Page 11 - FCW, August 30, 2016

ADVANCED
Meeting the Government Records Directive 2019 Mandate requires an enterprise approach
The 2019 Mandate: What It Really Means
IT Playb k
The Managing Government Records Directive, enacted
in 2011, will require government agencies to
manage all permanent electronic records electronically by the end of 2019 to the greatest possible extent. The end result is eventual transfer to the National Archives and Records Administration (NARA) in
the reports, you can see that while they’re taking significant action, agencies are at different stages. A lot of it depends on the culture, resources and executive support. We don’t expect every agency will be
fully compliant by 2019. And we realize implementation of all our requirements is a process that will continue beyond 2019.
Q: What role can Capstone play in meeting the 2019 mandate?
A: More than half of agencies are
using Capstone to meet the 2016
goal. We expect some will also use
it for the 2019 mandate. Capstone provides an automated approach to records management that creates more consistency and efficiency, but we consider it an interim approach. A lot of agencies using Capstone are moving from the print-and-file environment
to an automated environment. Other
culture. Technologically, it will require an automated, electronic approach to capturing and managing an agency’s permanent and temporary records. The cultural change is just as important. We have been working with senior officials within agencies to show the change
is necessary. It’s a more efficient way
to manage the information, given the scale and volume of the records the government is creating. By working with senior officials, we’re hoping the people driving the change within the agencies are conveying to their users that it’s necessary and important.
Q: What advice do you have for agencies to help them meet the 2019 mandate? A: To really be successful, agencies have to have several areas covered: they have to have the policies and systems in place, they have to be able to access records for
“It’s a more efficient way to manage the information, given the scale and volume of the records the government is creating.” -- Laurence Brewer, U.S Chief Records Officer, NARA
an electronic format. Laurence Brewer, U.S. Chief Records Officer at NARA explains what it will really take to meet this 2019 deadline.
Q: How far along are most agencies in complying with the 2019 mandate?
A: According to the most recent senior agency official reports, 92 percent expect to be able to meet this goal. It’s still a few years away, and there is a lot of work to be done. When you drill down deeper into
agencies that already have electronic record-keeping systems may choose to use other tools. The objective isn’t to use a particular approach or technology, but to ensure the agency’s records, permanent and temporary, are being managed electronically.
Q: How big of a change will the 2019 mandate be for most agencies?
A: There is significant change in terms of both technology and agency
as long as necessary, and they have to be able to execute disposition in accordance with the records schedule. It helps to engage with communities of practice, such as our Federal Records Officer Network (FRON) and the Electronic Records Management (ERM) Automated Working Group. They should also read the senior agency reports on our web
site to see what other agencies are doing. Then they can reach out to their records officer for help and advice.