Electronic Records Management

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Financial Management HR Management Services Procurement Grants Management Travel and Expense Management Electronic Records Management   The Federal Integrated Business Framework is a model that enables the Federal government to better coordinate and document common business needs across agencies and focus on outcomes, data, processes and performance. It is the essential first step towards standards that will drive economies of scale and leverage the government’s buying power. Electronic Records Management Lead Name: National Archives and Records Administration Website: https://www.archives.gov/records-mgmt/policy/fermi

Federal Business Lifecycle - Electronic Records Management Federal Business Lifecycles, functional areas, functions, and activities serve as the basis for a common understanding of what services agencies need and solutions should offer. Functions: Breakdown of a functional area into categories of services provided to customers. Activities: Within a function, processes that provide identifiable outputs/outcomes to customers are defined as activities. Select from the list of available functions to view associated activities.

Select from the list of available functions to view associated activities

• ERM.010 Records Capture

  Identifier	Activity	Description
  ERM.010.010	Records Creation	Records Creation refers to the process of creating digital objects in the course of agency business.
  ERM.010.020	Records Validation	Records Validation refers to the process of verifying a digital object possesses the characteristics of a record.
  ERM.010.030	Records Retention	Records Retention refers to the process of analyzing the business value of groups of records and assigning retention periods.

• ERM.020 Records Maintenance & Use

  Identifier	Activity	Description
  ERM.020.010	Access Level Management	Access Level Management refers to the process of determining the appropriate level of access for agency personnel to a record.
  ERM.020.020	Records Maintenance	Records Maintenance refers to the storage, retrieval, and handling of records by a Federal agency.
  ERM.020.030	Litigation Hold	Litigation Hold refers to the process of identifying a group of records and locking them down to ensure no changes can be made. The records will be locked down until the litigation hold is lifted.
  ERM.020.040	Information Request	Information Request refers to the process of identifying a group of records and making the records available to satisfy a Freedom of Information Act, Congressional, or e-discovery request.
  ERM.020.050	Records Migration	Records Migration refers to the process of identifying a group of records whose retention period is longer than the life of the records system and migrating those records to a new records system to serve out their retention period. It also refers to the process of converting records into acceptable formats to avoid technological obsolescence.

• ERM.030 Records Disposal

  Identifier	Activity	Description
  ERM.030.010	Records Disposal Eligibility	Records Disposal Eligibility refers to the process of identifying groups of records that have met their records retention period. The records must not be part of any hold or information request to be eligible for disposal.
  ERM.030.020	Records Disposal Approval	Records Disposal Approval refers to the process of notifying business owners of records eligible for disposal and obtaining the proper approvals to destroy the eligible records.
  ERM.030.030	Records Disposal Action	Records Disposal Action refers to the process of disposing of records eligible and approved for disposal.
  ERM.030.040	Temporary Records Retention Period Change	Temporary Records Retention Period Change refers to the process of changing the retention period of a group of temporary records due to special circumstances such as an order, law, or business justification.

• ERM.040 Records Transfer

  Identifier	Activity	Description
  ERM.040.010	Records Transfer Eligibility	Records Transfer Eligibility refers to the process of determining if records are ready to be transferred to NARA for permanent storage.
  ERM.040.020	Records Transfer Action	Records Transfer Action refers to the process of ensuring the records are in the correct formats prior to being transferred to NARA for permanent storage.
  ERM.040.030	Records Transfer Completion	Records Transfer Completion refers to the process of agencies removing copies of permanent records from their records system after being notified by NARA that NARA has accepted legal custody of the permanent records.
  ERM.040.040	Permanent Records Retention Period Extension	Retention Period Extension refers to the process of extending the time frame for which an agency retains legal custody of permanent records due to special circumstances such as an order, law, or business justification.

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Business Capabilities - Electronic Records Management Business Capabilities are the outcome-based business needs mapped to Federal government authoritative references, forms, and data standards.

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Business Use Cases - Electronic Records Management A set of agency “stories” that document the key activities, inputs, outputs, and other LOB intersections to describe how the Federal government operates. Overview of Use Cases for Electronic Records Management ERM.010 Use Case for Electronic Records Capture ERM.020 Use Case for Electronic Records Maintenance and Use ERM.030 Use Case for Electronic Records Disposal ERM.040 Use Case for Electronic Records Transfer

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Standard Data Elements - Electronic Records Management Identify the minimum data fields required to support the inputs and outputs noted in the use cases and capabilities. Business Standards Under Development.

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Performance Metrics - Electronic Records Management Define how the government measures successful delivery of outcomes based on timeliness, efficiency, and accuracy targets. Business Standards Under Development.

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