The MER Experience
The 25th Year of Delivering Premier Electronic Records Management Education

Session 28: CASE STUDY: The Presidential Directive on MER: Is Your Agency “On The Train” or “On The Platform” or Not Even at the Station

According to the Presidential Directive on Managing Electronic Records “all agencies must manage both permanent and temporary e-mail records in an accessible electronic format” by December 31, 2016. Are you going to meet this deadline, and the next one of December 31, 2019 indicating, “Federal agencies must manage all permanent electronic records in an electronic format”?

Meeting these deadlines will require in-depth planning and resources and, yet, many agencies still do not have adequate control of their email or electronic records.  Governance, procurement and technology are all necessary to be successful at meeting these deadlines.

Everyone doing business today, whether private or public sector, has large stores of unstructured and structured records, business information, and data.  Before any organization can truly manage these electronic assets they have to be able to correctly identify what is being held by the organization.  Managing your electronic records is a major process, not a project, and needs support and resources to be successful.

In this session we will look at the current situation that many agencies find themselves in regarding the management of email and we will examine some of the options available to agencies, including:

  • Software systems to manage email and the associated issues to be aware of
  • Use of the Capstone Approach to email with either the GRS (General Records Schedule) or an agency specific schedule
  • Guidance offered by NARA (National Archives and Records Administration)

We will also discuss the issue of managing permanent electronic records in an electronic format with examples of agencies that are successfully performing this function by describing:

  • Choices that have to be made to facilitate the successful managing of permanent electronic records
  • Resources that must be dedicated to make it possible
  • Steps to take now to be ready in time to meet the Presidential Directive requirements

From this session, attendees will take away:

  • Overview of the elements needed to begin the process of managing electronic records
  • Methods to analyze and categorize the data assets
  • List of stakeholders who need to be involved
  • Resources that will have to be committed to make it all happen

Registrants planning to attend this session are encouraged to review the bulletins and guidance produced by NARA on email and electronic records management:

http://www.archives.gov/records-mgmt/prmd/automated-erm.html

http://www.archives.gov/records-mgmt/email-mgmt.html

Speakers: Jason R.Baron,Esq., Donna Read

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