Records Management Training for Federal Agencies

>>Thank you for joining us for Records
Management Training for Federal Agencies. This is a Records Management Seminar delivered
by the United States National Archives and Records Administration’s National
Records Management Training Program. In this session Laurence Brewer discusses
records management training available for Federal Agency records officers
and other records management staff. Now let’s join the session.>>Paulette: Laurence Brewer is a Senior Manager
at the Office of the Chief Records Officer at the National Archives and Records
Administration here in College Park, Maryland. As a Director of the National
Records Management Program, Laurence has a leadership role overseeing the
scheduling and appraisal of Federal records, developing records management regulations and
guidance, supporting records management training for employees across the Federal
Government, and evaluating the effectiveness of records management programs
in Federal agencies. Prior to joining NARA, in 1999 Mr. Brewer was
a records management contractor responsible for managing records management programs
at the Environmental Protection Agency and the Virginia Department of Transportation. He has more than 20 years of experience
in records and information management, and has earned his certified
records manager designation in 1998.>>Laurence Brewer: Well, thank you, Paulette. So welcome to this briefing on NARA’s
records management training activities. We are glad you could join us today. We have a number of things
that we want to cover. There are really three, as I go to the
next slide, areas that I want to focus on. First, I want to give you a bit of recap on
2013 and the activities that we did last year and some of the initiatives that
we’re pushing forward in 2014, and then we’ll take a look ahead
at what our emphasis and focus is on records management training, and
probably spend most of this presentation on this final piece, which is the training
requirements for agency records officers that is laid out in the records
management directive. I’ll go over all of these things as we get to
them in time and try and explain them as much as I can, and then we’ll have
plenty of time to talk about them. I would like to add before I go into the
next slide that if you are able to attend or tune into the last bridge
meeting that we held in December, I gave roughly the same presentation
to that audience, so if you did tune in then you’ll hear a lot of the same content, so in that case it would
probably be a refresher for you. But we wanted to make sure that we gave
everyone another opportunity to listen in and that we could focus in on it, using
iLink [assumed spelling] and the interaction that we have set-up for you today. So looking back on 2013, there are a
couple things that I wanted to highlight. First, a few statistics on what
we were able to accomplish. Last year we trained over 2,900
customers net nationwide in classrooms and in our field facilities in College
Park and out across the country. We also awarded 315 certificates of
Federal records management training. We’ll talk a little bit more about the knowledge
areas, or as we call them here the KAs, and if you complete the KAs 2 through
6 then, and pass the exams related to those then you are able to get a certificate
signed by the Archive of the United States and we were able to award
315 of those last years. We also continued our emphasis
on online training, and we offered 40 virtual training classes,
and that includes basics records operations and vital business information, and it
really shows how we have really tried to move when you compare FY13 to FY12 and previous
years, how many more offerings we were able to provide using online delivery, and
the response has been truly fantastic. All the courses are sold out, they’re in high
demand, and we are reaching so many more people than we were able to in the past. The other thing that I wanted to emphasize
that we completed last year and are continuing in FY14 is taking one of the knowledge
areas, in this case knowledge area 6, and we developed a pilot last year where we
were delivering it online using both synchronous and asynchronous instruction. So what that means is there was time
online for the students with the instructor and then there were, let’s call them
homework assignments or offline assignments that were done as individual
and group activities, and then the course would then
reconvene with the instructor. So it was a hybrid of both instructor
led and working on your own, and that was our first attempt to do
that for one of the six knowledge areas. Also in FY13 some more details on some
other things that we were able to do. We continued to offer our free online briefing
series that is in NARA’s YouTube channel, up on the main website. These are really instructive videos
and briefings that have been recorded on specific subjects, and I encourage you to
browse around the YouTube channel for content of interest to you and your programs. There’s a lot of very current
information that really brings some of the standard curriculum more up to date. The other thing that we’re
working on is continuing to update and revise the existing knowledge
area curriculum. In FY13 we did complete updates and
revisions for all of the courses, and we’re continuing to do
that as we move into FY14. And we completed development of a new course,
which we’re going to be offering in FY14, one is in the spring, and then
another time in the fall in September. This is a course on managing the
lifecycle of national security information, so it relates particularly to
agency staff who are working with classified or security sensitive records. So really it brings together the two communities
of records management and national security and classification so that we can reach those
individuals who work with those kinds of records to make sure that records
management is addressed. Another thing we were able to do is
record one of our more popular courses. The legal counsel course has always been a
free course, a one-day offering that we offered in the Washington, D.C. area and it featured
Jason Baron, who was the Director of Litigation at NARA before he retired last year. And we decided before Mr. Baron left NARA
we would record it and make it available on NARA’s YouTube channel in the Learning
Management System that we operate. So that is recorded content. If you need to reach general counsel staff in
your agencies this is a great place to start to get an introduction for counsel
staff with the proper background and context of records management. Another thing that we worked really hard on
last year and that we’re continuing to work on in FY14 is Capstone training, which relates
to a bulletin that we released a couple of months ago I believe, and it was
titled A New Approach to Managing e-Mail. And because of the newness of the approach
we have developed some training sessions, some FAQs, related materials, and we have
recorded some sessions that are available on the website and in the Learning Management
System, and we also have some additional content in terms of Q&A sessions and lessons
learned sessions that are coming up. In fact, we have one scheduled for February
4th, and a lot of that content will be recorded and made available in the YouTube channel
and the Learning Management System. So please stay tuned for that. It’s a very important policy piece on
how to manage e-mails electronically. So looking ahead to FY14 and the work that
we are doing this year for the remainder of this year, as I mentioned,
we’re going to continue working on converting the remaining knowledge
area courses to online delivery. So we have completed the pilot for
KA6 and captured some lessons learned, and now we’re going to focus on knowledge
areas 2 through 5, and try and get all of those converted into online
delivery by the end of this fiscal year so that we can then offer them widely
beginning in FY15, that is at least the goal. We are also updating the instructor
led basic records operations course and offering it in the D.C. Metro area. This is something that we haven’t done in the
past year, and we’ve found that there is a lot of demand for training at the basic level,
and we have found that there is an audience and demand for having that material in
the Washington, D.C. College Park area. We have been offering it in field
locations, but as we needed to focus on teaching the knowledge areas in the past
we haven’t had the instructors and resources to be able to do the knowledge
areas and basic records operations. So we are finding some time to get it
done this year, so if that’s a need that your agency has please take a look at
the schedule of the offerings that we have on our website and in the Learning
Management System and please let people know. Another activity that we’re
focusing on in FY14 relates to ERA, which is the Electronic Records Archive, and
this activity is to develop specific video FAQs that will help people who are using
the Electronic Records Archive system for scheduling records and
transferring records to NARA to have at their fingertips video help
where and when they need it. These video FAQs are intended to
be timely and cover the main points that we have learned are areas where
people need the most assistance, so that’s something we’re working on
this year that we hope we’ll have rolled out toward the end of the fiscal
year, beginning of next fiscal year. There are a couple other development
activities that we are working on. One is something that we hear all the time,
we do a lot of training and offer training for records liaisons, records management staff,
but there’s a gap that we have learned exists with records management awareness
training for senior agency officials. So we are working this year to develop that
kind of a briefing, and it’s going to be brief, but it will focus likely on issues, like use
of secondary e-mail accounts, alias accounts, protecting records from unauthorized disposal,
and protection from removal from the agency, for example, when senior
officials leave service. And it will cover a lot of the
same issues that you would see in a basic records management course,
but we expect to emphasize some of the more higher level issues that we
find are common with senior officials. And the last thing I wanted to highlight is
a vital records course that we would develop for online hosting, it would not be
instructor led, it would be a module that would be available to agencies and
staff who need it when they need it. So, for example, following a flood
or a disaster or some other event where vital records becomes an issue for
continuity of operation, we wanted to make sure that we had something as a pointer for
agencies to have their staff look at and review so that the nature of their recovery
and the steps they need to cover as they’re going through their recoup processes. We don’t want to — we want to make sure that
records management is not lost in the shuffle as agencies are working through those
activities, so we felt the best way to do that was to have something readily
available online that we could point to. So before we move into the next part of
the presentation, where we will focus on the requirements for agency records officers,
I wanted to pause here and ask Paulette to open up the lines to see if any of you have any
general questions about what we are doing here at NARA in terms of training activities emphasis
and any other general questions you might have about records management
training and our program here?>>Paulette: Patsy says how critical is it that
records officers attending trainings like this, how critical is it that records officers
attend trainings like this one today?>>Laurence Brewer: Patsy,
that’s a good question. I do believe what we are talking about today
is critical for agency records officers. A lot of the content that we’re
talking about today has been discussed and offered to agency records officers. I mentioned our bridge meetings
that we hold every other month, our bimonthly records information discussion
groups are targeted towards agency records officers, so we do try and cover
all of the important things in those meetings, which are also recorded. And, of course, we communicate via e-mail
and records management communications, and then we have our own blog on our public
website, Records Express [assumed spelling], where we make sure that anyone really can
go to the website and look at Records Express and see what is
important from a day-to-day basis. So, yes, I assume you will probably think
this information is important, I would agree, and what we try and do here at the
National Archives is offer many ways where we can reach agency records
officers and other records management staff with what we feel are the important
things that agencies need to know about and implement within their agencies.>>Paulette: Okay, so Richard says
I received my certificate in 2010, is that still valid and does it ever expire?>>Laurence Brewer: That’s a good question, and
I do have a slide at the end where we will talk about that, so I will answer
your question in due time.>>Paulette: Todd says when you
say agency who does that refer to? Are you talking at the level of, for
example, the Department of Defense?>>Laurence Brewer: Yes, but also — we would also include components
when we refer to an agency. For records management within the Government
we have the concept of record groups, where a records officer is assigned
to each record group and has authority to sign record schedules and transfer records, and the record group is typically
identified at the component level and up. So, for example, Department of Defense
would be an agency, as would Navy and most of the components under that. So, and then the same for other agencies,
for the Department of Agriculture, they would have their own record
group and agency records officer, as would like Agricultural Marketing
Service would have its own record group and 115 signatory. So the answer is we identify
agencies very broadly, so we don’t limit them at
just the departmental level.>>Paulette: All right, we’re good to go.>>Laurence Brewer: Okay, so let’s
continue on to the next slide. So we’re going to focus on the training
requirements for agency records officers as they are identified in OMB/NARA M-12-18, which is the OMB/NARA Managing
Government Records Directive. And we’re going to talk specifically about
record requirement 2.3 of that directive. Let me give you a little bit of
background on what this directive is. One of the things that NARA was
working with the Administration on is raising the profile of records management. So before we issued this Managing Government
Records Directive there was a Presidential Memorandum signed by President
Obama that laid the foundation for records management across the Government. And NARA then took that authority and
that memorandum and worked with the Office of Management and Budget to develop a
directive which is M-12-18 that would apply across the Government with very specific goals
and action items that all agencies would need to meet and report to NARA and OMB on. This directive was released
on August 24th, 2012, and it’s available, it’s up on our website. And it has a number of requirements
about maintaining records electronically, about managing e-mail electronically, about
creating tools to improve search technologies, so that records can be found when they’re stored
digitally, but it also includes two requirements around records management training. So I would encourage you to go to the website and read OMB NARA Managing Government Records
Directive, if you have not already read it. But today we’re not going to talk about the
whole directive, we’re going to talk only about requirement 2.3, which
is a specific requirement that applies to agency records officers. The language in the directive is on this slide,
so there is a deadline for this requirement, as there are for the various other
requirements that are in the directive. And it refers to the designated agency records
officer for each agency and the requirement is that they would need to have our certificate
of Federal records management training, which you obtain by completing knowledge
areas 2 through 6 and passing the exams. We have said in the directive and in the
memorandum that new records officers would need to possess the certificate within
one year of assuming the position. So there’s really two things
that I wanted to emphasize here. The first is designated, which
we’ll talk about a little bit more, but an agency records officer is designated by
the agency via letter to the National Archives. So when we talk about a designated agency
records officer it is that person that we have, NARA has on file as the person who is authorized
by the agency to sign record schedules, transfer records to NARA, and have the authority
as delegated to that person by the agency head to oversee records management for the agency. The other thing that I wanted to highlight
that we’ll talk about in a little bit is that new records officers would have one year to
meet the requirement, so what you have to keep in mind that is a records officer was appointed
in, for example, November of this year, they would then have until November
2015 to comply with this requirement. I want to spend pretty much the
balance of our time together talking about NARA Bulletin 2014-03, and the reason
why is this is a bulletin that we released in early December that gets into the details of how NARA is implementing the Managing
Government Records Directive 2.3 requirement that we just talked about. So in this document you will
find details on the process for how agency records officers
would comply with Requirement 2.3, and then there are a number of points of
contact that you would need to know as you move through the process, if you’re
an agency records officer. So I’ve included the URL there, that you can
click on and go right directly to the bulletin, and just wanted to give you one stat, as
we go through the presentation and you keep in mind how this has been met to this point. As of earlier this month our Learning Management
System, which keeps track of statistics of records officers who are in compliance, 26% of the designated agency records
officers already have their certificate. So we’re looking at trying to get the remaining
three-quarters of agency records officers in compliance with the requirement, and because
it is still quite a large number we’ll talk in a minute about some of the
processes that NARA has put in place to help agencies meet the requirement. So I want to talk first about the applicability
of the 2.3 requirement in the directive. So it’s generally the first
question that people want to know, does this mean me, do I have to do anything? So, as I mentioned before,
under the who does it cover, it is anyone who is a designated
agency records officer. And the easy way to find out is we
keep track on our public website of all the designated agency records officers. So if you want to know what all
the agencies are that we would work with in the Federal Government
you could go to this website and you would find a complete
listing of every agency and every designated agency records officer. So in terms of scope this is the list that we
are referring to, and these are the individuals that we are tracking in our
Learning Management System as those who would need to comply with requirement 2.3. So hopefully that’s clear on who the requirement
does cover, and then I decided to put in some slides so you have an
idea of who it does not cover. Obviously, anybody who has the certificate
already does not need to meet the requirement because they are already in compliance. Another question that has come up is it does not
apply to any records officers of the Judicial and Legislative Branches of the Government. So that would mean, for example, GAO would be
out of scope for complying with the directive. And the reason for that is that the Presidential
Memorandum and the Management Records Directive and 12-18 specifically applies
to Executive Branch agencies, and it says that in the very
first paragraph of the directive. We do, however, and I want to emphasize this
point, that even though records officers and records management staff and Judicial
and Legislative agencies are not required to comply NARA does encourage those
agency records management staff and those agency records officers to follow the
guidelines that we’ve outlined in the directive, and we would certainly encourage them
to obtain their certificate, as well. The requirements of 2.3 also do
not apply to any records officers who are appointed after December 31, 2014. So once we reach the deadline if you are not
a designated records officer at that point and you’re appointed anytime after January
1st, 2015 then the processes that we are going to talk about in the bulletin
would not apply to you. So it’s a little confusing and just
want to make sure that this is clear, all agency records officers do need
to comply with the 2.3 requirement, but what this point is saying is that the
bulletin that we’ve previously talked about, 2-14-03, the processes that we have outlined in
that bulletin go away after December 31st, 2014, so then it would be back to
business as previously conducted, where agency records officers would need
to take the courses that we have offered in the face-to-face environment and as we
develop them online they will soon be available. The requirement 2.3 also does not apply
to agency records liaison officers or other records management personnel who are
not the designated agency records officer. So the reason why we do this is we
were clear on what the responsibilities of an agency records officer in terms of
responsibilities, but we were less clear on what records liaison officers are tasked
with, and even less so for program staff, who may be wearing records
management as a second hat. So we didn’t want to require the certificate
and the procedures that we’ve outlined in the directive and in the bulletin to those
who aren’t doing it as their primary job. Okay, I wanted to take a step back
at this point and look at the process by which records managers
would obtain the certificate of Federal records management
before we release the bulletin and the managing government records directive. So we have, and we still have,
knowledge areas 2 through 6, which comprise the certificate series, and the way it would work is
you would go to a classroom. It was very face-to-face centric, and you
would sit through all five of the courses and then take the exams, pass the exams,
and then you would receive your certificate of Federal records management training. After December 2014 we will revert to this
process, and we will hope that by that point in 2015, 2016 we will also be able to offer
you an online offering for knowledge areas 2 through 6 so you won’t have
to actually go to a classroom. But either way, whether you’re taking it
in a classroom or online, past practice and post December of 2014 the practice will
be you take the classes, complete the classes, complete the exams, and then you
will receive the certificate. I’ve included a link here at the bottom of
the slide, if you wanted some more background on the certificate process for
Federal records management training, there’s a lot more information and
detail on our website at this URL. What I want to emphasize here on
this slide, basically, is two points. First, we really believe that there
is value in terms of the goals of the NARA certificate program for all records
management staff to work towards achieving it, especially for fulltime records managers and
I would think for any agency staff person who is doing records management
more than 50% of their time. There is a lot that NARA can help and
advise you on in building the skills needed to promote effectiveness and
efficiency within your agencies. And you see some of the goals that are intended
through the certificate program to help staff who want to put in the time and are able
to commit to taking all of the courses. We also believe that there is real value in
the classroom experience, and some of those, the bullets that I put at the bottom of the
slide sort of highlight some of the value. We think it’s a good chance to really
engage with your colleagues and your peers to see what challenges other
agencies are facing because more often than not they are the same challenges
that you may be facing in your agency, and it gives you a chance to interact,
not only with your instructors, but with other agency staff at different
agencies and different records management levels to give you a very broad range
of experience on the challenges and best practices in records management today. And I just wanted to emphasize, too, when I say instructor led courses I’m not
necessarily talking about a face-to-face course where you would go to a NARA facility and take
the knowledge areas, it would also apply to, for example, knowledge area 6, that we offered
last year virtually, and as we continue to rollout the knowledge areas
in online offerings you can still through the online offering interact with
your colleagues, chat, go to bulletin boards, discussion boards, and get
the same kind of experience. So really what I wanted to emphasize with
this slide is that there certainly is value in content, but there is also value
in the way that we learn this content. Keeping that in mind, we have a
challenge in that there are 74% of agency records officers currently
who do not hold the certificate of Federal records management training
and need to do so by this December. So we realize that everyone is busy and they
have a lot of work that needs to be done to make sure records are managed
peripherally, in agencies. And what we wanted to do is help
agencies meet the requirement and develop some processes to facilitate that. So what I’m going to talk about are
some new approaches that are outlined in the NARA bullet 2014-03 that will help
agency records managers to meet the requirement. And there are two concepts that I’m
going to introduce here and talk about in much more detail
in the following slides. The first is an exemption, and
what I mean by the exemption is that if you meet certain criteria as an
agency records officer you will be exempt and not required to obtain the certificate, but NARA approval is required before
you are approved for an exemption. So we’ll talk about exemptions
first, and then the second concept that we will talk about are exceptions. The exception process is
outlined in bulletin 2014-03 and through this process you
would obtain the certificate of Federal records management training and
NARA approval is not required for you to do so. So let’s turn first to exemptions. So what we have done in the NARA bulletin
that we referenced in a earlier slide is lay out a couple of criteria that if you are
an agency records officer you can review, and if you meet these requirements then you
can write to NARA requesting an exemption. So in this slide we just wanted to go
over very quickly what these criteria are. There’s the first, which is a
combination of ICRM or CA certification, and that is the Institute of Certified
Records Managers, so anyone who has a CRM. And then the CA is a certified
archivist certification. So if you have either an
ICRM or a CA and coupled with that you have three years’ experience as the designated agency records officer
then you can write to us for an exemption. The other track is if you do not have the
professional certification, but you have served as the designated agency records officer for seven years then you also
qualify for an exemption. So in order to obtain the exemption you would
need to have your senior agency official for your agency submit a written request
to the chief records officer of — at NARA, who is Paul Wester [assumed
spelling], and we will review it, and it needs to be submitted to NARA
before December 1st of this year. And the reason why we have the December 1st date
is based on the third bulletin on the slide is that NARA has requested we be given 30 days
to review each request, so if we receive it on December 1st then we should
be able to turn it around before the deadline at
the end of the calendar year. We don’t really need a whole
lot for the exemption request. We just need to know a brief description of the
experience, which of the relevant exemptions from the previous slide that
makes the case for the individual, and then just enough additional information
about what the person’s experience and certification is for
us to evaluate the request. So, for example, the one thing that we do
not want are long letters, full resumes and any other background materials, it
should be sufficient to write a brief letter, typically referencing the criteria
in the bulletin and the experience and certification that supports the request. The other thing that I wanted to mention is that through the exemption process
NARA will not provide the certificate of Federal records management training, so if,
for example, an agency records officer qualifies for the exemption, but they really
want to have the certificate of Federal records management training signed
by the archivist then they would have to work through the next process we’re going to
talk about, which is the exception process. So looking at exceptions, if you
do not qualify for the exemption because you don’t have the
experience or the certification, we have developed a straightforward process
that’s outlined in the NARA bulletin where we have set-up a separate dedicated
section of our Learning Management System for agency records officers, and we
have placed the electronic versions of all the course materials so that all
the agency records officer would need to do is get access to this section of the
LMS by contacting us via e-mail to let us know that you’re interested in working
through the exception process. And then we will grant you access where
you could then review the materials, and then take the knowledge area exams 2
through 6 without attending the classes. The only constraints is that you will
have two attempts to score higher than 75% on each of the individual examinations. So, for example, if you are
unable to score higher than 75% on knowledge area 2 then you would be required to take the face-to-face class
and then retake the exam. You wouldn’t have to retake
all of them, just those courses where you were unable to score 75% or higher. And, again, this is a straightforward
process, it doesn’t require prior approval, so we don’t need to receive
a letter from your SAO. You simply need to get in touch with us via
e-mail and let us know that you’re interested, and then you can work through the
process, and assuming you complete all of the exams we will then
send you the certificate of Federal records management training. So before I — first of all, let me just say
that that’s basically the substance I wanted to talk about in terms of what’s
going on in training in NARA and the agency records officer training
requirements, but before I open it up for the phones and your questions I
have a couple of slides where I tried to anticipate some of the questions you
might have because we’ve heard them before, they’ve come up at bridge meetings, and we’ve
received a number of e-mails on these subjects. So let me go through these first and see if I
can answer some of your questions you may have, and then we’ll open it up
to everyone on the line. So the first question is if you are approved for an exemption can you also get
an exception and take the exams? So the answer is, yes, if you do qualify for
an exemption and not required to do anything, but you do want to obtain the certificate
then you would simply just need to let us know via e-mail that you want
to work through the exception process and we will grant you access to the Learning
Management System, you can pass the exams, and then we’ll send you the certificate. The second question is what if
I have been a records officer for 10 years but in multiple agencies? So if you go back to the criteria that
we have established for exemptions, one of them is seven years’ experience
as a designated records officer. You do not need to serve as the designated
records officer for one agency for all of those seven years, so if you were
the designated records officer for PTA for three years and SEC for four years
then you would qualify for the exemption. The question that we had earlier on how
long is my exemption exception certificate of Federal records management training good for? And the answer is none of them expire. The certificate does not expire at this point. So if you already have it then you are
in compliance with the 2.3 requirement, and there is no refresher or
recertification at this point. The one thing I wanted to mention, though, is
that this is something that is on our radar. We hope to take this up in FY15 in terms
of developing a recertification course or a refresher course where we can reach out
to individuals who have their certificate to offer them updated content and just
really to make sure that those individuals who have received their certificate
can remain current on new developments in records management. So that’s something that we hope to
work on next year, so please stay tuned. Why aren’t other records management personnel
afforded the exemption exception opportunity? As I mentioned before, the directive
requirement 2.3 specifically focuses on the agency records officer, and the
reason why we have limited that scope is because we know what the position
description of an agency records officer is, we know what they need to do based on the
requirements in the code of Federal regulations, and when you get outside of those
requirements, when you start talking about records management personnel and agency program staff they’re generally
not doing it fulltime and it’s less clear on what activities they are actually doing. So we wanted to be sure that we
are testing against and certifying for those individuals whose primary work
is that of an agency records officer. A common question that we have received is how
much does it cost to obtain the certificate? And it’s a good question. Our current rate if someone were to sit
for the face-to-face knowledge areas 2 through 6 it will cost $1,350 to get
through every one of the knowledge areas. And it’s not — I mean we think the cost is very
reasonable, it’s probably comparable to going to one conference, like AIM or ARMA,
so we think our rates are competitive. But the question really has come from
those who are interested in working through the exception process, reviewing the
materials online, and taking the exams online. And what we have done is for the period where
we are working with agency records officers and for the remainder of calendar year 2014
we are going to offer that section of the LMS and the content and the exams
at no cost to agencies. So this is one of the things that we are
hoping will help agency records officers meet the requirement. It would mean that you don’t need to
come to a facility or register for any of our knowledge areas, you could simply
contact us, get access to the materials in the Learning Management System, take
the exams, and assuming you score higher than 75% we would then mail you the certificate. And then the last frequently asked
question I have is what are the deadlines for exemptions and exceptions? These deadlines are clearly
outlined in NARA bulletin 2014-03. The exemption request, which constitute the
letter from the agency, senior agency official to NARA, to Paul Wester, our Chief Records
Officer, the deadline for that is December 1st of this year, so then we have 30 days to review. And then the exception request,
where you would contact us for access to the LMS must be received
by December 31st, 2014. We are keeping the content within the LMS open
until January 2016 [assumed spelling] to account for the one-year rule, where if, for example, a
records officer was designated on December 31st of 2014, they would then have
one year from that date to come into compliance with requirement 2.3. So we do need to keep the section of
the LMS and the exception process valid through December 2015 just
to account for individuals who are designated at a very late stage. So, with that, let me just say thank
you to all of you for attending. I hope the information was useful and clear. And, Paulette, if you could do
so, please open up the lines and we’ll start taking some questions.>>Paulette: Okay, all right,
thank you so much, Laurence. All right, so what I will do is I’m going
to go up to the questions that we had that were not answered, and we’ll start
there and then we’ll work our way down. Okay, so, Mona, I believe we
answered your question about whether or not the certification expires. And then, here, let’s see, Veranda Curry
[assumed spelling] says isn’t the CFRM different from the CRM?>>Laurence Brewer: Yes, they
are completely different. The certificate of records management training
is our certificate that we offer here at NARA, and it is specifically focused on records
management in the Federal Government. The CRM is a professional certification
that is offered by the Institute of Certified Records Managers, which is a
private nonprofit body, and it’s not specific to the Federal Government, it also covers
private sector records managers, as well, and it is a completely different certification.>>Paulette: So let’s go to the next
question, this one is from Patsy, how soon in 2015 do you anticipate to have the
online KA courses 2 through 5 up and available?>>Laurence Brewer: That’s a good question. I can’t give you a precise
timetable at this point. We have a lot to do this
year in terms of development. Our goal is to get the development done
by the end of this fiscal year and be able to start rolling them out in FY15, but we really
need to see how things go this year in terms of the development activities, so I can’t
give you a firm timetable at this point.>>Paulette: Okay, Mona says until
NARA develops a recertification program for new certificate holders
what would you propose that a current non-expiring certificate
holder do in order to stay current?>>Laurence Brewer: That’s a good question,
and we try and get as much information out to records managers on our website. So I mentioned a couple of sources earlier. I think a good first place to look is
the records management blog that we have on the public website, called Records Express. We try and make sure that whenever we have
important or significant releases of information and records management policy that they
are available there on Records Express. And we also talked about NARA’s YouTube
channel, which I think is a great resource for newer content as we develop it. We generally try and capture through
recorded briefings and other recorded content for meetings and packages also make
it available on the YouTube channel, so I think that’s also another great resource. And then there we have a very robust
records management web page on where you could find information, not
only about NARA’s training program but the other functional areas that fall
within the Office of the Chief Records Officer, where information is being developed. There are great resources, also, on that
web page for bridge meetings and materials that are presented at bridge meetings
and recordings of the bridge meetings. I think the bridge meetings is another
great resource if you’re unable to attend to at least listen to after the fact
because that is where we try and engage with Federal agencies and let
them know about what is coming, what has been recently published, and
some of the plans that we are trying to put in place to move things forward. So I think you focus there on what’s
available on our website and keep checking back with us, I think that’s a great strategy. In addition, we have a lot of other courses
outside of the knowledge areas that we offer and a lot of them can be taken virtually.>>Paulette: Okay, so it looks
like we have some other questions. So Richard said I want my entire staff to
get the NARA Federal records certificate, can the exception training be applied to
them, as many of them are 15 years of — have 15 years of Federal record experience?>>Laurence Brewer: Unfortunately, no. The scope and applicability of what we have put
forward in NARA bulletin 2014-03 applies only to the designated agency records officer. I understand where you’re coming from,
and we would love to be able to say yes, but we have limited resources and
bandwidth to accommodate everybody who wants to obtain the certificate
via the exception process. So we need to make sure with just this calendar
year left to work with that we can focus on the designated agency records officers
and make sure that we cover them first.>>Paulette: And Patsy says what
about discounting the cost of the KA?>>Laurence Brewer: Patsy, I’m not sure
about the context of your question. I mean right now I mean I could
tell you we feel like the courses that we offer are competitively priced. We don’t have any plans to discount them. However, as I mentioned, for
agency records officers who want to receive their certificate via the exception
process we are not charging any fees for that. So that hopefully will encourage records
officers to get their certificate this year, and then we will go back to business
as usual, where we will offer the KAs for a fee beginning in calendar year 2015.>>Paulette: Okay.>>Laurence Brewer: Okay, it doesn’t
look like there are any more questions, so I just wanted to refer everyone to my last
slide, you know, I have my contact information, I’ve got my e-mail address
and my phone number there. I would just say if you have any further
questions feel free to call me or e-mail me. We also have on that slide our records
management training e-mail box, so if you have any general questions or
you would like to request access to the LMS because you’re a records officer and you
want to go through the exception process that is the e-mail address that you should use. And I would generally encourage everyone to
use our records management training mailbox because we have multiple
people monitoring that mailbox so you’re more likely to get a quick response.>>Paulette: It looks like we have
one question from Nancy Riley, what is the certification requirement for designated records officers
for Government contractors?>>Laurence Brewer: The requirement, Nancy,
applies only to agency records officers on the Federal side, so hopefully
I’m getting your question correct. So if you are a government contractor,
for example, you work for Lockheed Martin and you’re managing a records management program
for an agency the requirement does not apply to you, it would only apply to the
records officer for the Federal agency.>>Paulette: Would the training
still be available to me, Nancy asks?>>Laurence Brewer: Okay, Nancy, I’m
assuming that you’re the contractor, correct? Yes, okay. The dedicated page of the website, where we
have our course materials would not be available to you. Of course, you could still take the
courses if it’s offered in your region. We do offer the knowledge
areas in a variety of locations across the country, in addition to College Park. So if you wanted to obtain your
certificate I would simply review where the course is being offered, and
then see if you could make it to a class. But, no, unfortunately, the
section of the LMS is limited to just the Federal agency records officers
and part of that is a resource issue and the other part of it is
a reporting issue for us.>>Paulette: Okay, thank you so much,
Laurence, for a wonderful presentation. And thank you to everyone who signed on today. We hope that you have a wonderful rest of
your day, and we look forward to seeing you on future online briefings, as well as maybe
even face-to-face in one of our KA courses. Have a great day, everyone,
and we’ll see you next time.>>Thank you for joining us. We hope you found this seminar useful. For more information about the U.S. National
Records Management Training Program please visit Also, our current workshop
schedule for both face-to-face and web based training is
available online at

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