ERM E-Gov InitiativeTransfer of Permanent

Geospatial Data Records to NARA

Briefing for FGDC Coordination Group

Bruce Ambacher, NARASeptember 2, 2003

ERM E-Gov Initiative Overview

1 of 24 initiatives NOT an IT web-based product like

Geospatial One Stop http://www.archives.gov/

records_management/initiatives/erm_overview.html

ERM E-Gov VISION To effectively manage and facilitate

access to agency information in order to support and accelerate decision making and ensure accountability.

ERM E-Gov Goals To integrate e-records management concepts and

practices with comprehensive information management policies, processes and objectives to assure the integrity of e-records and information.

To employ ERM to support interoperability, timely and effective decision making, and improved services to customers.

To provide the tools for agencies to access e-records for as long as required and to transfer permanent e-records to NARA for preservation and future use by government and citizens.

Issue Areas - Partner Agency Leads

Issue Area 1 - Correspondence Tracking (DoE)

Issue Area 2 - Enterprise-wide ERM (EPA)

Issue Area 3 - Information Management Standards (DoD)

Issue Area 4 - Transfer of Permanent Electronic Records (NARA)

FY 2003 Progress - Issue Area 4

Issue Area 4: Transfer of Permanent Electronic Records to NARA

Lead Partner Agency: NARA Community-articulated Purpose: This

issue area will address an expansion of both the number of formats NARA can accept, and the media and techniques that can be used by Federal agencies when transferring their permanently valuable electronic records to the National Archives of the United States.

FY 2003 Products - Issue Area 4

Rule authorizing DLT/FTP transfer mechanisms

Electronic Records Transfer Guidance • e-mail with attachments in native

format (09/30/02)• scanned images of text (12/23/02)• Portable Document Format (03/31/03)

XML schemata for transfer (06/20/03)

FY 2003 Progress - Issue Area 4

Email with Attachments• http://www.archives.gov/records_management/

initiatives/email_attachments.html Scanned Images of Textual Records

• http://www.archives.gov/records_management/initiatives/scanned_textual.html

Portable Document Format (PDF)• http://www.archives.gov/records_management/

initiatives/pdf.html

FY 2004 Activities - Issue Area 4

Training & guidance on ERM topics Three additional transfer formats

• Digital Photography (July - Nov. 2003) • Geospatial Data (Nov. 2003 - Apr.

2004)• Web pages (Apr. - Sept. 2004)

Transfer Cycle 5 Digital Geospatial Records Timeline

• November 12, 2003 -- April 15, 2004 Partner Agency Meeting -

• December 2, 2003• February 5, 2004

Product• Transfer Requirements for Existing Geospatial

Data Records

Geospatial Data Transfer Cycle Methodology - 1

Research• data type characteristics• formats used in Federal Government• software applications in use• agency activities• standards in use/applicable

Agency Meetings

Geospatial Data Transfer Cycle Methodology - 2

Pilot Transfers• Questionnaire• Agencies send by December 15, 2003• NARA processing through January 31,

2004

Geospatial Data Transfer Cycle Methodology - 3

Guidance Phase• February 2, 2004 - Draft to Partner

Agencies• February 5, 2004 - Partner Agency Meeting• March 17 - 31, 2004 - Partner Agency

Review Memo to Records Officers with Geospatial

Data Transfer Guidance, April 15, 2004, (Interim until ERA)

Geospatial Data Transfer Cycle

Partner Agency Activities Participate in cycle - at Agency level, not

FGDC Provide Research Assistance

• especially other standards Provide Pilot Transfers

• BLM - Texas Asset Management Project Review & comment on Draft Guidance

Geospatial Data Transfer Cycle Issues

What to Transfer?• databases vs. data layers

Is Current Transfer Standard adequate?• SDTS - 36 CFR 1228.270(d)(3)• FGDC Metadata Content Standard -• 36 CFR 1228.270(e)(2)

Geospatial Data Transfer Cycle Issues What else could be in new transfer

guidance?• SDTS revision• GML 3• VPF, DIGEST

Geospatial Data Transfer Cycle Issues Issues probably beyond this Transfer

guidance:• licensing - secondary use rights• data ownership (federal, state, local)• interoperability vs. “archiving” • Clearinghouse vs. “archiving”

Contact Information Transfer guidance development

• Bruce Ambacher, (301) 837-1480 bruce.ambacher@nara.gov

Questions???