 Good morning, everyone. Welcome to the August agency services bridge meeting. We're going to get started because I'm sure you saw from the email we have a packed agenda today. A lot to talk about. We want to make sure that we have enough time not only for the presentations but for some of the discussion and Q&A that I expect will happen as part of some of the presentations. Just a few quick announcements before we get started of the administrative category. For everyone in the room, I just want to remind you that we do have microphones on the aisles. If you want to ask a question, please raise your hand, wait for the microphone, and then just tell us who you are and from what agency you come from. This is so very important not only so we can hear you in the room but so the people who are joining us via the webcast can also hear the questions and the exchange. For those of you who are joining us via the webcast, if you have a question, please do the same, tell us your name, your agency as you put your question into the chat and we are monitoring it up front and we will make sure your question gets asked. The other administrative announcement is later today as we always do will be our meet and greet session with our staff. Today it is hosted by appraisal teams 2 and 4 so if you are an agency that works with our appraisal staff in appraisal teams 2 and 4, please join us at 1 o'clock. The meeting will be in the Washington room which is upstairs in the presidential conference rooms. So we usually have those run from 1 to 3. We will have some presentations and a lot of opportunity for discussion. I will note also as part of my presentation later that I will be there for the first hour of the meet and greet if anybody has questions about the memo that we are going to be talking about. I will be happy to entertain any questions during the meet and greet session this afternoon. So without any further ado, let me go to, if it will let me, okay, that was too fast. I will go one more. Just quickly on the agenda, you can see what we have lined up. We have Gordon coming up next to talk about some updates from the FRCP and then Jay and I will talk about the memo. We have some guests from GSA who are going to talk about what they are doing in support of M1921. Don Rosen is here to give us a preliminary update on the reporting data and where we are with producing the annual report and what we have seen so far. And then we will close the meeting with a segment on training and I will turn it over to Gary later to introduce Michelle and Jill who are going to be talking about different parts of what we are doing with the training program. So a lot to cover. Hopefully we will get through it and get you to lunch on time and then we will see some of you back here in the afternoon for the meet and greet with appraisal teams two and four. So with that, I am going to advance the slide hopefully and I will turn it over to Gordon. Don't touch the keyboard, she said. Good morning. And welcome to the end of summer. I see no one is happy about that. But we are here at the end of summer and back to school and all of those things. And we are getting close to the end of the physical year and the start of 2020. So I know the question from you all is where is my interagency agreement for 2020? We have had some calls from customers and I can assure you that we will have those to you by mid-September. The account managers will have that. We are wrapping that up, getting the rates all finalized and approved. So look for that in mid-September. And that would be all of your interagency agreement, your funding documents and all that we will have out to all customers. The next thing I wanted to just kind of make you aware, we sent out a memo to customers around disposal and some of the issues or circumstances that we are having with a disposal backlog and some of the FRCs. And you may have received that from your account manager just to kind of alert you that about this backlog, it's not in every FRC. It's just in some of the FRCs as we work through new contracts to make sure we meet the ISOO requirements. We do expect to have, by first quarter, to have those contracts in place and to get that backlog down. So if you see that and if you see you've given us some concurrence and some of those boxes are still present, that is the reason you may see that. And if there's a concern, please let your account manager know or let myself know and we'll update you further if there's some major, major issues around that for you. One of the new programs that we're starting in 2020, there's been a lot of conversation around CUI. There's been several presentations here at Bridge around CUI. And so the Federal Record Center program is ready to go beginning October the 1st with our CUI program. You should know that all of the Federal Record Centers can store CUI records in each of our 18 facilities. So you can be comfortable with that. If there is some special or enhanced storage that you need on CUI documents, we're doing that in three facilities around the country. We're doing that in San Bruno, FRC, Kansas City. And we're doing it at WNRC out in Suitland. Now, last year, and we may need to do it again, the account manager sent out to most customers in your holdings that we thought items were CUI. And we really need customers to give us feedback on those records so we can update ARCUS to make sure we have updated ARCUS on what you consider CUI. Some customers have responded, some have not. And what I think we'll do is send those holdings out to you again. And so you can tell us, hey, this is CUI. And how should we handle these documents or these records if they should be handled or disposed in any different manner? So look for that from your account managers also because we want to make sure that we've documented all of the CUI records for customers. So with that, those are the three updates I have. Any questions around now or 2020 for the Federal Records Center program? Any questions online? We have one question. Good morning, everybody. My name is Andrea Jenkins. I am with USDA Rural Development. I work, we have 47 state offices. So we work with all the Federal Records Centers across the country. And one of the problems that I'm running into is that not all the Federal Records Centers work in the same way. I'm getting, you know, we're trying to train our records liaison in the field on how to transfer records to the Federal Records Center. We have, the records liaisons are the ones who fill out ARCIS. And the transferring office, we require that they still use SF-135 as the record inventory, the box inventory and attach it. Now some of the Federal Records Centers will send an email to the transferring office when the records, when the approval to ship has occurred. And they also attach like a stamped their version of the 135. But I'm finding out not all the Federal Records Centers do that. And so I'm getting all these questions from over 4,000 people that I work with on how are we supposed to do this? Okay. And how you get that notification if those records are approved to send in at SF-135 is that what you're talking about? Yeah, it's just that it's not uniform across all of you. Let me take that to our operations folks and see how best we can resolve that. You know, if we can do it, you know, if it should be an email or if we can do it through ARCIS. I'm not sure if we can send a notification through ARCIS. But I'll check with our operations folks and see what's the best way to communicate and hope we communicate that across the board for all the centers to do the same thing. Yeah. And we're fine with however you want, however it's supposed to be done. The problem is uniformity and being able to convey the same information to all of our 47 state offices. Okay. Are all of the 47 state offices using ARCIS? Not all of them, but a good portion is. Okay. We'll take that back and let me take that back and have a discussion around that. Okay. You said USDA? Yeah. Okay. And I have, I think that's Andrea Scheer. I have Andrea follow up with you. Okay. Any other questions this morning? Okay. If not, we're going to bring Lawrence back up. Thank you. A little lag on the clicker. Okay. We'll start there. So, I'm going to make an assumption before we start the session on OMB 1921. Actually, maybe I'll make a couple of assumptions. One, I'll assume that most if not all of you are aware that there is a new memo in town. Is that a fair assumption? Okay. Second assumption I'm going to make is that many of you here and also those of you who are joining us via the webcasts may have been at the August 1st meeting that we had in this room with the senior agency of records management and the records officers. So, for those people, you are going to hear very similar presentation. Obviously, the memo is what the memo is and we're going to be talking about the memo. But we wanted to make sure that we had this presentation at bridge so that we can reach everybody in the records management community, records officers, records liaisons and give you all the chance to hear it from us and hear the questions from others in the community and be able to ask us questions directly. I do want to say before we get into the presentation that we've allowed about 30 minutes for this presentation, which is quite a bit less time than what we used to plan out the August 1st, say, our meeting. So, I will extend the offer for anyone who wants to come by the appraisal team to inform meet and greet at 1 o'clock, but may not work with appraisal team to inform, but you have some questions about the memo. You are welcome. I will be there for an hour and be happy to answer any questions you might have at that time if you're able to stay through lunch and then join us at 1 o'clock. So, with those assumptions and that invitation, I'm very happy to have Jay trainer. Thank you. Executive for agency services sitting up beside me for cover and to answer questions that are probably, you know, more specific to the record centers and storage of temporary records which Jay oversees. So hopefully between the two of us, we can attempt to answer. We'll make a very good attempt. Yes, we will. We will try. Okay, so we will proceed. And if you have questions during the presentation, just please hold them until we get to the end. We only have a few slides to run through and then we want to reserve most of this time for your Q&A. So, as Lawrence said, obviously the Managing Electronic Records Directive is sitting there. But before we get to that, we don't need a DeLorean, but we'll go a little bit back in time to, you know, the road that we've all been on here in our private lives and also here in the federal government of this transition to electronic records. Again, we can all see it in our private lives. We can also see it here at work that a lot of records that used to be created in various textual formats have migrated to the electronic world. And some new records that are created through either new agencies or new government initiatives were from the get-go created electronically. But if you go just back to 2012, we have the Managing Government Records Directive that really, for the first time, put out this marker for the entire executive branch to begin moving to better managing electronic records. And there were two key dates in there with 2016 on the e-mail and here in 2019 with the Managing All Permanent Electronic Records in electronic formats. Then more recently we have the NARA Strategic Plan that obviously had the end of 2022 date in it, but also had markers out there for NARA to do work with what we call FURME and putting out electronic records requirements for the executive branch. But also some digitization standards and not necessarily Lawrence's and our group, but the ERA 2.0 processes that NARA will need to help the federal government manage electronic records. If you then go just very recently, you have the, with this administration, you have the Government Reform Plan in June of last year. And then that moves to where it puts the marker out that the government needs to conduct its business electronically. But there were also markers in there that we all have been under either from sequestration or hiring freezes to, you know, trying to shrink the government footprint in terms of staffing, but also in terms of real estate. And so then very recently you have the OMB and NARA transition to electronic records. And this is obviously a huge step and one that we're here to talk about today. Thanks, Jay. So going to the next slide, we're going to, oops, sorry, I should have advanced the slide. Now we're going to get to the next slide. We're going to talk in a bit more detail. Okay, if it stays right there, that'll be good about the targets in the memo. So there are seven on the next two slides that I'm going to talk about, and we're going to start with 2019 and walk up the steps. These are the first series of targets that appear in the new memo. So one thing that I'm sure you're all aware, this new memo M1921 replaces M1218. So what we had to do was make sure that all of the important stuff that was in M1218 that we wanted to keep working on, like managing email, making sure that there's RM training for everyone, making sure that the SAORM designation is still within the current memo. All of that's been carried forward so that we are able to then supersede M1218. So it's with a bit of sadness. I think Saturday was the seven-year birthday for the M1218 directive. So happy birthday and see you later. Now we're talking about M1921. And then it was just that one goal in M1218 that we were still working towards at the bottom of the steps, which is managing permanent electronic records electronically. So that's something that we're still focused on until the end of this calendar year. And then we start moving into some of the new targets. So Jay already mentioned the 2020 on the previous slide, and that's a target that's really more for NARA, putting us on the hook for developing the guidance and revising our regulations to fully reflect electronic record keeping. So our current regs, while they've served us well for quite some time, we want to take a hard look at those and see how we can make them more modern and more current and really focus on the important things that we all need to do within the records management community that will actually help us drive fully electronic government. So that's something that we're going to be working on. We've already issued some regs. We've, of course, done the digitization standards for temporary records. We're working on the same for the permanent records. And there are other things that we're currently working on that need to fall into alignment in addition to sort of the bigger picture of what we need to do with regs for all of 36 CFR subchapter B. And then at the top, 2020 also is a target for us to work with OPM to revise the position classification standards for the archival series and other records management information management series. So this is something that we haven't started yet that we need to engage with OPM on. We know that for the archival positions, which we probably use more in NARA than you use out within the agencies, but this does extend to 308s and what we need to do for all of those job series to build in the competencies, the skills, knowledge abilities that are needed for electronic records management. So this slide has the targets that are further out. All the targets are 2022. So the first one sort of builds upon 2019 and it's a target in the memo that says federal agencies will manage all permanent records in an electronic format. So whereas 2019 is the born digital that just has to stay born digital or stay digital. This covers pretty much the born digital digitized and making sure that all the records that have been identified schedule is permanent within agencies are managed in electronic formats but with appropriate metadata. So you'll see in this target and some of the other targets, the one right above it, metadata is a key piece of what we're including. And I know that's something that you all need in terms of identifying how to maintain and preserve the records that you have, especially the permanent records that you have. And that's something that we're working on as part of guidance and regulations to make sure that we are all on the same page about what that metadata set is. So the next target talks about what we issued in our strategic plan in terms of NAR no longer accepting paper analog records temporary or permanent but that we will only accept electronic records with the appropriate metadata. So that basically comes right out of the strategic plan and is now in the memo. So whereas I know a lot of people had told me, well, in 2018 that was in your strategic plan. Now it's in the memo and it's an administrative administration statement of what we want the government to work towards. 2022, the third target here on the blue step is one that we've had a lot of discussion about with agencies and I imagine there may be some questions about that. This is about closing agency operated storage facilities and transferring them to commercial. So the thinking behind this is that the federal government has a number of agencies that have missions like putting people on the moon, finding cures for diseases. Those agencies with those missions do not also have a mission to store records. So the administration's intent is to leverage the expertise that's in the private sector and commercial storage expertise to do that work for us so that we can focus within our agencies on the important mission related work that we have to do. So the target is there and as with all of these targets, it is written with the language to the fullest extent possible. There is language in the memo that does talk about exceptions and I can talk a little bit more about that because there are going to be agencies and circumstances where full compliance is just not desirable or practical. And then the last target up here 2022, federal agencies will manage all temporary records in electronic format or store them in commercial storage is really just a continuation of what we started. Here we're focusing on temporary but really what we're trying to do is we've got to take care of the permit. You might as well also take care of the temporary. We really should be thinking about both holistically because what we want to do is build electronic workflows so that we are working electronically within our agencies to better support efficiency and effectiveness. So those are the targets and we can talk a little bit about more of those in a bit but right now I'm going to advance the slide, which I forgot to do before. So moving from the mandates that Lawrence was talking about, how do these support the transformation to the digital transformation? And really these kind of have a dual purpose for the National Archives but also for the executive branch and we need to move beyond managing email and managing born digital permanent records and begin to really look at all of the federal records again within the executive branch. And I think for this slide the key takeaways are within NARA. I mean we're a small agency of less than 3,000 people now. Is that we need to set for ourselves a clear marker for change. The other part of it is that we have right now really trying to run dual processes between all of the textual records that we're dealing with but also all of the electronic records, email and others that are coming into us and that we need to be able to provide access to today, tomorrow and in the out years. So I think it's really through the strategic plan for NARA and then also the transition to electronic records directive. It's moving beyond email, moving beyond the born digital and begin to again put this clear marker out for ourselves within NARA but also try to address how we are trying to manage the dual processes that we're under. And then I think for really much larger scope way beyond NARA but into the executive branch is to begin to explore all of the technology that's available in terms of creating electronic records but also managing electronic records, looking at all the technology. Just late last night the Washington Post issued an editorial on classified records and also controlled unclassified information and really is talking about the avalanche of records that the executive branch is having to deal with as the government has moved away from principally textual records to the electronic records. It has allowed the government to create a lot more records but it has introduced a lot of challenges in, you know, no longer can somebody flip through pages to determine whether the classification is correct or whether declassification can occur, whether it needs to stay classified. We know we're talking about millions and millions of information today. So we do see that there are a lot of benefits to moving to fully electronic government but I do want to acknowledge that there are challenges because these are the things that we all as community need to work through. So no surprise, the first bullet up here is resources. We can all relate to that, right? And I just noted that there are a couple different sort of categories of those resources. I mean, one, obviously it's a money thing. In order to be able to do electronic government really well, you need to have the tools and the technology and the infrastructure to do that. But I think, you know, the other area which I know we're also very familiar with is the workforce that we have and the skills that are present within that workforce, which is a main reason why we want to work with OPM and work about work on competencies and skills because it is really two parts of this problem that is an issue that we need to face and really try and come up with some solutions for. One is the shallowness of it. The succession planning that we need, a lot of our agencies and departments don't have a lot of staff dedicated to records management or we have to rely on liaisons and custodians to do the work which there really should be a professional records management workforce doing at headquarters or within the agencies and departments. So there's the shallowness but also the skills and we've got to make sure we put both together. And to be frank, it's going to be a challenge in this environment, in this budget environment with the constraints that we're all working under to get to where we need to be. There's also the legacy records issue and we know that as Jay talked about, all of us are running dual processes for managing paper and for managing electronic records and we have to be able to address the legacy, the paper, the analog, the non-textual or non-electronic and also at the same time be able to focus on what we need to do for electronic workflow and electronic records. I already talked a little bit about the skill gaps. Jay sort of alluded to volumes and the complexity of the data and the formats that we're facing and every year they become more and more complex but these are all things that we need to acknowledge, identify and then work with our senior management to get the support to be able to move forward and make the kinds of progress that we need to see part of a strategic plan that we have for records management within agencies. So that's really what it comes down to, to address the resources and overcome these obstacles. We can't do it alone and we can't do it within a silo. So we need to be able to work with our senior agency official for records management. We need to let them know what it is we need from a strategic and operational perspective to make sure that we have the resources so that we can be successful. Now a lot of this I think comes down to how we work with others in our agencies and I know when I've talked to other groups, one of the things I typically talk about is leveraging an information governance kind of approach and working with our senior officials to ensure that there is some controls and mechanisms in place that will connect us in records management to other information management disciplines like privacy, security, CUI and the other professionals who are working in related disciplines. It's really important that we sort of build those connections and those partnerships and then work with our senior managers to try and come up with an integrated strategic plan that will take care of records management in addition to all these other information management issues and mandates. So we see the connections, we see the connections with a lot of what's going on in the data management sphere now with CDOs being placed and a lot of conferences and seminars and frankly a lot of energy around data officers and data management but it's very tightly connected to what we all do every day. Data are records too. So that is, you know, a lot of what I've heard in talking to agencies is what they want to do and it's a challenge to sort of bring it all together and make it work for the benefit of managing records and information in an agency but that is sort of the goal post out there that we are all driving towards. So with that, I think we are ready to take some questions and I think we're pretty much on track. So we have some time. We'll open it up. We've got one question over here and one question in the middle and we've got them all over the place. So we might be here for a few minutes and again just a reminder please tell us who you are and what agency you're from. I'm Sammy Hill from the Bureau of Engraving and Printing. I'm pretty sure y'all heard my name a lot before. So I'm going to go back to what are you doing to help us meet our goals again? I hear what the things you guys are trying to put in place but it comes back to the same thing. We read the same material you put out. We hear you. Our concerns or help comes from within our building that we need you to talk to our seniors saying this is important. We know you make maps. We know you do publishing. We need you to help your program help you. That's why our concerns are coming from. We read the directives. We communicate the directives but it comes back to oh we don't have Tom funding for that or we don't have people for that. We need you to talk to our people and say you will help your program or you will be consequences. Hey you know that and I mentioned that. That is on the slide and it was the last bullet point on challenges is senior management support because that's how you're going to be successful. Now I can tell you in September alone I think we have about nine meetings set up already as a follow up to the meeting we had here on August 1 with senior agency officials for records management. So we are more than happy to go out on the road and help you meet with senior officials meet with other top managers and other offices and provide that kind of support and be able to communicate to them what the memo requires and see if we can't help you get some momentum and support for what you need to do within your program. We understand the challenges. We understand that sometimes you can't do it alone. And we're here and I'm telling you that we're here to help you. So by all means reach out to us. We have Kristin in the front row and Lisa sitting right in front of me. We're more than happy to work through some logistics if you can get people to the table. We're more than happy to join you. Where are we going next? Over here. Hi. Portland Wilson DHS. The commercial facilities that you mentioned is narrow planning to work with those facilities to ensure that we have the same level of security for our records if potentially they need to be sent there. The reason why I ask is because I have personally toured one of the commercial facilities. And with what we do particularly we need a level of security for our records that we have felt fine that the National Archives has been able to provide. Are you planning to work with these commercial agencies commercial facilities to ensure that the level of security, the clearances, the both for electronic and potentially paper because all of us can't just fully move to electronic tomorrow. Are you planning to work with them to make sure that that is a smooth transition for us? So slightly over 20 years ago, NARA along with OMB at that time had revised 36 CFR1234 which puts into place for all federal records whether they're within an agency, within the NARA Federal Records Center program or if they're stored in the private sector. There are standards that have to be met in terms of physical security, protection from water, fire, et cetera. So those standards have been in place for quite a while. Another section of NARA does go out and do oversight of those organizations whether they're federal agencies or the private sector or the NARA Federal Records Center program to make sure they're in compliance with 36 CFR1234 and you can be certified. So I think that's the extent of what NARA has done either with other federal agencies, its own records centers or private sector facilities. Great question in the middle. So we'll take one more question in the room and then we'll see what's on the chat. Good morning. This is Lynette Cosby from CMS. How are you all today? Good. I had, it's a couple of questions and I'm going to be to sync with them because I was looking for a little bit more specific information and I know this is kind of an overview. I think you said that it was available with the SAO-ARO meeting. Is that online or on YouTube that we can see it? Specifically what I needed to hear about was ERA 2.0 and how we are going to be able to get the electronic permanent records to you since that mandate is for this year. Also when the permanent record scanning regulations would be available, do you have a timeline or estimate or something? And then also is there going to be a guidance or update to guidance or an appropriate metadata? And then with the agency operated record facilities what is the exception or is there an exception and how, because it was skipped over in the memo how can we talk about that? Thank you. So I should have brought a pen and paper up here with me. I think those are all yours but I'll try to help you. Yeah. All right. So you might have to prompt me. So the first question was the SAO-ARM meeting, right? So we did the meeting in the room and we just did audio call in for the meeting so there's no recording of it. We do have slides which will look very much like the slides you just saw which we're happy to share. If you just email our communications we can share the slides. Okay, so what was the second question? All right, 2.0. Okay, good question. And we should make a note that we should have the folks from the ERA program perhaps come back in October and talk about what we're doing with ERA. I know there's a lot of development going on work internally and there, I believe we're still in schedule for 2020 sometime in 2020 having the new business objects the record schedule and the transfer requests available for piloting and use within agencies. So we will take that back and make sure that we get a good briefing on ERA in October. So just to piggy on that, are we able to send the electronic records through ERA now currently with 1.0? Not directly into the system. That's part of what ERA 2.0 is founded on is that it's a cloud-based system that will allow that functionality. So that's what we are currently in development and refinement. Okay, permanent record scanning regulation. Yeah, so something that we are working on and have been working on for quite some time. With regulations, it's always hard to do timeline because the review periods are sometimes challenging. We have interagency review. We have OMB review. And it's hard for us to put clocks and deadlines on those kinds of things. But we are still hopeful that we'll have it out because we have a draft within the next couple months. Out for interagency review. Right, out for interagency review within the next couple of months. And that sort of gets to your next question about metadata. The metadata is included as part of that rule. And then I know you had one more. The last one was the agency, what's the exception for the agency-operated record centers? Right, so exceptions in general, which are in that section at the end of 2.1 in the memo, which is also referred to as section 2.2, which is not actually in the memo. There are roughly four categories where it describes where agencies can request an exception, which is cost exceeding the benefit, burden on the public, statutory or regulatory provisions, such as a law or statute requiring an signature, and policy barriers, which we will refer to our policies or agency policies that may not be in a statute or regulation, but for example, like we have a policy within the National Archives called NARA 1441, which is our appraisal policy, which talks about intrinsic value of certain paper records, which we're going to have conversations with agencies, and I'm sure here from agencies, about certain records that we believe or agree have intrinsic value, which we will want the analog version. So those are generally the four categories. We are working on a communication now to all of you, which we hope will be out within a month, and I'm going to be optimistic. That will talk not only in a little bit more detail about each of those four categories, but also provides some information about how you need to communicate with us about your need. Now, one thing I can tell you is there's really no need for you to wait for that. It will be coming soon, but what I encourage you all to do is look at your series of records, look at your systems, look at the memo, see where you think you might need an exception, because it fits into one of those four categories, and then start doing some of the analysis justification that you are eventually going to need to communicate to us so that we can review your request for an exception within NARA and with OMB. So we're going to need that information. One thing that we have been telling agencies and encouraging agencies to do is try and develop to the best extent possible, and I'll repeat that, to the best extent possible a comprehensive request for all the various things that you might need that would fall under that provision within the memo. That will allow you to get it to us sooner once we issue the communication to agencies and will allow us to review it more expeditiously. So let's go to the chat. So this first one's from the USDA Forest Service. What is the current progression as it deals with NARA and OPM working the issue of EMFs and the EOPFs? That's timely. I really don't have a progress report on that. I mean, we have clearly identified that as one of the issues for personnel records, specifically those that have been retired to the National Personnel Records Center. So we are clearly aware of that as an issue, but I don't have a progress report. Another question is sort of a broader question. How many agencies are working towards implementing a true e-record system? I would hope it's all of them. I mean, there is that 2019 goal, and I know what agencies have been focusing on, and you guys can tell me if I'm wrong, but first you've got to identify inventory, schedule all those permit records, but then that work has to lead into sort of the electronic management of those records per M-12-18 and now M-19-21. So if you're not, and you're asking that question because you're not, then get in touch with us and we'll see if we can point you to some resources. And there have been a couple of questions about the exceptions process, but I think we've covered those. Yes, we will have something more. We'll take one more, or now we'll do two more, because we've got one here and we've got one over here. And then again, if you have questions, because I want to make sure we have time for the rest of the agenda, I will be back at one o'clock in the afternoon up in the Washington Conference Room if you want to stop by, and if you want to get in touch with us, go to communicationsandnerra.gov. All right. Pete again. I just want to follow up to that question about the agency with the full ERM system, who has almost a 90% solution? It should be due to the reports. Who? So I don't want to put any agencies on the spot, and I think a good way to really see where agencies are, especially on that 2019 going fully electronic, we'll put it up on our website. Don will talk about it a little bit later, but we have all the SAORM reports that agencies have submitted for 2018, and there's a very specific question about progress on 2019. For the responses of those to that question, which is usually a narrative response, there's a lot of good information there that can be mined, and will allow you to follow up with agencies that look like they're ahead of the game or where they need to be. So we'll do one more question. We'll do one here, and then we'll... I notice that goal 1.2 includes metadata, but 1.1 does not. Does that mean records transferred to NAR before 12, 31, 22 do not need to have metadata? No, I wouldn't assume that. And it's not really necessary for it to be there in the memo because it's in the regs. If you are transferring records, permanent records to the National Archives, there's already requirements for metadata that need to be transferred along with the records. It's sort of there in the memo to just sort of hammer it home, but I mean, obviously, I think we all need the metadata to manage the records within our agencies. We're going to need the metadata to manage the records for access once we take legal custody so that we can provide them to the public or so I wouldn't assume that that would be the case. Okay, so thank you for your questions. We look forward to hearing from you. If you have any other questions, one of the things that I told the senior agency officials at the meeting on August 1st is that we are really focusing right now on collecting your questions, trying to develop an FAQ that we can send out to all of you that further clarifies some of the points and targets that are in M1921. So we are working not only on the regs and the digitization regs, but also on FAQs and trying to get that information out to you so your questions, your concerns are very helpful to us as we continue the development of those FAQs. So thank you. I appreciate the questions and your time. And I will now transition so I thank Jay Drainer for joining. Thank you, GSA. To Matt and Bob who are here from GSA to talk about some of the things that they are doing that are also supporting the work that we are doing with M1921. So with that, I will flip the slide and invite Matt and Bob up here. I'm not sure which microphone to use here. Good morning, everyone. Thank you to NARA for including us. We're really excited to be a part of the discussion. And in supporting M1921 and how GSA and Schedule 36 can help support that. So I'll be talking about our solution, how we've been working with NARA to build the solution and again to help support M1921. And we'll discuss recent and ongoing changes to the solution and again how we can help. So hopefully everyone has a general idea of what the schedules program is. But just to make sure, I'll give a quick run through of that. So you've probably heard the schedules program referred to in several different ways. Multiple award schedules, MAS, federal supply schedules, FSS, GSA schedules or just schedules. So I know that causes some confusion. It did for me earlier in my career at DOD. But I'll be referring to it as schedules and I think that's probably the most common name. So these are government-wide contracts. It's really a collection of contracts that provide products and services. There are multiple award IDIQs with a five-year base period and three five-year options. GSA negotiates the pricing up front. Those are ceiling prices and at the order level you would expect additional discounting. And we work to pre-qualify vendors to make sure they have good performance prior to getting on contracts, that they have the financial capabilities to manage large orders. We also, you know, the contracts provides access to small businesses in support of your socioeconomic goals. One important thing to mention, there are currently 24 schedules that represent various different categories of purchasing products and services. However, that will soon change. We're combining all of those schedules into a single schedule. I'll get to that at a later slide, but the point there is to help customers make it easier for vendors, and we think it will achieve that. So I talked about those 24 schedules soon to become one, but currently schedule 36 is one of those 24 schedules. NARA approached GSA a few years back about records management solutions, looking for a contract that they could endorse and share with customers as a way to support their records management requirements. So at that time we had a single SIN, and I should mention that there is and has been some crossover with records management over the different schedules. We have an IT schedule, professional services schedule, but schedule 36 is really where records management has always been housed. So that initial structure was a single special item number, as we call it. It really is a subcategory of schedule 36, and that subcategory was titled records management services. And speaking with NARA, we realized that it would probably benefit you as records officers and contracting officers to separate out physical records management and electronic records management. So that's what we did. We think it highlights the vendor pools for each category and brings some specificity to the offerings. So for physical records management solutions, which is basically your storage and retrieval of physical records, we currently have 75 contractors. And for ERM, we have 50 vendors awarded. And again, this process started a little over two years ago. So we've really onboarded these vendors very quickly. One important thing to mention here is that we've incorporated the universal electronic records management standards into the ERM subcategory, which is really important and ensures that you're compliant with those regulations when you're using this contract. And as NARA updates those requirements, we will also incorporate those changes into the contracts. So another thing we've done here is we're requiring vendors to self-certify. You see the 11 elements of electronic records management services. So our vendors, when they submit an offer to get onto schedule 36, they're certified to each of those elements and the standards associated with those elements that they're capable of performing those services and complying with those requirements. All of those certifications are available on GSA's website, GSA eLibrary. And they're also available on a new tool that we developed for market research purposes that Matt will do a quick run-through of called the GSA Discovery Tool. So we're trying to make it as easy as possible for you to find the solutions, find the vendors capable of performing under the elements that are incorporated into your requirements. Okay, so total solutions for records management. So customers, records officers, contracting officers can use multiple records management categories under schedule 36 in order to achieve a total solution. So as you all know, an ERM solution can cover a wide array of services. It can be ERM physical records management and we're trying to allow for that with a single contract instead of issuing separate contracts for each individual service. So these are just different subcategories. So SIN 51501 provides needs assessment analysis services. One feedback, a lot of feedback that we've gotten from the vendor community and industry is that this is something that's lacking in both government and commercial industry, that customers really need to do that needs assessment upfront to make sure that they're getting a solution that works for them. They're finding that oftentimes we're backing into solutions and ultimately ending up with something that really doesn't fit an agency's core requirements. So that's definitely an important thing to note. We also have SIN 51506 document conversion services which is essentially digitization and I would say this is in a very literal sense supporting M1921. This is transforming into an electronic digital government. So scanning those files, scanning those permanent records and getting those into an electronic format. We also have destruction services for shredding and hard drive destruction for those documents that you don't need to put in storage. And then of course we have electronic records management and physical records management which we've talked about. Again, transferring temporary records into commercial storage facilities. That's where this SIN 51504 would come in. And again, just being able to use all these together to provide a total solution and a single contract. So I know this is something that probably your contracting officers need to hear as well and we're happy to have those discussions at your convenience. And I talked about combining all of these into one GSA eBuy is GSA's solicitation tool that allows for that and is probably the easiest way to solicit quotes under these solutions. And our team again can provide training on any of the GSA tools, GSA eBuy, eLibrary, the discovery tool which Matt will demo and any other GSA tools available to you. So again, I talked about that MAS consolidation and I think it's important to touch on this briefly. We're talking about Schedule 36, Schedule 36 and then it's going to disappear. So the goals of that consolidation again are to make it easier for customers to find these solutions under a single contract vehicle. We're consolidating 24 schedules into one and that's expected to go into effect in FY 2020. And how this will affect records management. Schedule 36 again is being consolidated. You won't see these SIN numbers but there will be a subcategory or some identifier that calls out records management, electronic records management, digitization. So that's important. But essentially for RM, it's not a material change. It's really just a reformatting. You may find it in a different area but it's all still going to be there. Now, one thing we also wanted to touch on is that after a long process and working with NARA, we were able to get approval for product and service codes for records management. They do line up with our subcategories for physical records management and ERM. And how this can help you is it really will allow you to track and report agency spend data that you can share with management. It will show you what vendors you're awarding to. It also helps NARA to track who is making progress towards M1921, what their spend is for records. And it also helps GSA in again tracking what vendors are being awarded. Do we have those vendors under our solution? Because in those instances where we don't, we want to add those to make sure they're available to you. So again, this may not be, hopefully it's relative to you but it's also important for your contractors to know as well. They'll be loading the PSC and FPVS, which is how it eventually gets to all of us. And then lastly, before I turn it over to Matt, M1921 mentions the President's Management Agenda and the Cross-Agency Priority Goals. And, you know, one of those cap goals is increasing the adoption of Schedule 36 for Electronic Records Management. So I think that provides an additional incentive. All agencies are required to adopt at least one of the goals under the cap program. So by using ERM under Schedule 36, you're kind of checking that box. But, you know, we're not here really to get you to check a box. We truly think that this is a solution that can help you meet the directives in M1921. You know, we're working on a regular basis with NARA. We have bi-weekly calls. We're attending conferences. So we're really working hard to improve the solution, to get it where it needs to be, to help you with those directives. But we also want your feedback. You know, what can we do to continue that improvement? How can we help you? And again, if that's getting in front of your contracting shop or meeting with your senior leadership, we're happy to do that. So with that, I'm going to turn it over to Matt for a quick demo of our new market research tool. All right. Hi, everybody. I'm Matt Mastronato. I work at GSA, Bob. I'm a contract specialist on the Schedule 36 team. And I'm here to talk about the Discovery Tool, which is a new development under our Schedule 36 program. As you can see, there's the website, discovery.gsa.gov. And so what I'm going to do really quickly is just do a brief overview of the Discovery Tool, talk about its benefits, a little comparison of what we were doing beforehand and how this is a lot easier and saves you a lot of time to get you the vendor information that you need to meet your ERM or records management requirements. So, a little overview. The Discovery Tool is really a market research tool. That's how we're using it. And by market research, I don't mean price comparisons or pricing data. It's really defined at the beginning of your acquisition stage or at your acquisition process to find which vendors have the capabilities that meet your requirements. So this will do this in a faster way for you. You can filter by the 11 narrow universal ERM requirements and coming soon, you're going to have video demos from vendors who submit them of different ERM use cases. So that enables you to basically have the vendor give you an idea of their specific approach to ERM solutions. Also on the Discovery Tool, you can view vendors work performance history and you can look at the dollar value, which agencies they've worked for, the date. You can filter by NAICS codes and like what Bob was just mentioning, PSC codes. All right, so before Discovery Tool, this is what we were kind of working with. This is a screenshot of GSA eLibrary. And I took this last week. There's 50 contractors on our ERM SIN 51600. Each of these contractors has, if you see all the way on the right side, a little text file. It's a PDF document in most cases. Sometimes there are 150 pages long with all the pricing in terms and conditions. But there's the missing pieces really just like a high-level overview of the services that they provide for electronic records management. So although we do have the self-certification ERM page showing which of the ERM elements they self-certify that they meet, that's in one of the 150 pages. So nobody wants to scroll 150 pages and it can take a lot of time. Imagine doing that for 50 contracts. So that's where we were before. This is where we're going. This is the Discovery Tool. And as you can see, ERM is at the bottom right. You can get to the vendor information in a couple of different ways. If you see in the middle of the page, there's a search bar. You can search by NAICS code, the new PSC codes when we have that up there, and keywords. The keywords would be electronic records management, ERM, or any of the 11 records management categories, or the 11 universal ERM elements. You can also just click right on the ERM link and that will take you to the landing page. I don't have a screenshot of the landing page, but this is at the bottom of the landing page. These are the 11 ERM record types. If you click on each of these, you're going to filter down to which of our 50 vendors, currently 50 vendors, applies to that we're self-certified that they meet those standards. So, for example, desktop applications, right? If you click on that, you're going to get all the desktop application vendors. You can also filter by multiple records types, right? So if you need me, you have desktop applications, cloud services, electronic messages, social media. You can then filter which of the vendors meet all those requirements, instead of, again, viewing 150 page text files. Once you get your filtered vendor list, you can then click on each of the names and then get their contract info and their company info. You can also see this sorts by the number of contract actions. So IBM has 1600 contract actions, right? Here is the vendor details page. Once you click on that link, you can view their contract history, like things like I said, their past performance, their contract value, the date, which agency they worked with, and their basic company info, as well as their small business or socioeconomic indicators. Coming soon, we'll have, if you see that highlighter right there, the link to the vendors video demos, which I think in my opinion, that's going to be the most important piece and the most important gap that this will fill that the GSA eLibrary website really doesn't have. Again, this is for vendors to show you their approach to the ERM use cases. We're ready for those videos. The vendors are going to, you know, they have to do that at their own time. They all have different restraints and different budgets and everything, but whenever we get those video demos, Nour and GSA are ready to make them, approve them, check them, and put them up on this website. Right now, the use cases, I just want to mention, right now the use cases are limited to electronic messages. We're kind of doing, rolling these out one at a time, and these are the three specific use cases for electronic messages that vendors can submit videos for right now. And we hope more use cases will be coming soon. So, that was a little bit about the discovery tool and how it can quickly get you the information that you need when you're looking for vendors to meet your solutions that you need for records management. This is the typical questions for, or yeah, you can chat via YouTube, but I want to point out this e-mail, that's GSA e-mail, okay? That's for not submitting questions today. Right here, that's for, if you have questions at the end of the day, tomorrow, whenever, Bob and I basically monitor that e-mail, and we're happy to jump on the phone with you, have a discussion with you with any questions you have about records management or Schedule 36. And we can open it up for questions on the floor right now. Or we'll sit down, and I'll just get right back up. Matthew Hebert, Department of Justice, OIG. Is there anything on discovery that discusses classification levels? So if you had, you know, high-side stuff you wanted to digitize or store, does it make any distinctions about which vendors are capable of that or pricing? Right now, it's really only for the universal ERM requirements, but we're definitely looking for feedback for more information. If it's possible to provide more information, this is the platform that we want to get it on. So, again, if you have any ideas like that, please feel free to e-mail us at the recordsmanagement.gsa.gov and let us know. And that's something we can work with our discovery tool team to see if we can get it up there for you. Great, thanks. Yeah, thank you. Amanda Payone from the Executive Office of the President. And we're actually in a market research swing right now. One of the things that we're looking for is whether or not there's ever contacts from other agencies that have used these services before so that we can get one-on-one information on how those vendors work for that agency. Yes, so that's a good question. And again, it is a fairly new solution, but we do have... So to answer your first question, yes, we have worked with some agencies. We've reviewed their requirements documents, PWS, RFQ, again, that's something we can help if you do have questions with that. So I could talk to you maybe offline just about some of who those agencies were. I will say many of them, actually all of them are still out on the street with an RFQ or they have quotes in-house that they're reviewing, but I could talk to you a little bit about kind of where they're at, what they did, pre-suscitation and share some of that information. Yep. Any questions online, Irene? No, okay. All right, thank you very much. Thank you for your time. One back one. All right, good afternoon. Actually, good morning. I'm Don Rosa, I'm the Director of Records, Managing Oversight and Reporting. And I want to do this morning is to give you a little bit of an update where we are with the annual reporting results from this past year. I was here the last time. I think we were close to being done and I just wanted to give you a status where we are. So everyone knows reporting ran from March through April. We started late because of the shutdown, but I think we were close to being back on track in terms of getting everything finalized. We had ended up having about 95% response rate, which was fantastic. So thank you to everyone who participated in reporting this year. It was great. And all the reports are now online in terms of the SCR reports and the email management reports. So you can find them there. And we're now finalizing the farm report. We hope to have that out soon. Right now it's going through management review and then we send it to OMB. And once that's finalized, we'll have it out. But I'd like to do today to give you a little bit of a sneak preview of where we are with that. So again, for those who don't know, there are records management self-assessment where you provide us all the feedback reports and the email management report. So again, those are the links to where you'd find their reports. So if you haven't seen it, lots of good information there on both. A couple of things I did want to point out. As Lawrence mentioned, there's a lot of good stuff in the SCR reports, including things that people are doing. I think there are about 95% that they're on target to meet those SCR reports. So go ahead and take a look there. Email management reporting, where we are there. We had good results for the SCR reports. Email management, about 68% said they aren't target to meet the goals there, so that was really good. We were happy with that as well. Excuse me. RMSA, we had 51% responded that they were on target. So to meeting the goals as well. So we are in terms of those in high-risk, low-risk, and moderate-risk. So doing well there. We were pleased with the results. Things have been staying pretty much on target as we have in past years. As you can see, the results from 2014 through 2018. So we've been actually trending in the right direction, and we appreciate things that we've been seeing there. So that's been really good. And we'll go dive more into that as we move forward. One of the things that we wanted to share was what we are seeing from staff development and information systems. These were the areas that we saw people expressing things that they were doing. As you can see here, all the various levels that you were showing that you were working on. We saw good results in acceptance process. A lot of agencies doing requirements. So that's good to see. The design phase, development phase. So all these different areas that you are showing that you are working in. So that was really good. We're happy with that. A lot of progress being made. One of the questions I heard earlier was where would you find who was working on these types of systems? Basically everybody is. Results, I think we said something like almost 95% said they were in some level of working on doing some type of electronic records management system. So if you want to see what they're doing, look at those SRA reports. Participate in these working groups because everyone is doing something. And what the good news here is that you're all being asked to be involved. And this is something we are looking to see progress on. If you back a few years, not every time the records officer was involved, but now we know that they are. Especially when it comes to requirements gathering, again here, 74%. The big thing here is making sure that someone has, are they in the room? Are they getting access to the right people? So that's good. Also being involved not only in the design phase, but implementation and all the way through the process. So we are happy with that. And there is more information to share in the reports as well moving forward. Another area we also saw was that you were doing more participation with the Schedule 36, as was just demoed before. We saw I think majority of the agencies were familiar with it, which was good for us. So we are happy with that as well. Another thing that we wanted to look at this year, we asked you about were the challenges to managing electronic records and metadata. And these were the areas that you cited where you had the most challenges. As you can see, a little bit all over the place, right? Communication tools and email continued to be predominant issues where we are seeing those challenges. About 34% overall. And then everything else with a little bit of different flavors, administrative functions, mission areas. So a variation of where we are finding those challenges. Metadata was another one as well. So hopefully this information kind of points to where what we are seeing those issues are and our guidance is out there to help as well. So what are we doing next? We need to finalize this report. As I mentioned when I started, we need to finish the farm report. And that's going to be somewhat what you've seen in the past. It will have the high level results from the SEO reporting. What we saw, how you're meeting that 2019 deadline. That should point out if it didn't mention we started. Close to 90% of you said, yes, you're on target to meet that goal. So come 2019, December 31, 2019. Hopefully everyone is on target. And when you mention that you are ready to meet that goal. And then we are going to publish once we get clearance. It will be up on our website, the complete farm report. You'll also see all the detailed information from the email maturity model and as well as the RMSA. I can come back in October and take us a deeper dive into all that information. And the other thing we're doing is we're planning for 2019. The big thing that we're going to have to do is plan for how take a deeper dive into how you met that 2019 goal. So we're developing a maturity model for that. We're going to hopefully get that finalized soon. Similar to the email maturity model, we're going to do one for the permanent records, electronic permanent records. Hopefully we have some clearance on that back in hopefully in October. And I'll talk about that and start to share that around. So when we kick this off in January of 2020, everyone is ready and familiar with what we're going to be reporting on. I know it will probably feel like a quick turn around since we just finished reporting, but we do need to pivot towards 2019 and that's where our efforts are right now. And hopefully we'll start sometime in early January and for the next year's reporting cycle. And again I'll have more information. We'll have those templates out. Cindy Smolovic and her team will be sharing information like they've done in the past. We plan to use the same tool, Qualtrics as we have for the last several years and we'll be moving forward with that. So that's where we stand with reporting right now. I'm happy to answer any questions about this year's report of what we're pivoting towards for next year. Questions? Anything? Yes. Will this allow me to go back, Lisa? First one. There we go. Yeah, and I encourage you to go to the SDR reports if you're looking to see what agencies are doing. We have almost a hundred of them up there. You know, from large agencies to micro agencies. Basically it's the templates that you filled out explaining how you're meeting those goals, what you're doing with digitization, what you're doing with ERM. Some people list some of the products they're working with so it's a good resource to see what others are doing. And the email management reports are really useful as well. You could sort of get a sense of how agencies are meeting that challenge in terms of where they rank on that maturity model spectrum. Other questions? Okay, well if you have any additional questions, contact me, Cindy, or you can send them to the RM self-assessment mailbox and we'll be happy to take you to answer any questions. Thank you. Okay, so this was intentional. We put training last because we know everybody wants to talk about training so we figure if we put it at last on the agenda, no one will try and make an early exit to go to lunch because everyone is going to have training questions, right? So I know you're writing them down now, you're getting them queued up, and we have some good content and some introductions that we're going to do. But before I turn it over to Gary to kick off our training segment, I do have an opportunity to share. I know many of you have worked with Gary Ralfus over the years, our director of records management training, and it's my sad duty for me, not for Gary, to announce his imminent departure from NARA. He will be transitioning sometime in September, we believe, to the Department of Homeland Security where he will continue his training, delivering training. So it's a big loss for us here at the National Archives. Gary's done an outstanding job transitioning our program to where we are right now, which is developing and delivering records management content to all of you online. We know that's where we need to be and Gary has really led the way having the knowledge on how to design and develop a curriculum for virtual online coursework and he's done a great job working with his staff and his team in getting them staffed up, skilled, and prepared to meet the challenge. Now, just because Gary is leaving doesn't mean we're done. We still have a lot of work to do and a lot of content to develop and refine and they're going to talk a lot about what we are doing now and what we're going to have available for you in the training program and he will also be introducing Michelle and Jill. I also wanted to, before I turn it over to Gary to thank Michelle who you'll hear from later today for stepping in as acting Gary after Gary transitions away. So unfortunately Michelle you're going to be the ones getting the questions. But Michelle's up for it. We had a little chat yesterday. She's ready to go and continue the good work that we have done in the training program and working with all of you on your records management training needs. So with that I will shut up and turn it over to Gary to kick off our training segment. Well, thank you all and wow. Can you bring the slides back up? We're going to the website at the end of this. Perfect, thank you. And before I forget, I just want to thank all of you for my last five years working with many of you. It's been an absolute pleasure to try to meet your needs at the same time really looking at hard work to modernize our program and none of that could have been done without our team at NARA and your help and so I'm glad we're able to have Jill come in today who behind all of this for four years has been cracking the whip on all of us in our program as our project manager for this curriculum redesign and it's been quite a feat for us to try to keep the current program going to deliver the current certificate training at the same time that we've been building this entire new thing and to keep those going side by side has been quite the challenge and Jill has kept us on track occasionally reminding us that hey, I really am not so worried I'm scheduled to teach the next two weeks straight you still owe me this product so that we don't mess up this other thing going on so thanks Jill for your work and I'm really looking forward to turning things over to Michelle knowing that she'll be able to care this work forward and take the program to wherever the future is beyond my time at NARA so with that we've got a couple of topics that we want to introduce we've talked about the things we're going to roll out for several months now in October and we're going to get a little bit more into that detail so I'm going to hand the mic off to Jill who will talk about remiss our records management instruction support and then Michelle is going to come up handle the agency records officer credential or AROC and then I'm going to close it out with a little demonstration of the web catalog all that stuff that we've been building is almost completely at your fingertips now we've got about half of it up online we'll walk through some of it and the remainder should be on our website by the end of the calendar year so great work that our team has done glad that we get to share it to you with you today so Jill take it away hello everybody how you doing? you guys excited? records management woohoo right? alright so I'm going to talk to you about remiss I first off want to talk about which I know you all have seen this a million times but part of this comes from the fact that CFR says agencies are responsible for providing guidance and training to all staff about records management right and then the second part is this part here which we've heard a lot about today about M1921 which basically says again that agencies are required annually to inform personnel of their records management responsibilities so that's the context around this and what we're going to do today is again to talk to you about what are some things that we're putting in place to help you to help agencies do this to help you train your staff so the first thing I'm going to talk about is remiss and Gary can let the cat out of the bag already but what is remiss and I always say I would be remiss to not tell you what remiss is we just get a kick out of ourselves I guess but remiss stands for records management instruction support we were calling ourselves training advising at first but then we thought we would call ourselves a little bit more catchy so hopefully you will not forget so what are some of the things that are part of remiss that are going to make up this initiative that we're going to moving forward one is a contact desk which basically is an email box which is basically me so that I am the contactist before you with the help of my colleagues working on this as well so what remiss is really here to do is to provide support resources to help you train staff around records management so first you would contact me at this help desk also through this is a lot of words here but assessment, design, development and implementation consulting which basically is say you want to design and develop some training for staff and you wanted the tools to understand how you do lesson design and story awarding and those types of things so we have some tools and templates and resources that will be available to you to help you do that also training kit consulting which when we started talking about this we started thinking about sort of like the food kit ideas right we kept joking about that blue apron or those types of things but this is basically you would come and say for example I want to train my staff and how to manage email and I want to train my staff and how to manage a share whatever the topic is going to be you would contact us and we could look at the tools and resources that we have available and I'm always going to talk a lot about some of those things are going to be available on the web but part of this is looking at what we have available to help you figure out how those pieces can come together to be a course to train and to help staff and then the last part of this is really sort of train the trainer's supports and services again and I'm going to talk about the scope of these things in a minute but this could be something like for example I'm in Boston for example I was in the Boston area but you would contact me and say for example you were going to be training your staff and you wanted me to call in and sit in and provide some feedback those types of things and then we also have some other sort of tips and tricks in that time of stuff that we can give to you to sort of help you in terms of providing training so those are the kind of the big things that we're thinking that this remiss project and initiatives that we're calling it will include what are the scopes this is really small scale projects I just kind of want to put this out there now there's no formal agreements around this literally you're going to contact me and say hey you know I need some help around this or I want to train my staff and that what can our do to help me so that's what this is really about this is a free service it's free for you and then the other thing it says here is it's really for local travel only so let me sort of be clear I say I'm the I'm the contact desk but I have colleagues in other parts of the country as well so say for example you're in another part of the country or you're trying to train folks in a part of the country and I had a colleague there that could travel within 50 miles they could go to sort of to help but normally it would just be that if there wasn't someone within 50 mile range it would be a remote access and remote service for people and I guess that's it for remiss and I'm going to pass you off to Michelle now to talk to talk to you about AROC and we will have questions at the end about the records management training initiatives and I know I'm a fast talker and I mumble so hopefully I didn't do that today so if you have any questions feel free to ask them later right what is AROC something like that right okay so and Gary let's get out of the bag with this one as well okay so I know Gary's been talking at bridge probably several months longer than that now about a new our new certificate right that everybody here is familiar with our certificate of federal records management training the KA series right and that that would be going away and that we'd be replacing it with something well here is the preview we're replacing it with the agency records officer credential so this the KA series will be retiring here at the end of the FY and we are replacing it with the AROC and this will be 100% virtual online so no more of the 9 day in class sessions and this however a major change from the certificate to the credential is that it is only for agency designated records officers so that's an important distinction to make if you are a current ARO and you have our certificate you will be grandfathered into this process so that's something else to consider renewals will also happen with this process so before with our certificate you took the certificate and it was good for life right now the new AROC credential will have a renewal process it will start as you can see up on the screen in January of 2023 and it will be renewed every three years the renewal will take place online it will have an online test for anyone who doesn't pass the test or just you know fails with the certain areas you'll have to take that training and then retest and then also for new records officers that are coming on board that don't have our certificate currently we will have a training program in place where you'll be assigned a coach from our training staff and they will guide you through the training and the testing okay that's it I haven't missed anything then just so you know the next I know the next question right is when are we gonna get the specific details how's this gonna be implemented right well we have a bulletin ready to come out I understand that it's met all the wickets here internally within NARA and it will be I think it's at OMB right now and it should come out before the start of the new FY so that bulletin will have all the specifics and how the new credential is gonna be implemented we're also developing an FAQ list with some more specifics alright I'm also from Boston so I talk really fast sort of like Jill so if I went through that a little bit too fast feel free we're gonna be here for questions at the end and now I'm gonna hand it over to the star of this show Gary because he's got some awesome stuff to show you thanks Michelle and now if we can switch over to the website that'll be great and hopefully I get to drive awesome this is working great so I'm gonna drive a little bit with a live demo and see what risks guy and tail we're trying to do that in front of you all today but we'll be looking at what's here today for you all to do training now and it'll also give you a little more detail on what does this curriculum look like that will comprise the credential so if you come to archives.gov and we go the easy route look at records managers on our records management homepage you'll find our training and education section by the way right next to the oversight and reporting if you didn't get those email addresses or the web addresses Don had is another great way to find all those oversight reports it's right there for you we've redone our front page so you've seen a little bit of these areas before as our program is transformed these are kind of our fine five work areas with training materials our catalog building stuff going forward webinars as Jill said remiss and again these are just brief descriptions for new folks and then last our agency records officer credential and we will be building out some subsequent pages for some of these other areas particularly the credential that we'll get up on the website but today we're primarily going to look at the catalog so we've broken this down into some different sections for you the first box you see with the online learning is where we're going to look at the most this morning those are kind of the master lists of everything and then some of the other categories we've built for you are merely ways to think about our recommendations maybe for training materials for some of these audiences or particular topics that we've heard from you again we'd love to get your feedback after you go back and start playing with this tell us what are the other things that you'd like to see here whether it's another audience that we can compile some training resources for or another particular topic area that you'd like just to see us add to that and we've also kept decaying materials here we know many of you are using those internally right now for training and have some interest in them so we'll keep those up for a while those will eventually come down simply because we're not maintaining that content and the more time the passes you get to some inaccuracies in some of that older training material so the start of the show is our online lessons now so in this table you have the entire curriculum that we've been building not all of them are currently hyperlinked you'll see we are putting it up as we go now but we had enough mass that it was time to release it to all of you so if you select a lesson here that lesson will simply start to run in a new tab or window so you can send all of your staff to just do these lessons here you say well wait a second how do I know that they've actually completed this training well number one they can't jump around even though they've got a menu here you can't jump forward so you are going to have to at least go through all the screens because at the end they will get a little record of training completion that they can then print so it's one way now if you want to control this tighter and you say hey I'd love to have these lessons put them in my own learning management system put them on my intranet and manage it that way send us an email we will send these files to you you can load them into your systems in fact I'm talking again tomorrow to the FDA who has already done this with a bunch of them so we're absolutely interested in working with you to figure out where is the best delivery mechanism for your agency but knowing that if you have no other alternative send them to our website they can do the training there they can compile their certificates and move on so the other thing I wanted to bring to your attention is a couple specific things at the bottom so you'll see in L1, L2, L3 we've been talking for many years about these three levels in the new curriculum that's what's going to be required for the new records officer credential is passing through each of those levels anything you pass on our test you won't take that training finish that level move on to the next one again that's where that coach from our staff is going to guide you through that process so if you have expertise on 90% of it guess what you're only going to be doing 10% of that training what you need to learn to get the skills and knowledge to do the job at the end you see some stuff with a G these are kind of general if you will lessons that aren't specific to the curriculum but we thought would be useful potentially for you and so we're putting some of the things that we're building for other agencies up here as examples for you to see what are the possibilities going forward where I can be working with the team at NARA for some of our training needs so I'm going to pull up this lesson we did for originally for the National Endowment for the Arts and now we've repurposed it rebranded it made some adjustments for USDA one of the nice things we can do this all very quickly and so we've got a project going on right now to do this for CMS where within about an hour of getting the email from them I went in and rebranded this changed color scheme to match them put it up where they're online giving us the content changes that they want us to make and then once we get through that back and forth we'll package it up for them to either run on their own website or put it in a learning management system again this particular model is very easy for us to work with you on reusing things we've already built so when you get into this a little farther jump to this lesson you'll see it's largely text based delivery but those lessons you saw on that big list well we can drag them right in here let me get to the bottom here so this lesson comes at the bottom is a practice activity in the overall curriculum so when you see those lessons on that long list and you're like hey I wish we could have 157 and 9 packaged up with some integrating text to explain the pieces and how they fit together we can do that for you and we can do that pretty easily those are the kinds of ways that we're hoping that we can take the work we've been doing on the bigger curriculum adapt it for you and make it work for the training you need to do focusing your agency and then we're also looking for your feedback on what's next when you go back and look at that long list what's missing what are the topics or lessons where you're like we really could use something on this other thing that's not there yet we're not going to build onesies for every individual agency but when we start hearing 4, 5, 6 agencies asking for the same topic now we know it's time for us to sit down and figure out get on a work plan let's build some training for that topic that people need and that's where we're hoping to work with you going forward is to take all the stuff we've done figure out where we can repackage, rebrand for you easily in some cases it's not easy for us to make those changes I won't tell you that but other things are fairly quick and easy for us to do and then also look at what's next what else do we need to add going forward that meets your training needs for the folks in your agencies so good news is this is not a demo site go to archives.gov when you get back to your office play around with it it's all here for you and then keep an eye on it we will be adding almost daily lessons one of the things that we had to do is go back and rebuild things that in the early days of building this curriculum were done as webinars we're almost through getting all that converted to self-paced lessons that can be up here and then for levels two and three many of you have participated in our pilots as we wrap up, in fact Friday Jill is getting the last lesson last lesson so that will wrap up the initial build then we'll circle back on your feedback from levels two and three make some revisions and get those out this fall on the website so again by the end of the calendar year all of these rows in this column should be complete couple other areas that we'll be building out as we go so the first one is done videos all of our content that's been on youtube for years we built that into a single list here again so that to one stop shopping on this particular page we've even put in a little search button so if you're not familiar just using control f and searching that way you can use the search box for a particular topic you might be looking for the two pieces in these master lists that are not built yet our job aids and practice activities we've got all the content we've got to go back through where they're buried in all these lessons pull them back out update some things in them and those will get listed also the job aids a lot of them are going to be step-by-step how to do different things so again a quick refresher somebody may not need to go through the training but they can download a checklist or a worksheet that helps them do a different thing when you go to these pages by audience all we've done is try to take a subset of those bigger lists that we think are appropriate for a particular audience organize it there for you again looking for your feedback the other thing we've done on this page is also include links from our website for other resources that may be available so good news a lot of stuff out and available for you again can't thank our team enough for what they've done to be doing all of this while still teaching all those classes that your folks have been attending so with that let me take your questions and I think we flip back to the slides too because I think we've got a couple closing sides coming up so any questions for Jill, Michelle or I on anything with training our India one let's go with our interest now we have a couple online through the chat our agency records officers who are grandfathered in certificate requirement also grandfathered in from the credential requirement you want to take that one Michelle you want me to handle it the key thing is if you've got the certificate you will have to do a renewal right so we're going to essentially say the certificate is already equivalent to the new credential you're good to go until we get to January 2023 which is the first time we're going to ask agency records officer to potentially do a renewal so you're covered but you will have to do a renewal of the new credential even if you've got the current certificate and the second comment is the second item is more of a comment than a question it's from the joint staff we could really use war records management within DOD in the joint community large enough to be it's large enough to be included the war records would also include classified records management requirements absolutely so if you know we'll try to keep this in all of our brains but also if you would send us an email that's a good way to make sure we keep up on on those things and I'm looking at lose if you can remind us the next time you contact us too that'll be good for us to to work with you on potentially alright questions in the room up there sorry got you the records officers have a requirement to be certified okay what about the managers we work for or some of the higher levels that make the decisions because a lot of times we'll bring to the table what the requirements are and there's this tug of war yes so absolutely a challenge right so that is a challenge certainly our goal is to work with your senior agency officials for records management and make sure they can be your champion internally with that so as Lawrence mentioned earlier we're happy to meet with your SAOs make sure they understand what's expected of them the things that we're hoping them to do inside your agency in supporting you and then hope that they then can work with your other managers inside your agency to make those decisions so that's where we sit today we are going to hopefully work on building some training for senior agency officials both the ones for records management and more generally we've had some initial conversations this year about what might that look like what are the training needs so we're hoping that might help you with that also but at the end of the day it's probably a conversation between our executives Lawrence our general counselor your senior agency official that is the immediate solution that might help you get past that barrier yeah because I believe that the managers that the records officers fall under should have the same type of requirement absolutely and I would encourage you I can give you an easy solution today my easy solution today is you got all these resources on the website what your agency does with them internally is totally up to them so if you can pitch to somebody internally that hey all the supervisors that are oversight of our records management staff should also do some of this training some of the lessons you think they need package it up and now you've got the solution so that is one way to potentially get at it hard parts selling it sometimes other questions hey Rich it's time you're willing to spend to help people on these issues if you wouldn't be spending hours and weeks to help somebody set up their training would you so I think we're going to take that case by case in fact it's something Jill had in her slide so Jill I'm sorry you know do we have limited resources to do this absolutely and so that's kind of the thing we're going to think about is how much can we devote based on what we're hearing from your needs to any particular thing and then what is that thing so again if we've got 5 or 10 agencies all asking for the same product yeah we can probably invest more of our resources into it if we have one agency asking us to put into helping them teach something we just don't have that kind of time probably so that's where we'll negotiate with you what's reasonable and feasible for us in fact some of the comments we got back from CNMS were on some of those embedded learning modules and some changes they wanted to them I can't do them, can't do them cost effectively I can do all that text I can do a lot of things around them that's a limitation for us so that's what we'll take on early in this and frankly part of this is us hearing from you enough to understand what are the needs and what is reasonable for us to support and what isn't and because we haven't had those conversations yet we have some pretty good ideas about what some of it might be and we also know you're going to come up with things on the table that we had not thought about so we'll work with you to figure out the right scope and scale of what's feasible for our support and I do want to clarify one thing there as a reminder when Jill said that local travel we are not coming to teach just a reminder that we're there, we'll observe we'll make recommendations we'll help your instructors in terms of skills if we can critique them but we're not going to come out and teach classes the contents there on our website for people to learn from we'll help you use that, shape it but that is a limitation that we absolutely have based on the guidance that we've been given for moving the program forward Sammy Hill again could you go back to your it's kind of like the people to train slide let me see if I can go back it was a list of people on the right side that was on the website so let's talk about it without bringing it up so we don't switch back and forth so I thought she was going to go there but you took in away the ability to train records managers and made it an agency records officer training course with slides to treat to train records record requirements to the workforce training right so we, I don't know that we've done anything on the website that changes how you train people so let me clarify before everybody in this room was able to attend the KSA classes and be trained on records management how to do records management effectively you've taken that and put it at an individual training level but now the records manager program staff what is our training for making sure we stay current on the ability to run the program of records management that's absolutely embedded in there so if you look at the tasks that would be there for the third level of the curriculum that's all about running your records management training program so for example one of the one of the items there is how to develop a strategic plan for your records management program another one is how do I conduct a self evaluation of our records management program so although what you saw immediately the bottom lists are fairly simple skills when you get up to the top of that list it is about running your records management training program absolutely from a manager like right for you as the records officer to manage the program in your agency okay so next level down so you have your agency records right so is this is the real question that you can't have those other people get the certificate is that the real question okay so the answer is the answer is NARA is not going to track people through a training program other than records officers what you create inside your own agency to require other people to do training is up to you and again you can use those training resources so depending on what your liaisons do you can take them through all or some of those lessons and create your own internal program your own certificate for your agency based on those training requirements and handle it that way the only issue is we're not tracking people through it simple as that we cannot do it anymore sir McLean was from MSPB and I was quite sure where to go there was one that said for the different audiences like all staff or the record liaison and then there was the part that said for the web catalog is the web catalog part of the targeted audience or is that separate or like where do we go so if you are a new records officer and this will be coming out in our guidance you'll reach out to us we'll reach out to you to get you into the training but that list you saw on the lessons list that's the exact same curriculum that the new records officers will be worked through so exact same lessons did that answer your question no I was confused as to like you found the records officer and I need to chain my staff do I go to the so if I would recommend you start with thinking about what does your staff need to do because it will be different for each agency with how you've done your staff responsibilities and then look at that full listing of the online lessons and determine which one of these give them the skills and knowledge to do what they're assigned to do in our agency because it will differ we've put stuff at the custodian liaison record officer level based on your feedback but we also know that each of you have your staff set up slightly differently with different delegations of responsibility so you can absolutely handle it that way I see Laura