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3.6 Records Management

The top priority for the Department’s Records Management Program is the acquisition of a uniform Electronic Records Management System, which correlates to priority 3(a) (6) in the Presidential Memorandum, Managing Government Records, dated November 28, 2011. The decision to pursue such a system was a significant part of the Records Management Transition Plan draft which was updated in 2013 and currently being coordinated throughout HHS. In preparation for acquiring that system, the HHS Records Management personnel conducted an inventory of the Department’s records schedules, updated file plans and created records schedules for the agency’s automated information systems according to the Office of Management and Budget Memorandum M-12-18 section 2.2 dated August 24, 2012. An Executive Committee, consisting of representatives from the Department and all of its OPDIVs, was established to justify the Electronic Records Management System acquisition, define its required functionality and oversee its analysis and implementation.

HHS personnel analyzed the records management capabilities in both manual processes and the multiple automated information systems employed throughout HHS and concluded a uniform solution for electronic records management was needed for several reasons. Some of the electronic records management solutions in use throughout HHS were not satisfying the minimum requirements for such systems. Since the number of records managed by those automated information systems was growing exponentially, the HHS personnel determined better solutions for electronic records management - verified as meeting the National Archives and Records Administration (NARA) expectations - were needed and a uniform solution would be more cost-effective than evaluating each independent automated information system in use and correcting them all separately. Additionally, the volume of records not yet managed electronically was also growing exponentially and the cost and logistics of managing the records was becoming unmanageable. The HHS personnel that developed the Records Management Transition Plan realized compiling an inventory of the Department’s records schedule and file plans was a prerequisite to acquiring an automated information system that could manage all records for the Department. That prerequisite is met so the Department’s highest priority in the Records Management Program is now the acquisition of the Electronic Records Management System.

The system will be deployed to all OPDIVs and STAFFDIVs of the Department of Health and Human Service. The implementation will be a phased rollout to all OPDIVs and STAFFDIVs and is tentatively scheduled to begin the fall of 2014.

By December 31, 2016, the Senior Agency Official shall work with the Agency Records Officer to ensure records schedules have been submitted to NARA for all existing paper and other non-electronic records.

By December 31, 2016, Federal agencies must manage all email records in an electronic format. Email records must be retained in an appropriate electronic system that supports records management and litigation requirements including capability to identify, retrieve and retain records for as long as needed.

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