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Federal Integrated Business Framework > Electronic Records Management

Electronic Records Management

Components of the Federal Integrated Business Framework

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  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 Business Capabilities Business Use Cases Standard Data Elements Performance Metrics
Federal Business Lifecycle -
                        Electronic Records Management

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

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Business Capabilities -
                        Electronic Records Management

Business Capabilities - Electronic Records Management

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

Capability ID Function Activity Name (I)nput, (P)rocess, (O)utput Business Capability Statement Authoritative Reference
ERM.010.010.010 Records Capture Records Creation I A digital object is created ISO 15489-1:2016, Section 9.2 Creating records
ERM.010.020.010 Records Capture Records Validation P Determine whether a digital object meets the criteria for a record 44 USC 3301
ERM.010.020.020 Records Capture Records Validation P Capture electronic messages sent or received from personal accounts within 20 days 44 USC 2911
ERM.010.020.030 Records Capture Records Validation P Determine if the record can be placed under records management control ISO 15489-1:2016, Section 5.3 Records systems
ERM.010.020.040 Records Capture Records Validation P Verify the records possesses the characteristics of a record: reliability, authenticity, integrity, and usability 36 CFR 1236.10
ERM.010.030.010 Records Capture Records Retention P Analyze records to determine retention period based on business value and legal obligations 36 CFR 1225.12 (d)
ERM.010.030.020 Records Capture Records Retention P Determine which records schedule applies to the group of records 36 CFR 1236.20 (b)(3)
ERM.010.030.030 Records Capture Records Retention P Obtain approval of retention period for group of records 36 CFR 1225.12 (g)
ERM.020.010.010 Records Maintenance & Use Access Level Management P Determine appropriate access levels for a record ISO 15489-1:2016, Section 8.4 Access and permission rules
ERM.020.010.020 Records Maintenance & Use Access Level Management O Assign appropriate access level for a record ISO 15489-1:2016, Section 8.4 Access and permission rules
ERM.020.020.010 Records Maintenance & Use Records Maintenance P Manage the metadata of a record throughout the lifecycle ISO 15489-1:2016, Section 5.2.3 Metadata for records
ERM.020.020.020 Records Maintenance & Use Records Maintenance P Ensure audit trail of a record is available to see what changes have been made to the content, metadata, or access level of a record and by whom 36 CFR 1236.10 (c)
ERM.020.030.010 Records Maintenance & Use Litigation Hold I Agency receives litigation hold ISO 15489-1:2016, Section 9.9 Disposition
ERM.020.030.020 Records Maintenance & Use Litigation Hold I Scope of litigation hold is determined by General Counsel and Records Officer ISO 15489-1:2016, Section 9.9 Disposition
ERM.020.030.030 Records Maintenance & Use Litigation Hold P Place hold on records identified by scope determination 36 CFR 1236.20 (b)(7)
ERM.020.030.040 Records Maintenance & Use Litigation Hold O Agency has applied litigation hold to all identified records 36 CFR 1236.20 (b)(7)
ERM.020.030.050 Records Maintenance & Use Litigation Hold P Lift hold on records identified by scope determination 36 CFR 1236.20 (b)(7)
ERM.020.040.010 Records Maintenance & Use Information Request I Agency receives information request ISO 15489-1:2016, Section 9.9 Disposition
ERM.020.040.020 Records Maintenance & Use Information Request I The scope of the information request is determined by the Records Officer and General Counsel ISO 15489-1:2016, Section 9.9 Disposition
ERM.020.040.030 Records Maintenance & Use Information Request P Identify records and respond to satisfy an information request ISO 15489-1:2016, Section 8.5 Disposition authorities
ERM.020.040.040 Records Maintenance & Use Information Request O Identified records are made available to satisfy the information request 36 CFR 1236.20 (b)(5)
ERM.020.050.010 Records Maintenance & Use Records Migration I Identify records to migrate to new records system before the current system is retired 36 CFR 1236.14 (a)
ERM.020.050.020 Records Maintenance & Use Records Migration P Export records from legacy system for migration 36 CFR 1236.14 (b)(2)
ERM.020.050.030 Records Maintenance & Use Records Migration P Convert records into acceptable formats to protect from technological obsolescence 36 CFR 1236.14 (b)(3)
ERM.020.050.040 Records Maintenance & Use Records Migration O Converted records can be imported into agency systems NARA Bulletin 2010-05: Cloud Computing
ERM.030.010.010 Records Disposal Records Disposal Eligibility I Records have met their retention period 36 CFR 1226.10
ERM.030.010.020 Records Disposal Records Disposal Eligibility I Records have no further business value 36 CFR 1225.18 (d)(3)
ERM.030.010.030 Records Disposal Records Disposal Eligibility I Records are not part of a litigation hold or information request ISO 15489-1:2016, Section 9.9 Disposition
ERM.030.020.010 Records Disposal Records Disposal Approval P Notify business owners of eligible records for disposal ISO 15489-1:2016, Section 9.9 Disposition
ERM.030.020.020 Records Disposal Records Disposal Approval O The disposal of eligible records is approved by records stakeholders ISO 15489-1:2016, Section 9.9 Disposition
ERM.030.030.010 Records Disposal Records Disposal Action P Dispose of approved records from agency systems ISO 15489-1:2016, Section 9.9 Disposition
ERM.030.030.020 Records Disposal Records Disposal Action O Report created of records disposed of from agency systems ISO 15489-1:2016, Section 9.9 Disposition
ERM.030.040.010 Records Disposal Temporary Records Retention Period Change I Agency is notified that temporary records approved for disposal are part of an order, law, or business justification to change the retention period 36 CFR 1226.18
ERM.030.040.020 Records Disposal Temporary Records Retention Period Change P Extend the retention period of temporary records approved for disposal to accommodate an order, law, or business justification 36 CFR 1226.18
ERM.030.040.030 Records Disposal Temporary Records Retention Period Change I The special circumstances surrounding changing the retention period of the temporary records are no longer applicable 36 CFR 1226.18
ERM.030.040.040 Records Disposal Temporary Records Retention Period Change O The temporary records whose retention period was changed are disposed of in accordance with the records schedule 36 CFR 1226.18
ERM.040.010.010 Records Transfer Records Transfer Eligibility I Permanent records have met their retention period NARA Bulletin 2015-01: Age of Records
ERM.040.010.020 Records Transfer Records Transfer Eligibility I Permanent records are not part of a litigation hold or information request 36 CFR 1235.14
ERM.040.010.030 Records Transfer Records Transfer Eligibility P Approve transfer of permanent records to NARA 36 CFR 1235.10
ERM.040.020.010 Records Transfer Records Transfer Action I Permanent records are in acceptable file formats to be transferred to NARA NARA Bulletin 2014-04, Appendix A: Table of File Formats
ERM.040.020.020 Records Transfer Records Transfer Action O Sensitive permanent records have passwords and other encryption disabled prior to transfer to NARA NARA Bulletin 2014-04: Format Guidance
ERM.040.020.030 Records Transfer Records Transfer Action O Permanent records are exported from agency systems to NARA 36 CFR 1235.10
ERM.040.020.040 Records Transfer Records Transfer Action P Prepare records for transfer to NARA 36 CFR 1235.48; NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records
ERM.040.020.050 Records Transfer Records Transfer Action O Permanent records are transferred to NARA for permanent storage 36 CFR 1235.18
ERM.040.030.010 Records Transfer Records Transfer Completion I Agency is notified that NARA has received permanent records NARA Bulletin 2014-04: Format Guidance
ERM.040.030.020 Records Transfer Records Transfer Completion P Transfer legal custody of records from agency to NARA 36 CFR 1235.22
ERM.040.030.030 Records Transfer Records Transfer Completion O Agency destroys permanent records from their agency systems ISO 15489-1:2016, Section 9.8 Migrating and converting records
ERM.040.040.010 Records Transfer Permanent Records Retention Period Extension I Agency is notified that permanent records approved for transfer are part of an order, law, or business justification to extend the retention period 36 CFR 1235.14(b)
ERM.040.040.020 Records Transfer Permanent Records Retention Period Extension P Extend the time frame for which an agency retains legal custody of permanent records to accommodate an order, law, or business justification 36 CFR 1235.14(b)
ERM.040.040.030 Records Transfer Permanent Records Retention Period Extension I The special circumstances surrounding extending the time frame for which an agency retains legal custody of permanent records are no longer applicable 36 CFR 1235.14(b)
ERM.040.040.040 Records Transfer Permanent Records Retention Period Extension O The permanent records whose legal custody was retained by the agency are transferred to NARA in accordance with the records schedule 36 CFR 1235.12(a)

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Business Use Cases - Electronic Records Management

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.

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Standard Data Elements -
                                Electronic Records Management

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

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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