McHale@nara.gov)
  • 6.6 Federal Advisory Committee Records (changed from Temporary Commission, Board, Council and Committee Records) (Lead: Andrea.Riley@nara.gov)

Guidance

  • Guidance on Including General Records Schedule (GRS) Items in Agency Big Bucket Schedules—Final revisions in process; will require additional concurrence  from stakeholders prior in final internal vetting. Expected release in early Third Quarter, FY14.

Revised GRS Update Plan

The GRS Team is in the process of issuing an update on “The New GRS: A Plan for Restructuring and Updating the General Records Schedules” (issued October 2012, link is .pdf). The updated plan outlines changes to the structure of the New GRS, the project timeline, and our process for revising the schedules.

Why the GRS Update Plan Has Changed

The plan has changed due to changes in team resources and lessons learned from the first year of the project. Our team resources have been depleted over the past year, while at the same time we have learned that the optimal workload is two schedules per cycle. This currently means we can work on about six schedules at a time. We made structural changes to the GRS after learning that some of the planned schedules were too granular. We also learned that we need to change the timing of when we start new schedules so that we are not starting new schedules right before the holiday season and so that we make more efficient use of our time by overlapping project cycles.

Changes to the Schedules

The revised plan explains various changes to the overall structure of the GRS. Some schedules have been merged, others have been moved or aggregated under different functional headings. Overall the general structure of the new GRS remains largely the same. The most significant change is the aggregation of a number of formerly stand-alone schedules under the common heading “Mission Support.” The schedules under this heading have not changed significantly in and of themselves. Each X.X level is still an individual schedule containing multiple items associated with that particular function.

Changes to the Project Timeline

Another significant change to the plan is in the project timeline. There will be six cycles or rounds of schedules. We are currently working on the first and second rounds. Originally we had planned to complete each scheduling and approval cycle in just over a year, but with the first cycle nearing completion we now realize a more realistic projected completion time is 18 months. We are refocusing our project on the mandate in OMB/NARA M-12-18, Managing Government Records Directive to update and revise the existing GRS by December 2017, so some proposed schedules that were completely new will carry over into future plans for expanding the coverage of the GRS and not be part of this 5-year project.

Changes in Process and Approach

The overall process for revising and approving new GRS has changed very little. We are taking a more direct approach to agency involvement with the second round of schedules, seeking input from specific agencies rather than making a general request for volunteers for working groups. We also plan on longer vetting periods for draft schedules prior to sending them out for formal review. Other changes include how we approach new disposition instructions. For multiple reasons we have decided not to specify cutoff instructions in the new GRS, although cutoff instructions are still implied. We are also taking a different approach to disposition instructions in an attempt to reduce the need for agencies to request deviations. We are trying to write instructions that allow for more flexibility in retention when a longer or shorter retention is allowable. New GRS will provide clear instructions about when agencies can establish a longer retention for their records based on agency specific business needs without submitting a schedule for NARA approval.

For more information about these changes, please watch for the release of the updated plan on the GRS website and via RM Communication.

Upcoming Projects

  • Guidance on Requesting Deviations from the General Records Schedules—Preparing for internal review. (Lead: Jennie.Guilbaud@nara.gov)
  • Guidance on Implementing New General Records Schedules—Initial drafting. (Lead: Jennie.Guildbaud@nara.gov)
  • GRS Web Page—Planning stage for how to change the arrangement of the GRS web page and the online GRS. (Lead: Laura.McHale@nara.gov)

For additional information about any of the GRS Team’s projects, please contact us at GRS_Team@nara.gov, or contact the specific project lead.



A few weeks ago, we released NARA Bulletin 2014-02: Guidance on Managing Social Media Records, which superseded our previous  Bulletin on Social Media. This new Bulletin provides Federal agencies with high-level requirements and best practices for managing records created and received when using social media.

Want to learn more about the challenges agencies face in managing social media content and the considerations for scheduling and capturing this content? Beth Cron, Records Policy Analyst in our Records Management Policy Section, provided a briefing to agencies just a couple of days before we released the Bulletin. We  recorded the session. You can view it right here:

Please visit NARA’s National Records Management Training Program YouTube channel for more useful records management videos!

 

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