Records Management: NARA reorganizes as Federal Agencies Struggle

NARA has been struggling to modernize and develop a new and efficient electronic records management system for the past six years, but they have had endless problems.  NARA’s records/digitization project to modernize government has experienced setbacks and huge cost overruns.   The cost for implementing their next-generation RM system at NARA is now expected to exceed $1 billion.

An internal study made in late 2010 of NARA and the state of Records Management within federal agencies found numerous problems and listed recommendations for how the system could improve.  One of the recommendations was to reorganize and to create a position known as the chief records officer (CRO).

With that as a backdrop, it isn’t too much of a surprise that on March 1st,  NARA Archivist David Ferriero announced a reorganization.  In addition to the creation of the new CRO position, other new positions called the Office of Open Government and Chief Human Capital Officer were also created.    Numerous other changes included the introduction of an Executive Leadership Team, Management Team and a Research Customer Support Group.

Ferriero said that “I expect the National Archives to be a leader in Open Government, electronic records management, and organizational effectiveness. Putting the customer at the center of all we do, this new structure, will enable us to build an open, inclusive work environment that encourages staff learning and creativity, invests in innovation, and engages all staff in continuously improving services.”.  The intent to make improvements seems to be there, but the question is whether it is just a reshuffling of positions and titles.  It appears that many responsibilities seem similar to what existed in the old structure, but with titles suffixed with the word “Officer”.

Another internal NARA study also highlights many of the issues that the agency needs to confront.  The report shows that few federal agencies are fully compliant with mandated federal agency record keeping policies.  The capture of emails into records systems is a problem that eludes most of the agencies.  Most agencies are still using separate email and records systems which are not able to exchange information.  Many agencies try to comply with record keeping requirements for email by simply backing up all emails.  The study found the departments of Agriculture, Education, Justice and Transportation all to be at high risk because of poor records management practices.

10 percent of federal agencies have not submitted their ‘records schedule’ or disposition plan associated with their File Plans for more than 10 years.  The report concludes with the finding that federal agencies “are struggling, with inadequate training, personnel, resources and support from their senior managers.”