 Good afternoon everyone and welcome to our bridge meeting for December 2022. My name is Ariane Robenbach and I will be serving as the moderator for today's meeting. As a reminder, the Office of Agency Services at the National Archives and Records Administration hosts these bi-monthly records and information discussion group or bridge meetings to present information relating to federal records management. Bridge is co-produced by the Office of the Chief Records Officer for the United States and the Federal Records Center program and is live streamed to the audience over our YouTube channel. Generally Bridge consists of a scheduled program of presentations with an open forum at the end of each meeting to ask questions of the presenters or of any related federal records management topic of interest. Viewers are encouraged to post questions in the chat or by sending an email to rm.communications.nara.gov. Our staff is monitoring this email box during the meeting. You are welcome to make comments during the meeting in the YouTube chat. However, please keep in mind that all comments are subject to moderation, so we ask that you keep the comments relevant to topics being discussed. Copies of the presentation slides will be posted on the bridge page of the Archives website. That web page is also where you will find the transcription of today's meeting when it is available, as well as links and information about previous and upcoming bridge meetings. If you have general comments about Bridge or suggestions for future topics, you can use that same email address, rm.communications.nara.gov, to pass these along to us. We welcome your feedback. With that, I would like to start today's meeting by introducing Lawrence Brewer, the Chief Records Officer for the U.S. government. Good afternoon, Lawrence. Hey, good afternoon, and thank you, Ariane. So good afternoon, good morning, everyone. Thank you for joining us for the December Agency Services Bridge meeting. The very last meeting that we have this calendar year before we get into 2023 and start talking about everything that we're going to do for next year. So we have a lot to talk about, which is not unusual. We typically do have a lot to talk about, but December is one of those months where sometimes we just have to cancel meetings because there's so much going on as people are trying to wrap up what they're working on at the end of the year. So I'll take a quick look at the agenda and go over that and do some speaker introductions before we get into the main meeting. If we can flip the slide, we can see what that looks like. So I got a couple quick announcements before we get into the main program, and then I'll turn it over to Chris Pinkney, who will give us some updates from the Federal Records Centers Program. Then we will have a very quick update from Don Rosen and Cindy Smolovic from our Oversight and Reporting Program, talking about annual reporting that will be kicking off in January. And then Maggie Hawkins will come talk to us about a notice on changes to previously approved schedules and what we are planning for that. And then Don McElwain from the National Declassification Center is joining us to talk about classified transfers and the NA 14130. Then Maggie will be coming back to talk to us about the work that we're doing to expand the capstone approach to other electronic messages. And then we will close the meeting with an update on the launch of the Electronic Records Archives 2.0 from Sam McClure and David Lake. So we have a lot to cover, and without any further ado, we will flip the slide. And I will give you a couple of quick updates. And obviously, I think the first one, I think the update, I think we're all interested in hearing, is about where we are with M1921. And as I said at the last bridge meeting, we have been, and we continue to coordinate with OMB on the update to M1921 and specifically around the target dates, which I was able to announce at the last bridge meeting, we are looking to extend by 18 months to June 30th, 2024. So I know we're coming to the end of the month. It is December 2022. We are still hopeful that it will be released before we turn the calendar to 2023. And we continue to work on trying to make that happen. So where we are right now is trying to get the signatures on the final memo. And as soon as we do, and all of the signatures are there from the Director of OMB and from the Acting Archivist of the United States, we will be alerting all of you through our usual memos and postings on Records Express. So all I can say there is stay tuned. For AROC and the renewal of that credential, we talked about it at the last bridge, but I just wanted to remind everyone that if you are an agency records officer formally designated by your SAARM, you may have already received notification from us that you are due for renewing your AROC credential. If you have not received a communication from us, then you are not likely due for the renewal when we begin the first cycle on January 3rd. So if you are in the first group, you have six months to complete the renewal. It will start on January 3rd, 2023, which means your due date for that first group will be July 3rd, 2023. So for all agency records officers, when you're due for a renewal, we will send you a welcome packet along with the notification, with details on the renewal process, and we'll also be sending information on how you can access our learning management system so that you can get in there, review the content, and get started on renewing that credential. So if you have any questions about whether you should have received it or questions about what to do now that you have, please send those to our group email box for the records management training program, which is RMT number one at nara.gov. Again, that's RMT one at nara.gov. So with that, I will stop and turn things over to Chris Pinckney for some updates out of the FRCP. Chris. Thank you, Lawrence. I appreciate the intro and thanks to everybody for giving me a few minutes of your time during what is no doubt a busy December. I'll keep this pretty short since we have a number of interesting topics on the calendar, but I wanted to let everybody know that for the FRCP, it continues to be a busy first quarter and have a few fairly interesting updates related to our operations. After the pandemic, I feel that I should always start with all FRCs remain fully open. We have several of our centers are in areas where the CDC community levels are now considered medium or high, but all FRC staff remain on site and all of our activities continue unabated. The focus of the FRC remains on backlog reduction and we continue to work to fully restore all of our services to their pre-pandemic levels. All of our centers continue to receive large numbers of new transfers and the volume has only increased as we close in on the original M19-21 date. Since October 1st, FRCP staff have received and shelved an excess of 171,000 boxes. A review of ARCIS this morning shows an additional 18,713 transfers covering a little more than 312,000 cubic feet that are sitting in approved status and we have another 3,676 transfers that are in submitted status and awaiting review. As a reminder, folks only need to get transfers into submitted status in ARCIS in order to make the original M19-21 deadline. We'll then work with all the agencies in 2023 and we'll receive records as you have time to ship and we have room and staff to receive. The FRCP will have some broad flexibility and agencies shouldn't have to worry about having transfers canceled after the 90-day window or anything like that. One of our other areas of focus right now remains disposal. We've had sustained efforts throughout the first quarter and very sincere thanks to everyone who's blocked time to review and return your disposal notifications. It's appreciated and we're getting them into the queue as rapidly as we can. We have a lot of staff working on disposal right now and the FRCP has destroyed more than 217,000 cubic feet in FY23. The total disposal backlog, which now includes both records whose destruction would have occurred during the pandemic and other transfers that have been more recently approved, sits just over 1.5 million cubic feet and this is down from almost 2 million cubic feet in the middle of calendar year 2022. We continue to reduce the number although it'll be a lot of work. I think the one we're using is we're saying it's roughly analogous in scope to the post-tilt lift project but we intend to keep staff on it until we can get the disposal backlog down to zero again. And then one other thing I wanted to address real quickly is that in the last few weeks I've received a number of emails or phone calls asking about the status of on-site agency reviews. This is now fine for centers that are located in areas where the CDC community level is lower medium. Interested agency researchers should contact the local FRC director and arrange the visit with them. It's back to a pre-pandemic world so we're back to the before times. There may still be some limits on the total number of agency researchers we can host. It's dependent on the local facility as well as the number of box reviews that we can support each day but that's pretty much the world in which we lived pre-2020 and so we are back there and happy to have visitors. And that is pretty much where we are right now. I take the opportunity to wish everybody on the line a very happy holiday season and I look forward to giving people another update in February and on that note I can either answer questions or I can turn things back over to Ariane. Thanks Chris. We do have a couple of questions that have come in that I think one of them at least we can address as an FRCP related issue. I've been told the FRCs are telling people that the extension I guess the extension to M1921 is happening even though it is not official. Have they been instructed to do that? We have told people what we announced back in October that for everything we know there will most likely be an 18 month extension. It's not official until it's signed and released but at this point we are encouraging people to get things in if you can and if you can't hopefully we're going to get news of the next week or two that there is an official formal extension. Agreed. Don't want to get in trouble with the administration here. That's not something we do. Now agreed and thank you for that for clarifying that. With that we'll just keep reminding people that they can put email us questions to rm.communications at nar.gov or to put them in the chat and we can move on to the annual reporting update and I will turn it over to Cindy. Cindy Smolovick. Hello everybody. Just a quick update our reminder. With the coming of the new year comes annual reporting on activities for this year and the opening day is January 9th with all reports due by March 10th. We will expect the same three pieces that we have for the past several years. The senior agency official for records management report. The maturity model on electronic records management and email records management and the records management self-assessment. For the most part this should be unless you're new to being an agency records officer this should be similar to what you've done previously. If you are no longer the contact person or the person assigned to by your agency to answer all of these annual reporting requirements please contact rmselfassessment at nar.gov as soon as possible to give us who should be the person to receive the links to the survey tool and the template for the SARM report. If nothing has changed you should be good to go. If you have other questions regarding any reporting just send them to that same email box and we have staff standing by to answer your questions and that's our announcement for this this go-round. Thanks Aryan. Thank you Cindy for that update and again if folks have questions Cindy and Don will be sticking around we can we can handle those at the end of the meeting. With that I'd like to turn it over to Maggie Hawkins to talk about changes to previously approved schedules. Thank you Aryan and good afternoon everyone. I next slide would like to speak to you today about a policy change we will be making regarding what we call changes to previously approved schedules. They're also known colloquially as pen and ink changes you may be more familiar with it by that title and I am announcing today that we will be discontinuing them beginning in January of 2023 and once we issue this it will be agencies will be required to reschedule records for these changes. I thought I'd just take a second to just describe what a pen and ink changes and a little more detail in case you aren't familiar with it. For many many years we have made modifications to already approved schedules for what we call you know relatively minor things like changing the name of a system updating descriptions and for more major things like extending or changing the time frame for which permanent records are transferred to the National Archives or lengthening some temporary retention periods and just to repeat we will be discontinuing that practice in January of 2023. Next slide. So this as I mentioned will be communicated in early January 2023 it will be done via an AC memo to records officers and you will see that coming out first or second week of January and it's going to be in the format of rescinding the current frequently asked questions which describe this process so that's how you will you will recognize that this has been put into effect. Next slide please. So all previously completed pen and ink changes will remain valid and any pending requests we have on hand will need to be completed by mid-January that time frame is being set to help facilitate the migration of data to ERA 2.0 which as you know is on the agenda for this meeting later. Next slide. So you may wonder why we're doing this and there's several reasons why one is it's going to eliminate essentially what's a dual process in many respects it may seem very simple to submit by email a request to change a schedule but once we receive those there's a lot of work on our end to one evaluate whether it's appropriate for a pen and ink change and what we don't have any hard numbers on it anecdotally most of the requests we get we end up having to to direct people to reschedule in the records anyway and in the time we spent you know talking about that and thinking about it an agency could have already submitted a schedule so it you know we want to eliminate that dual process it also brings the actual disposition authorities into a fully digital environment which is ERA 2.0 there are thousands and thousands of disposition authorities that originated via the SF115 process and are literally in paper so what we will do and with this is it will by requiring rescheduling it will bring all those legacy authorities into a fully digital environment which supports the memorandum that we were we are always discussing and I think we'll just generally help both agencies and the National Archives also we had a recent requirement to review schedules every five years to see if they need to be updated and it supports that we have a lot of schedules that we're kind of holding together with pen and ink changes sometimes multiple ones to the point that really the records just need to be rescheduled and that's been pointed out to us by oversight agencies and entities when there are many schedules from the 1970s that are still being used so we believe that requiring rescheduling will help support that desire to get all the schedules that are out there in an updated. Next slide. So with that I'd like to answer any questions anyone may have about this change in policy either by the chat or email or the other venues that Ariane has noted. Thank you Maggie I'm not seeing any that have come in on this topic yet. Okay well I'll be here at the end and I'll also be presenting again so I'll be here the whole time so if you have any questions there will always be the end of this meeting to ask them as well. Thank you Ariane. Thank you Maggie. And now I'd like to turn the program over to Don McElwain to talk about the N.A.14130 for classified transfers. Thank you Ariane and I appreciate the chance to come back and talk with the bridge again. I think the last time I presented on this was prior to COVID so it's been a little while and if we just have the next slide please there we go. So basically it's been a decade since we started requiring the N.A.14130 for classified accessioning and the reason was we were seeing there was a disconnect between agency records officers and agency declassification program managers and what was coming over the transom into the National Archives was wildly inconsistent so this was a way to get declassification and records management professionals talking to each other before the records came to the National Archives. I think it's been wildly successful we haven't since we've started doing these we haven't had any security violations I can tell you horror stories of the wild west days of the early 2000s and late 1990s where there were situations where classified information was put at risk. So this this form I hope is not a burden but I hope you look upon it as seeing a way to protect your classified information when it comes to the National Archives. They kindly broke out the form because it wasn't fitting and it wasn't displaying well into a bunch of different parts so I'll just go through what these are for you and if you want a copy of the form to use within your program if you're or if your declassification officers don't have it you can either email me or you can email NDC at narara.gov. So at the beginning of the form we asked there what's your agency who is your declassification manager and that's the person who we would contact if there's any questions about classification declassification what did that aid what did the declassification reviewer mean the next field is when we get a lot of questions of agency ID this is an optional field that it's a chance for you to put if you have an internal control number internal tracking number perhaps you would send the records to your records facility an example that I like to use is the Department of State uses lot file numbers that's where you would put that and then phone and email contacts for that declassification program manager next is the ERA transfer request number we need that so that this form can ride along with the accessioning paperwork in ERA if it's an annual move transfer as opposed to a direct offer the FRC transfer number is very useful and very helpful and if you have the disposition authority that's good as well and of course the box numbers you're sending us 23 boxes but the from the record center but box number one starts out at you know the first box doesn't start at one it starts at box 36 for some reason that's helpful for us as well when we're doing our declassification processing after accessioning then finally the series file so that's kind of the background information that helps us get back to your declassification folks if we have questions and helps us make sure that we're getting the right material that we can process that and work with your agency folks here at the National Archives that are helping us get records declassified and out onto the open shelf next slide please so the next part of the form asks a series of questions and the first one of course is have these been reviewed for declassification in accordance with section 3.3 of the executive order on classification safeguarding and declassification and it's implementing directive on the actual form the PDF form itself the sections of the executive order and the implementer they're hotlink so you can go right to the language if you have questions about what that what that language actually is hopefully the answer is yes if the answer is no you need to contact us in the NDC so we can discuss there may be stimulating circumstances why we should accession these records prior to your review but we're not going we're not in general going to approve the transfer for records that have not been reviewed as required so the next question next slide please we can have the next slide please in the early days of automatic declassification with the clinton order the previous order to this one agencies did a good job in general of finding what was still sensitive to them because of a lack of training a lack of communication among agencies they didn't always do a really good job identifying what we call referrals which is classified information in your records that might not be of interest to you but might be of interest to another agency that might be in the term of art is their equity and this was most obvious with information that was classified in accordance with the atomic energy app and or also known as restricted data or formally restricted data as a result the kyle and lot amendments for the 1999 and 2000 defense authorization act was passed and it requires now that the department of energy trained reviewers on how to recognize restricted data and formally restricted data so as this the next question is have you met these requirements of the kyle and lot amendment and then hopefully it's yes and you're determining and again this is your declassification program manager saying that these records are highly unlikely to contain restricted data or formally restricted data or we've reviewed this with trained reviewers and indeed there is marked restricted data or formally restricted data in the files or these series these records contain what we think might be restricted data or formally restricted data based on our training but it's unmarked dealing with older historical records we have found i don't know what that's coming from but we have found that you know sometimes in the older records agencies didn't always mark the presence of restricted data or formally restricted data or possibly it was buried in a portion market so reviewers should catch that and that we want them to help like help us identify that the next one next question we've got which is still on this slide is are the boxes labeled to perform that are to show that a review is performed either a label or some agencies put a review determination sheet and box one of the transfer if again if the answers to these questions are no contact us and and we can talk with you and your declassification program manager to get to yes one way or the other next slide please have all exempt documents been tabbed using the standard form 715 standard form 715 is an approved basically a collar we should have brought one down with me that says these records have been reviewed and these documents are exempt from automatic declassification if you've got tabs in the boxes with your agency's interest say yes if you say no you're indicating that your agency's classified equity is fully declassified so we we still need to know do you have your own agency's sensitivities in the in these records that you're transferring next slide please have all referrals and exclusions been tabbed in accordance with and again there'd be a hot link in the form to the implementing directive which says you as the transferring agency need to not only review and identify your sensitivities but you need to identify sensitivities that another agency may still want to protect and may be able to protect the difference between a referral and an exclusion is kind of a e-class nerd term of art um an exclusion is a particular kind of referral to the Department of Energy for that restricted data and formally restricted data a referral is any other equity to any other agency. I'd like to give an example that when I was starting out I started out as a reviewing technician in declassification a long time ago and State Department embassies would send a weekly report back to the Department of State back in the day and so it might have information from the State Department's political officer the State Department's economic officer but it might have information from other agencies that are part of that embassy team so the State Department might not care what the military attache was reporting in their report but the Defense Intelligence Agency may very well care and may want to protect that information so that's an example of a referral and your declassification program managers will know that and they will be able to appropriately tab for referral to DIA or to whatever other agency. Next slide please. This is one because sometimes records are part of a special access program and that is a program that individuals have to be specifically read in or briefed into so if you have staff or other records that have the requirement to have individuals be read into it we need to know that and we need to have that discussion for two reasons one so we can appropriately store the records in the correct space when they give here and two so that we're not creating a security violation by having people working in those records that have not been read in to that specific tailored program or well north of 90% of your records the answer for this question is going to be no most of your agencies we're dealing with you know what I would consider garden variety collateral top secret and below or if you're dealing with sensitive compartmented information we have NDC staff that are already read into various compartments of SCI and specifically for those narrowly tailored special access programs but we want to make sure before the records come we do the right thing next slide please so basically the next thing we're going to ask you is you've got review information and it's coming out of a classified system so in other words you created a classified folder list that indicates the status of the documents in a particular folder that's classified we still want that information if you can produce it but talk to us first because you don't want that writing with an unclassified ERA transfer however if you have a spreadsheet or other information that contains review results and it's not classified we would love to have that as well and we've got here on the screen examples of you know how you could name that so if you've got a spreadsheet that's got the folder list and the review determinations and there's nothing classified about that you know we'd love to have that we can use that to help us continue the declassification processing here at archives 2 with the goal of getting those records out on the shelf to the extent possible and those documents that are still classified protected uh that's slide please that's about all i've got i will mention that the current version of the na 14 130 has on the back side of it questions about are there other restrictions and we've listed some of the common beat what we call in the foyer world beat three exemptions and while this is somewhat redundant because the tr is already going to ask you are there restrictions we find having this information helpful to us when we're working with classified for example sometimes agencies will flag other other statutory national security type related exemptions particularly some of the intelligence community agencies so we find this helpful uh questions comments anything i can answer thank you don we did have one question uh that that's come that came in while you were talking the na 14 130 is only for declassified materials correct it is for records that are coming in that have been reviewed for declassification so if everything is declassified we still want a 14 130 if you review have reviewed it and exempted everything in that series and have applied a file series exemption that has been approved by the ice cap we still want a 14 130 if in what is in the case of most records coming you've reviewed the records you've tabbed your exemptions you've tabbed your referrals and exclusions we definitely want the na 14 130 if you have not reviewed your permanently valuable classified records and they're 25 years and older we still want to talk to you before the records come come over here because by doing that you're saying you're in in effect saying i'm waiving any equity and all of my stuff is automatically declassified and by the way i've met the requirement to review these in accordance with kyle lot and there's no other agency that could possibly have classified equity in this accession so anything that started out as a classified transfer whether it's been declassified in full whether it's remaining classified in full or more likely it's a mix of classified and declassified records we really need that 14 130 to help us process your records and to help you avoid a security problem security violation no one wants to write security reports thank you don i those are the questions that have come in there have been a couple of other questions in the youtube chat about the regulations and the updates that will handle at the end of the meeting for now we'll put you back on hold and see if any come in and i'll turn the meeting back over to maggie to talk about capstone for the capstone approach for electronic messages great thank you arian and thank you don i i do remember when things were the wild west on on the transfer of classified records front so it's always good to hear about all the progress we've made so i want to hear today to talk a little bit about the capstone approach for electronic messages and before i even advance the slides i'm going to alert you that this is more of a here's what's coming rather than comprehensive overview of everything next slide so first i wanted to put some context to this and note that nara will be issuing several guidance products related to managing electronic messages and as noted on the slide this is a preview of what's coming we have updates to regulations coming there is a nara bulletin expanding the capstone approach to electronic messages that will be arriving soon we also have a grs transmittal expanding grs 6.1 to cover some electronic messages other than email we also will be updating the form na 1005 which is the capstone verification form and is the form required to implement the grs and as it notes it's going to be a new form and we're going to be expanding the grs so there's a lot coming up in the next month or two next slide so as i uh mentioned grs 6.1 has been expanded to include certain other types of electronic messages those include email system chat messages on mobile devices what we normally think of as text messages and also messages from messaging services on third party applications of what we might commonly think of as whatsapp or signal and you'll note that the verb tense the grs grs 6.1 has been expanded to include those the grs expanding this has already been signed but the general record schedules are unique amongst all schedules in that they are not effective the second they are signed unlike other schedules instead they need to be transmitted formally through the federal register to essentially the heads of all federal agencies and that has its own process that we are undertaking right now and we expect what was the word expect expect that to be out in january of 2023 so once that comes out agencies may then use the grs for email or for email and the other types of electronic messages that i had mentioned earlier that are included in the scope next slide and we still will will be requiring the NA1005 which many of you have already uh completed submitted had approved sometimes a couple of iterations of it already and this is going to all be pursuant to naro bulletin 2022 of resubmission of NA1005 forms which will be required as of january 2023 so essentially uh sort of left right into the next topic here which is that resubmission of capstone forms mandatory resubmission as outlined in naro bulletin 2022 is coming we are we have to find the resubmission cycle as january 31st 2023 through april 30th 2023 and that resubmission window will be opening at the end of january and will be closing in april next slide also wanted to note that we will have a new NA1005 we started with a pdf form we moved to an excel spreadsheet and we will have yet another version of it it will be a spreadsheet as well however it's being revised to account for the changes to grs 6.1 visa v the ability to potentially use it for other types of electronic messages other than email and we will be posting this form on our website as soon as possible we are in the final stages of putting the uh sort of the finishing touches on the form and when it's up on our website we will announce it via an ac memo so uh that will give you a chance to um get a head start on that before we open the resubmission window on the 31st of january next slide i did want to point out that earlier versions of the form will not be accepted so hopefully uh you've not started on your resubmission using the old form however if you have especially if you've completed it alert our grs team at the uh at their mailbox uh which is grsteam at nar.gov but generally speaking we won't be accepting earlier versions of the form and when you see the new one it'll it'll be clear why it's it's a little bit different the very important thing i wanted to point out is that we will be providing a webinar on the new version of the form and all the details surrounding uh being able to uh expand your capstone coverage to different type of messages on january 24th and again there will be an ac memo with details of this forthcoming however uh you could mark that on your calendar and uh that webinar will be where uh to you know your detailed questions will be answered and your chance to ask more detailed questions next slide so what i wanted to do here was just reiterate some of the key dates and times that i mentioned because there was a there was a lot mentioned there so first thing is the new form is going to be posted up on our website late december early january and again that new form will be what's required for resubmission uh we will be hosting a webinar on the 24th of january to explain a lot of the details associated with this and then on the 31st the uh window for submitting res the mandatory resubmissions will open next slide so with this i'm happy to answer any questions on this topic thanks maggie we did have one on that came in before you announced the webinar that was about are we going to do a live training and we handle that in the presentation so we kind of predicted that would come up uh i have another one what updated capstone guidance will nar be providing to clarify simplify who should be designated right now there's so much disparity in large organizations with subcomponents regarding who should be designated records officers are left to justify who and why individuals have been selected so i i noticed that question uh earlier uh in the chat and uh it's it's a really good question and i'll just say like right now there are no plans to quote-unquote simplify or clarify the guidance on picking who are identifying i should say who are the capstone officials however uh we are always um looking at ways to improve the process and expand the faqs and uh you'll rethink things so to that end um that is a question i will be taking to what we call our capstone development team and we have a number of uh individuals on that team it's a rather large team it represents appraisal supervisors our general counsel uh laurence is on it the policy team is represented there and we will look at that in the meantime um we have a meeting this week we have a meeting in january as well if you uh the person who asked that question if they wanted to send in some specific uh comments or concerns via again the grs email or the arm communications email we'll we'll get that as well i think that could help us kind of think through through the comment better so we would like to improve um improve uh how that's handled thank you i i think that covers the questions and i don't see any additional ones so we'll put you back on standby we'll move to the agenda to the uh david lake and sam mcclure show to talk about er a 2.0 all right thank you arian um happy to be back uh sam and i were here uh back in october i gave um um a more detailed update on uh er a 2.0 the launch of it the migration project we're doing right now to get ready for that launch so i wanted to give a a brief update today uh and where we are with that so uh next slide please so i'm going to talk briefly about the timeline um and where we are on that at this point uh sam will talk a little bit more about um user account creation and what needs to be done to get ready for for using er a 2.0 when we do launch it so um as i talked about last time we have a migration project underway to migrate all of those uh record schedules and transfer requests forms and their data from the er a base system that you use today to uh the er a 2.0 system uh so they all those will be there uh whether they were in a final state terminal state of uh say approved um or whether they were in flight um or in progress so we're working on that right now uh we're heavy into uh transforming the data uh and testing uh how how that data gets injected into the new system um and that the workflow picks it up uh and the data it looks correct in in all of those forms um as we talked about last time uh the final migration of data will require a pause in the use of er a so essentially we will bring down the current er a system for a period of up to four weeks while we finish the the the final part of the migration and then at the end of that period uh up to four weeks we will launch er a 2 2.0 opening up for use by by all of you so with the current schedule um we're basically we're pretty close to what we talked about last time um i think the schedule's getting pushed out a little bit that we uh reflected here um but essentially we're planning to um to stop use of the current system around the end of january or early february i would say at this point we're learning more towards early february um and then as we said that up to the four weeks time of that pause would mean that the launch of er a 2.0 um around uh probably early march at this point is what we're looking at so um again these are kind of the the earliest possible dates and we're updating those as we go along um as i said we're having into the testing right now of the migration um and we fully expect for data issues to pop up as we do that we've allowed buffer for that the question is um how many issues do we find in the time it takes to rectify those so um if there's any we're going to be um communicating with you uh through the bridge venue as well as others um in terms of ac memos or other communications um especially if these dates um move out anymore we'll update you as we go along so that um the you're aware of of where we are and how long that shutdown is going to take and when um that date is for the launch of the er a 2.0 for use um next slide please and sam i think i'll turn it over to you now thank you david so as david mentioned in our last bridge appearance we gave a lot more detail on what's sort of expected in the system and and some of the high levels on the data migration we just wanted to touch back on some of the same points about user accounts just to make some of the same points we made before basically in 2.0 from an agency perspective we'll have the same roles as are available currently in er a record scheduler certified official so on and so forth at the launch of er a 2.0 at the time frame david was just describing everyone who has an who has an account in the current er a will have an account with the same profile in er a 2.0 a question came up last time um will there still be account managers for each organization who have users in er a and the answer is yes we're we're getting the starting point from the er a account perspective but from then on it'll be just as we have in the current er a the respective account manager for your organization can contact the area help desk to get new users set up in the system um deactivate users who've left your organization so on and so forth the typical account management piece of that bull will have a one to one match from the end of your use of the current system to the start of your use of the new system the thing that changes is our is our requirement to authenticate into the system using your piv or cac card and that will require an active profile in omb max and so on the one hand you have your account in er a 2.0 on the other you'll need to have a profile active in in max.gov so that when you authenticate into er a 2.0 you'll visit the url in your web browser chrome or edge um you'll look to authenticate with your piv it's going to take you through the omb max process you'll come back to the dashboard for er a 2.0 the process will be fairly seamless um we we've tested it we're reasonably confident it won't create any any unnecessary drama and those streamline some of the authentication that is um available for system access um for those organizations who do not issue piv cacs um there is an exception process we work out with the area help desk that would still use an omb max profile in those cases you'd be using your email and your password but in either case it's an active account in the er a 2.0 environment plus a profile in omb max.gov um if you've not noticed before david and i are not by our nature great communicators but our colleagues in the chief records officer organization are working to supplement our our poor communication style there'll be ac memos coming out very soon including descriptions of the omb max profile requirement giving you the url if you don't have a current profile established in in that system and other guidance will be coming out job aids for how to to how to authenticate into the system using your piv or your cat card will be made available as well so we mostly just want to touch base on for at us at the start of this your accounts will very strongly resemble your current accounts in er a the authentication piece will be different guidance documents will be provided we'll have a um the ability to get you up and up and running with with this new means in place um and so again with with this with any questions we'll happy to talk about it here or as other questions come in we'll we'll take them offline and respond about accounts from there next slide please so this is um just to reiterate the the point that david made earlier we're in the middle of testing as well as active migration efforts in our non-production environments the the point of testing is to find problems before they come out to real people on the production side so our testing has to continue on the positive path the other work has to continue as scheduled we'll we'll be able to stick to the timeline that's been described today if it slips for whatever reason if testing proves that there are more issues than we anticipated if other circumstances arise that that have us push this timeline out we will communicate that as as soon as we know it we want to give you a clear understanding of when to expect to stop work in er a base when you can expect to start work in er a 2.0 the basic point is that it won't happen before late january early february at the earliest um and as those time frames become closer to actual we'll communicate that if at any point we need to to push out however briefly we'll communicate that as well so that you have an understanding of what system um will be available when so you can complete your work as as needed with that that is the end of of our portion here i think we're certainly i will answer questions and i think already you're up to general questions for the overall meeting as well correct yes that's correct sam thank you very much we do have a couple uh sort of er a 2.0 ish questions um first i'd comment great to log into er a 2.0 via chrome or edge with the cat cards um will er a 2.0 allow users based on their role to create run and export ad hoc reports short answer no longer answer at at launch the longer answer is we'll have more robust searching and ability to at least download um a csv of of your results it results being um lists of forms in their data fields that are responsive to your queries we don't have in the system as it launches in the early 2023 the ability to run reports in terms of any sort of calculations or summations or average age of schedules and process or anything like that we start with a a fairly strong somewhat idiosyncratic search capability the ability to pull out results from there um save those queries update those queries over time we won't have um very strong reporting from a again the point of either calculating average averages of ages or anything like that at launch but more to come in that area system development continues david did i watch anything no i think that's accurate i the um uh just one thing to remind uh all about is that in year a 2.0 we only have one version of the schedule so um i know when doing search in your a base uh you have to do a lot of work to filter out the multiple versions of schedules that you see in there but in year a 2.0 um should be since there's only one version at any time um being able to to do uh proper searching that you need to do and then download um the results of those searches and as sam said and then um you know in in say for example excel you can um manipulate your results in a way that makes sense to you um but uh as as we get started with the system we're certainly happy to take um feedback from any of you using the system about potentially um whether there standard reports uh that aren't there that you be interested in um if we can get to the point where we can create an ad hoc reporting system that would allow you to come generate your own reports based on the metadata that we have that's something we can certainly look at and prioritize thank you a couple around capstone um sort of i guess you can say will the capstone forms be in e r a 2.0 the ones maggi was referring to and then will the pause from e r a to e r a 2.0 affect the submittal of capstone schedules because the time frames seem to overlap so at the launch of e r a 2.0 we will not be supporting the capstone form with a workflow in our case will be a repository for capstone data that will get migrated into the system but this this next submission cycle will take place outside of e r a just as the earlier submission cycles have we're migrating in the current na 1005s as maggi said they're about to be um overtaken by the next submission cycle but those na 1005s will the the current iteration will be migrated into the system available through search there'll be a not might be able to be modified and there's no workflow there there'll be like a repository of the forms this this next effort um through the first half of 23 will result in a new round of forms first to migrate into the system with a workflow to come before the next submission cycle so we'll be looking to augment all the capabilities around the capstone form in e r a 2.0 as calendar year 2023 progresses but at launch you'll be able to see the current although nearly to end capstone forms will take in the new forms when the this next cycle is over but you won't be working in the system to submit or review those those forms thank you another question will we need to register register our ip addresses to use e r a 2.0 like we did 1.0 that's a great question and this came up after our last presentation as well the the the approach we're going to take is to to port over those same white lists that we have available in e r a base to 2.0 we're basically taking the same access setup that users currently are using for e r a base from an ip address standpoint and a user role standpoint moving those into the new system so we'll we'll look to have um that available from day one your your current ip's as address as white listed will remain valid for the new system environment if any of that changes contact the help desk let's get those updated there have been a couple of those that have been updated in in recent weeks and months but we'll look to carry that over as it is thank you and one more will we will we be able to take action on more than one transfer at a time in e r a 2.0 the answer is always it depends when the question is posed to the national archive is correct we will have bulk actions built in to both the transfer request and and the record schedule especially on the transfer request to propose trs once a mini can be selected we'll even have a thing where you can commit to the terms of agreement once a habit applied all the transfer requests they'll come over to the corresponding casota units on the national archive side so there is a what we call bulk action available in the area 2.0 and that'll all be described in the user documentation that'll be made available for user agency users at launch thank you sam and david i i think we've gotten all the e r a 2.0 questions out and now i'm going to shift the meeting over to sort of more general questions that have come in during our meeting so i asked laurence to come forward um and start helping me out here i would do is there a is there a template or some type of enrollment process for newly appointed members i believe this is a records officers maybe um yeah so um we have a nar bolton it is nar bolton 2017-02 um where it talks about the responsibilities of senior agency officials for records management and as part of that um bulletin specifically the last paragraph i think which is paragraph nine does talk about how agency records officers get designated to nar and and it's kind of varied in that bulletin i i get it um but it's really important for us that we have formally designated records officers for each agency we we need those names um for our distribution lists we need them um as i talked about earlier so that we can communicate about the requirement for an agency records officer credential we need them as cindy talked about this morning for as contacts for annual reporting um and all of the work that we do around schedules um and really just to keep everybody informed about what is going on at the national archives related to the work that you do in your agency so there's no template per se but there is a requirement to send a letter or communication to uh ro updates that's ro dot updates at narra.gov um and there is a sort of little bit of uh required information that would need to be included as part of that designation and it does need to be submitted by the senior agency official for records management for that agency so i encourage you to take a look at that uh bulletin nar bolton 2017-2. Thank you and now we're on to the the other topic uh digitization uh are there any updates to the finalization of 36cfr 1236 sub part e digitizing permanent federal records and i don't know yeah i think i think lisa was gonna pop in on this one there she is lisa can you come off of mute please technology has gotten us again she was making the mistake of watching the youtube meeting please come off of mute give us one moment still on mute so we can't hear you lisa so i'll try one more time yes thank you and thank you for being patient while i got my um mutes coordinated and the answer to the question where is narra on digitization regulations is that we are still in our internal review process so we are still doing review of those regulations that being said we expect to finish the review process internal review process by january and that's january of 2023 and then after we finish that we hope the regulations will be promulgated a few weeks after that so we are looking at the second quarter f y 23 to have that guidance available to agencies if you have questions about the digitization regs please email me and my team at rmstandards at narra.gov rmstandards is one word and we'll be happy to answer some of those questions thank you thanks lisa for that update uh is chris still on the call chris pinkney chris is here thank you chris uh what is the status of the trucks being available to pick up boxes for physical transfers of records to the frcs so the uh lag between the time at which the question came in and right now gave me a chance to reach out the shaman harris the director over at the wnrc for an update um it wasn't the good news update i was hoping to get but um he reports that they are still taking limited appointments for truck service runs uh they are down to a single cdl driver right now uh it's one of the supervisors who used to drive the vehicle and he's he's willing to help out when he can um they are in the hiring process to give us a new generation of drivers to operate the vehicles but as of today he's not yet got to the point where he's got a referral list so my guess is the the difficulty in getting things scheduled is going to persist for a number of additional weeks um i will almost guarantee you that once they get referral lists they will make rapid selections and we will do everything we can to get people on boarded orientated and trained asap um there may still be some lag if you were looking to do a pickup of classified records because we'll have to work that out with our classified vault staff but um i guess ask ask me the question again in february and hopefully i'll have something much happier to say we can already we can preload it into the february meeting then it's a deal we'll try it again then thank you chris uh maggie um will the capstone webinar on january 24th be recorded the presentation will be uh we've decided to not um record the questions so that we can have a free flowing conversation but the presentation itself will be recorded thank you uh can you please tell me if nara plans to make their rcs lists on the website 508 compliant this issue affects our agency a great deal any update will be much appreciated great thank you uh and that question refers to the repository of records control schedules that is on our website and uh there's a little bit of an answer here so i'll just give it a full answer though um so we do do ocr and we add 508 tags however it's with varying degrees of success due to the fact that we're dealing with scanned documents uh the challenges are significant uh to make them truly 508 compliant requires essentially creating structured text from a scanned document that has no embedded text or structure uh when you think about the old sf 115's um adobe tools attempt to extract text and attempt to give it structure but with very limited success as people may have seen uh the only way to make uh the scan paper schedules 508 compliant would be actually to transcribe them all they're also uh have a lot of hand annotations from the old pen and ink changes um and this would be an enormous undertaking for the entire federal government so we currently have no plans to undertake this project although we you know did do research and analysis on it and uh unfortunately concluded it was not within our budget to undertake however you know we spent some time uh today listening to sam and david talk about eray 2.0 and the pdf exports from eray 2.0 are 508 compliant so at least we can say that the new system itself and the pdf exports out of that system uh should meet 508 standards and uh wc3 guidance so i'm happy to report that and you know that's yet another reason for us to um move uh record schedules uh into eray 2.0 thank you another question that came in during the capstone presentation would it be possible for opm to tag positions as capstone uh so i think um that that might not result in any practical benefit in the sense that the positions that could be possibly tagged would be very basic ones like the head of the agency perhaps the agency's general council uh very basic positions like that and i don't know that that would save anything from uh the the more the effort of dealing with the more unique individual structures of most agencies so uh unless i'm misunderstanding the question i i i'm not i can't quite picture that working across again we're dealing with the entire federal government uh you know department of defense department of energy these very large cabinet level agencies much less all the myriad of of smaller ones thank you uh this is an e r a question so sam or david and maybe maggie you want to chime in on this too will the will the nara training and e r a teams update the current e r a training and user manuals for e r a upon the march debut of the new e r a that's a lot of e r a so the answer is yes uh eddie and michelle's teams are hard at work creating a lot of e r a 2.0 training uh which will include uh videos demos job aids i'm really not doing it justice uh there were was a preview of some of it at the last bridge meeting uh so if you go look at the youtube of the october bridge you can get a much more full picture of what that will involve but yes um sam i see you nodding maybe you have anything to add no no i was just saying incomplete agreement it's going to be a totally revamped set of job aids and documentation brand new system new environment um we we've done the easy part with the nuts and bolts with the user guide pieces eddie and his team have done the hard work and in breaking it into that digestible chunks ought to be posted on the web um as the preview as meggy alluded to in the last youtube recording from a bridge session um easily digestible chunks specific to the need you need to undertake in the system at a given point in time but yes all all new documentation and uh i was just at a meeting yesterday looking at some of it and looking at uh repurposing some of the external for internal staff because it's that well done it's it's just very well done i think uh people are going to be very pleased with that and and sam's point about it being a broken into digestible chunks is really key to it uh you'll be able to uh you know if you need to uh submit a schedule you'll be able to just go in there and and look that up very quickly um so we're all very excited about that yeah i was just gonna say that you know we hope the system is easier to use more user friendly but these forms and the workflows they are substantive they are complex and so um you know we spent a lot of time uh developing the new training aids so we hope to get used thank you odd here's a question that came in uh around capstone i think we're not aware of any system that can help agencies manage mobile devices such as iphones especially in terms of ingesting the messages for long-term storage if services are moved from one vendor to another will there be guidance will there be any guidance for it departments and i think i can start by saying our capstone guidance will remind agencies of the records manager and policy to create manage store access and dispose of federal records including records created on mobile devices we understand the iphone has challenges with it's proprietary software and we continue to look for the better solutions through our firming project and other initiatives uh to help manage that so i'll start with that i don't know if more insertly or Maggie you want to add i think you know this is an area that we're going to be talking a lot more about especially as this new capstone expanded capstone approach is issued and you know we want to be able to work with agencies and understand the challenges and we know the challenges around iphones exist related to the security there are our tools that will help agencies better manage and capture um electronic messages and you know we're going to spend some time talking with agencies to kind of learn what those are and how they can be adopted but you know as we mentioned already in this meeting you know we have to issue guidance on what the requirements are and what agencies should be doing with the understanding that we're looking at all the federal agency subject to those requirements so we try not to get too specific and down into the details of implementation but we are always ready and willing to learn more about the challenges that agencies are facing and see what we can do to share best practices lessons learned about how to overcome some of the the barriers that are in place thank you uh what is the future and this may be for chris or you laurence what is the future of the pitsfield federal records center any other are there any other major changes expected for other federal record centers in 2023 as well as trans shipments diversion of shipments that sounds like a me question um i would agree so the uh the latest update on pitsfield is that the trans shipment out of that facility continues uh they're getting ready to switch from sending records from pitsfield to la nexa this went sending records from pitsfield to the date in frc um i think the latest update i'd seen indicated that the final records may move um maybe as as early as the end of april maybe end of may uh we should end occupancy at that site in august as we finish up with shelving disassembly and accessing of property and things like that the other activity that'll take place in 23 is the closure of warehouse nine which is i should have a giant flashing sign not the fort worth frc it's the old annex that remains over on felix street it's a it's a building we maintained after we moved out of the old federal record center at that site um it's been very useful for the storage of permanent records as well as some of the archival materials maintained down in fort worth but um gsa is in the process of accessing the entire property and so we need to move out um we are currently soliciting vendors to help us with that move and the frc records will go from warehouse nine up to the la nexa federal record center beginning late spring next year um and then i believe the archival records that were at that location are being split between the fort worth uh facility where the archives and record centers share the new site and subtropolis up in kansas city um no other major trans shipments that would impact dod i think that was tommy who posed the question um we do have a few cases where um irs list years are flowing to different centers uh to make it easier for us to focus on backlog reductions and a couple of the sites that have substantial substantial backlogs but um i guess at that point that should be about all we have going on next year and i suspect it'll be more than enough to keep us very busy thank you chris uh just i there was one that came in i mean oh do you know if agencies have the authorization to convert nara standard forms to nintex workflow forms for transferring records to the agency with the appropriate metadata and i'm just repeating that question i'm uh going to say as someone who uh trucks in nara forms with agencies that i have never had that question and i'm not sure of the answer so uh as we're closing this out i will see if i can find an answer before the end if not uh i'm not sure how we get answers back to people but i will look into that i think this came in through rm com so we should be able to track it back through an email so we'll do that i think laurence we've left the exception request to the end because you saved the uh best for last i don't know about that shoot so i think these are uh is there a time frame for when nara will respond to exemption requests already submitted so um there when we issue the guidance in the nara bolton that talks about exceptions though we did not put a separate deadline for when we would respond uh we weren't sure what to expect and how many we would receive so you know we just didn't have enough information to be able to share what a reasonable time frame would be they've proven to be fairly complicated in terms of you know what we need to do to review analyze discuss with agencies and um elevate for decisions um so you know we we continue to work through those we are committed to um reviewing each one um coordinating with omb on each request and then obtaining a decision and then communicating back to agencies and we all i can say is we try and do it and as timely away as we can given all the moving parts and and steps that we need to undertake to get those reviewed and decided so related to that uh nara bolton implies the deadline to submit an exception request to omb memorandum 19 21 is 31 december will the deadline to submit an exception request be extended to 30 june 2024 right so i mean there is no separate deadline for agency exceptions however um it follows that if agencies you know want to be in compliance with the requirements those exceptions should be submitted before the updated deadline similar to the the previous deadline in m 19 21 i mean we also you know understand that agencies are going to discover records um that they may need exceptions for after the the revised uh target dates are extended that will require exceptions and we're prepared to review all those as well as those situations arise but um we do encourage agencies to to look at what they have in a very comprehensive way and submit those requests for exceptions to us before um certainly before the next deadline comes around and as soon as you have the information available to share with um natural archives thank you i'm just searching if there's anything oh the i guess the backlog should be cleared in a few months then i don't know if that's referring to frc backlogs or to the backlogs on the exception requests well i can i can speak to uh the exception requests i mean we we haven't gotten or received a huge volume of exception requests to this point um all of them have been reviewed and discussed with uh our senior management um here at the national archives and we're working on the coordination and um drafting up the decision documents and responses to agencies okay and i'll also acknowledge there's been a nice conversation in the chat uh about a couple thank yous and a couple uh sort of other members of the community volunteering uh but guidance and help so we appreciate that i think that's all the questions that i see uh from across all the platforms so if we have the next slide and lorence you can close well it looks like uh we plan this meeting for the perfect amount of time uh we'll let you go a few minutes early with just this reminder that uh our next meeting will be valentine's day in 2023 um so keep an eye out for uh communications and products and and many of the things that we've talked about today hope everybody has a great holiday and a happy new year and we will see you all again in february have a great afternoon