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Managing Government Records Directive Managing Government Records Directive

Managing Government Records Directive - PowerPoint Presentation

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Managing Government Records Directive - PPT Presentation

Requirements 22 and 25 Summary Reporting Data Laurence Brewer Director National Records Management Program Background NARAOMB M1218 Managing Government Records Directive included the following two requirements ID: 919168

part records series unscheduled records part unscheduled series agency agencies volume year national response data additional department custody frcs

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Presentation Transcript

Slide1

Managing Government Records Directive

Requirements 2.2 and 2.5Summary Reporting Data

Laurence Brewer

Director, National Records Management Program

Slide2

Background

NARA/OMB M-12-18, Managing Government Records Directive, included the following two requirements:

2.2: Report on

permanent records

in FRCs (Part A) and agency custody (Part B) that are 30 years old or older

2.5: Report on agency records in FRCs (Part A) and agency custody (Part B) that are unscheduled.

2

Slide3

Process

Reporting requirement and template for Part B was distributed to agencies on May 28, 2013Agencies were directed to submit reports to NARA via the annual RMSADeadline was extended to the end of February 2014 due to Government shutdown and additional follow up

3

Slide4

Current Status

Developed statistics on data receivedReport and follow up actions being reviewed internallyWe expect to continue requesting data on unscheduled records as part of the RMSAConsidering next steps for 30 years old or older

permanent records

4

Slide5

Response: 30 Year Old Records

5

Slide6

Response: 30 Year Old Records

48 (18%) agencies provided no response to the 2.2 Part B Requirement115 (43%) completed and submitted the spreadsheet63 (23%) reported having no records that meet the 2.2 Requirement

42 (16%) reported other responses (e.g., insufficient agency resources, do not know, in progress

6

Slide7

Volume: 30 Year Old Records

7

Slide8

Volume: 30 Year Old Records

Part A (FRCs) 1,356,555 CF Part B (Agency Physical Custody) 537,292 CFEstimated Additional Volume 420,489 CF

Total: 2,314,336 CF

8

Slide9

Volume: 30 Year Old Records

Top 5 agencies with the largest volume of records identified on the Part A spreadsheet:

1. Immigration and Naturalization – 390,068 CF

2. Veterans Benefits Administration – 376,021 CF

3. Bureau of Indian Affairs – 97,864 CF

4. Patent and Trademark Office – 39,778 CF

5. Defense Intelligence Agency – 17,250 CFTOTAL: 1,356,555 CF (not including records in STL)

9

Slide10

Volume: 30 Year Old Records

Top 5 agencies with the largest volume of records identified on the Part B spreadsheet

:

1. U. S Forest Service – 27,000 CF

2. National Geospatial Intelligence Agency – 20,379 CF

3. Department of Justice:

Federal Bureau of Investigation – 54,549 CF Headquarters/Department Level – 363,027 CF 4. Department of Energy

National Nuclear Security Administration – 12,237 CF

Headquarters/Department Level – 12,816 CF

5. National Aeronautics and Space Admin – 13,050 CF

TOTAL: 537,292 CF

10

Slide11

Additional Details

Data reported for 2.2 includes both textual and non-textual recordsVolume based on age of the records and not on their eligibility for transferData quality issues suggest need for validation

11

Slide12

Next Steps

The project team is continuing to review the data received and identifying where additional follow up and/or further clarification is needed

The team will adopt criteria and identify the top priorities for

accessioning

In

2015,

the team will develop transfer plans with agencies to accession the eligible priority records into the National Archives.12

Slide13

Response: Unscheduled Records

13

Slide14

Response: Unscheduled Records

160 (60%) agencies provided no response to the 2.5 Part B Requirement107 (40%) completed and submitted the spreadsheet51 of the responding agencies did not return a spreadsheet, indicating they did not have any unscheduled records, were working on it, etc.

14

Slide15

Unscheduled Records Series

15

Slide16

Unscheduled Records Series

By format, the unscheduled records series in agency custody (Part B) include:3,306 textual series1,759 electronic series725 mixed series

18 series of motion and stills

10 series of maps, charts

16

Slide17

Unscheduled Records Series

For electronic series, the agencies reporting the highest volumes:National Guard Bureau 633 SeriesGeneral Services Admin 351 SeriesDOJ Headquarters 126 Series

EOUSA 111 Series

17

Slide18

Next Steps

Individual agency reports will be shared with your appraisal archivist, who will work with you on plans to address these unscheduled recordsOther potential actions may include:Webinar on inventorying recordsSharing best practices

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