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Bringing Control to FBI Files Nationwide
John Charles KrysaChief, Records Automation SectionRecords Management Division, FBI
Agenda
FBI Records Management Division Preparing the Paper Past in an Electronic Future Document Inventory Management and Control Program (DIMCaP)
Records Automation Section (RAS)
- Scanning
- Electronic Records Management Program
Record/Information Dissemination Section (RIDS)
- FOIA Requests
- Declassification
Records Policy and Administration Section (RPAS)
- Records Management Training
- Compliance
- Retention Schedules
- Paper Archives
National Name Check Program Section (NNCPS)
- Background Checks for Government Agencies
-
Records Management Division Records Management Division
The Legacy Foundation
- J.E. Hoover had developed a classification system that resembled library-type classification
systems, not records or case management
- Information was grouped into paper case files numbered by crime classification and location
- Files organized and stored at FBI HQ and field offices FBI wide
- Finding Aids: Abstracts, index cards, ACS mainframe computer (1980s)
Preparing the Past in an Electronic FuturePreparing the Past in an Electronic Future
Cases and information needed to be managed better in the electronic age
- Valuable information in hundreds of case classifications spread across all FBI offices, not easily accessed or retrieved
- Many stenographers and file clerks necessary
- Agents spending an inordinate amount of time performing indexing by name and case classification
Preparing the Past in an Electronic Future (cont.)Preparing the Past in an Electronic Future (cont.)
First Virtual Case File The Sentinel Case Management System
- Workflow
- Digital signature
- Records management
Preparing the Past in an Electronic Future (cont.)Preparing the Past in an Electronic Future (cont.)
The Task: To establish controls over 178 linear miles of FBI files, prepare for transfer to a central file storage, and lay foundation for scan-on-demand to Sentinel RMA Goals
- Inventory and index physical records
- Reduce the volume of records holdings
- Improve information access by selected digitization and back
file conversion
- Establish the foundation with essential metadata for operating
an enterprise electronic records archive
- Prepare and ship paper files held in 56 field offices and
resident agencies
DIMCaP DIMCaP
DIMCaPProgram Manager
DMA/RMAFoundation
Preparation &Shipping
Files
Inventory & IndexingFBI records
Reduce Volume of
Records
Improve File Access
DIMCaP Dashboard
Program Overview
DIMCaP ProjectionsDIMCaP Projections Original Field Office Inventory
- Clear local files shelf space by closed file transfers to the ARC
- Measured in linear feet RIDS
- Declassification prior to accession
- Measured in cases and pages RPAS
- Disposition by destruction or accession
- Measured in files and pages
BOX = DIMCaP Unit to measure performance
FBI Manual Indices FBI Manual Indices
Index Cards
- Original index and pointer
- Replaced by ACS in Mid-1980s
- Field office index – 72M index cards
- HQ index - 70M index cards, remained closed but active finding aids
- RAS initiative to scan to SharePoint, destroy paper and accession to NARA
Paper Archives
Before After
Overall Program Risk: Low Medium High Trend: Steady
Baseline - Projected Summer 2015
FY 2008 FY 2009 FY 2010Summary Summary Summary Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
of M ilestones of M ilestones of M ilestones O | N | D J | F | M A | M | J J | A | S O | N | D J | F | M A | M | J J | A | S O | N | D J | F | MTotal CRC ReadyARC InventoryPre-UCFN Revw'd (CRC Ready)
ARC Contract Contract award Opt.Yr 1 Recompete
File Classifications
File Accessions to date
CRC Ready Eff orts
CRC Ready Eff orts
FO InventoryFO CompletedField Offi ce Inventories20/56 FO's 26/56 FO's 36/56 FO's
Field Offi ce Revisits
Field Offi ce Revisits
NYO Inventory
LA Inventory
ScanningFO Index cards
FO index cards 8/56 FO cards30/56 FO cards51/56 FO cards
FO Popular files (PF) 11/56 FO files
HQ Index cards
Scanning Completed
Upload Completed
Cards Searchable
Scanning Initiatives
DMA/RMAAutomation Initiatives
RMD Policies
File Request Automation Program (FRAP)
File Request System (FRS)
Sentinel DMA/RMA
CRC Facility Milestones
FY 2008 FY 2009 FY 2010
October 2011
DIMCaP Project Plan
ARC Inventory Project - Completion date Q3-2015
DIMCaP Inventory Progress Macro Bar
DMA/RMA Implementation (Completion dependent on Sentinel PMO schedule)
Field Office Inventory Project - Completion Q3-2015
Records Management Division (RMD)UNCLASSIFIED
FY 2011 FY 2012 FY 2013
FY 2011 FY 2012 FY 2013
Scanning Initiatives - Completion Q3-2015
CRC Project (Planning Completion Q3-2015)
UNCLASSIFIED
<100% Scanned (46M)
O-O-S to NPRC
64%> <84% Complete
TRIM UpgradeEquipment
14%Scanned>
20
178 Miles to process
28%(5%)> 39%(10%)>
Major Milestone Completed Milestone
43.78
FRS /Sentinel PM REQ review
ARC 100's Accessioned>
SPAMAT impl.
112 miles
AO Review
Metadata Policy
File Plan in Documentum
FRS CONOPSapproved
ARC-FO CRC-ready>
51%Scanned>
SF Popular Files>
Migrate 319 Bu-wide
<Asset Forf
48
FO-100 Transferred->
47/56 FO>
FO 100's reviewed
<RH
Contract Award
1- 42, 66,140,157,190
5.8 miles> mail backlog
WACO/abstracts/ELSUR/Buapps
35% complete> 46%>
48.9 (2004 - present)
Miles destroyed/identified for destruction Miles CRC-ready Miles Accessioned & Waiting Accession Miles Over-Estimated
Class.100 accession
3% Complete> 14%> 30%> 44%>
<ME
<7.6% complete
<SE SL>
<PG
<CV
<19% complete
63%(10%)> 73%(20%)>
<58%
<FO 100's Accessioned
Scanning Policies
91% Scanned>
Microform Digitization
"A"> "B"> "C" & "D">
FRAP Impl.
FRS project plan
178
<AT & CO
NARA Demo
On-site support onboard>
HQ-File Classifications (21%)
<FO 105's AccessionedNew Contract on-board
SP storage allocated>
<Bu-wide training
<Complete Record Scan Plan (CSRP) Defined
<Sentinel deployment
OPR Project->
"E,F&G">
<Sentinel & non-record email
KC>
<DL
Digital sample to NARA
LR>
On-site support onboard>
<"G - H"
<FO inventory 100% complete
<100% Searchable (46M)
<CSRP Implemented
<"H - K" <"L & M"
TRIM barcode training complete>
<NK & EP
<FO/AO @ ARC<HQ-Legats ->
<20% complete
<30% complete
HQ Scan Started> 60% scanning complete> <SP storage allocated
NH & AL> OC>
"A & B">
<30% scanning complete
83%(40%)>
<"C- F"
"N - P"> <"T - V" "S"> <"Q - R" <"W - Z"
"A "> <"B-D" <"E - H"
<"I - L" <"M&N" <"O - P" <"R&S"
<"I - L" <"M&N" <"O - P" "R&S">
100% complete>
BA>
WFO>
Global exercise->
<TRIM & Upgrage
15 30 45 60 75 90 105 120 135 150 165 180
Sentinel Case Management Sentinel Funded RMA
Program Funded Expansion of RMA
CRC OperationsMigration of Files
To Enterprise RMA
E-Connector
Documentum Enterprise RMA
SharePoint
Sentinel Documentum Repository
For Back File ConversionMetadata and Images
Process to ExtractMetadata from
Complete Case Files
On Demand Scanning
andMetadata
Popular Scanning
andMetadata T-Drive
Major Non-Sentinel IT SystemsSharePoint/DMA Workflow
Manage in-place for scheduled IT Systems(Records Identified in ERKC)
Electronic RecordsElectronic Records
Increased EfficienciesIncreased Efficiencies Digitization
Information technology
Integration of metadata
- MS/Access -> TRIM -> Documentum
- e-Connections to Documentum
- MS/SharePoint implementation
Improved metrics
Barcode scanning
Google-type search
Preparation processing
- Improved load-balancing at ARC
- New tracking methods
- FBINET connection
Digitized over 44 million index cards from 56 field offices, using NARA’s standards for scanning permanent records Information is now available to the entire FBI in a searchable format for the first time May 2010 - RACO Archivist’s Achievement Award November 2010 - first routine transfer of digitized version of manual index cards was made to NARA
DIMCaP AchievementsDIMCaP Achievements
Questions/Comments?Questions/Comments?
John C. Krysa, CRM Chief, Records Automation Section Records Management Division, FBI [email protected] Betty L. Parker, ermM
Team Lead for Information System Development Guidance Initiative [email protected]
