ABOUT: FERMI is the National Archives and Records Administration’s (NARA) effort to provide a government-wide, modern, cost-effective, standardized, and interoperable set of records management solutions and services to Federal agencies. NARA has identified the common, core requirements all agencies need to support their records management programs.
VANTAGE: Federal agencies have different missions, structures, and resources, as well as lack common needs for managing their electronic records. Agencies need to manage their records in compliance with NARA’s statutes, regulations, and guidance. FERMI emerged from the Automated Electronic Records Management Plan, to support the Managing Government Records Directive (M-12-18). NARA serves as the Records Management Standards Lead for the General Services Administration’s (GSA) Unified Shared Services Management (USSM) office’s Business Standards Council.
On Monday, AUGUST 6, 2018: In conjunction with GSA, NARA held an Industry Day in the McGowan Theater and streamed the event live on NARA’s YouTube channel. NARA and GSA publicized how vendors listed on GSA Schedule 36, Special Item Number 51-600, Electronic Records Management would have the opportunity to create demos based on the draft “Use Cases for Electronic Messages.” The Use Cases are modeled after the ERM Federal Integrated Business Framework (ERM-FIBF), and describe how to manage electronic messages.
Further, NARA and GSA detailed demos must express the following three scenarios from the Use Cases:
- Determine if the electronic message can be placed under records management control. (ERM.010.L1.02)
- Manage the metadata of an electronic message record throughout the lifecycle. (ERM.020.L1.02)
- Dispose of approved electronic message records. (ERM.030.L1.02)
Vendors were asked to develop demos of how their solutions could meet these three scenarios. GSA said it would work with vendors to make the demos available to agencies through the Acquisitions Gateway. Agencies can use these demos as market research to evaluate how well solutions manage electronic messages.
The PIDB is encouraged by NARA and GSA’s combined efforts to improve the management of electronic records through smarter business practices and acquisition improvement.
The Members support NARA’s endeavor to foster solutions for access to electronic information.
On June 21, the White House published “Delivering Government Solutions in the 21st Century,” endorsing goals in the 2018-2022 Strategic Plan of the National Archives and Records Administration (NARA) to stop accepting paper records by the end of 2022, and to achieve fully electronic records management and public access across the federal government.
David Ferriero, Archivist of the United States (AOTUS), writes in his blog (AOTUS Blog): “The result is a reform plan that complements our Strategic Plan, puts records management at the forefront of other agencies’ reform agendas, and will help drive greater efficiency and effectiveness while making the Federal government more responsive to the American people.”
As incorporated by the White House, the recommended “Transition to Digital Government” seeks to reduce the costs and inefficiencies of paper-based records management and public-access services by:
- Ending NARA’s acceptance of paper records by December 31, 2022, to force agency resources into implementing the fully electronic environment;
- Coordinating between NARA and executive-branch agencies to develop guidance, technical assistance, and services required for the digital transition;
- Engaging the General Services Administration (GSA) to support implementation by connecting agencies with commercial digitization services available in the private sector.
In addition to input from NARA, the White House reform plan supports expanding the implementation of e-records management processes begun by the U.S. Citizenship and Immigration Services (USCIS) and the Social Security Administration (SSA).
The PIDB looks forward to any next steps that NARA must take to implement digital solutions affirmed by the White House reform plan, as costs and inefficiencies mount, and outmoded analog systems struggle with the unrelenting deluge of electronic records at every executive-branch agency.
Today, the Information Security Oversight Office (ISOO) released its 2017 Annual Report to the President on security classification and implementation of the Controlled Unclassified Information (CUI) program. ISOO’s report highlights the high cost and inefficiency of using outmoded systems to protect America’s classified information, and recommends that the President implement a Government-wide technology strategy for the management of classified information to combat inaccurate classification and promote more timely declassification.
Based on data collected from executive agencies, the call for a common technology solution and risk management strategy to coordinate necessary improvements in the classification system complements additional findings, recommendations and judgments in the ISOO report.
ISOO also prescribes that the Office of Management and Budget consider reforming the budget process to include security classification as a line-item, as well as to prioritize dedicated funds for research and development activities and to transform acquisition practices.
ISOO’s report notes that CUI program implementation remains challenging, with too many agencies providing only limited support. ISOO believes that robust agency implementation of compliant CUI policies designed to better protect and facilitate the sharing of sensitive information would further advance the President’s management initiatives. However, the sluggish rate of agency progress toward this goal requires immediate White House intervention.
See ISOO’s Annual Report to the President for FY 2017, for the complete set of findings, recommendations, and judgments, based on quantitative data gathered from executive branch agencies, as required under Executive Order 13526.
The PIDB welcomes a new member, Alissa M. Starzak. U. S. Senate Minority Leader Charles E. Schumer (D-NY) has appointed Ms. Starzak to a three-year term on the PIDB. The PIDB looks forward to Ms. Starzak’s participation in continuing work on transforming and modernizing the security classification system.
Ms. Starzak joins PIDB from her current position at Cloudflare, a company providing web-security and optimization services. In this position she is responsible for public policy. Prior to joining Cloudflare, Ms. Starzak worked for the U.S government in a variety of national security positions. Most recently, she served as the 21st General Counsel of the U.S. Department of the Army, after confirmation by the Senate. As General Counsel of the Army, she was the primary legal counsel to the Secretary of the Army and the Army’s chief legal officer. Her appointment as Army General Counsel followed service as the Deputy General Counsel for Legislation at the U.S. Department of Defense. As Deputy General Counsel she advised on legal issues with a legislative or congressional component, and managed an office of attorneys responsible for developing the Department of Defense legislative program.
Prior to moving to the Department of Defense, Ms. Starzak served as Counsel to the U.S. Senate Select Committee on Intelligence, focusing on legal issues relating to intelligence collection and covert action, and as an Assistant General Counsel at the Central Intelligence Agency’s Office of General Counsel. She also worked in private practice in Washington, D.C., and clerked for The Honorable E. Grady Jolly, U.S. Court of Appeals for the Fifth Circuit. She graduated from Amherst College and the University of Chicago Law School, where she served as an editor of the University of Chicago Law Review. Ms. Starzak is serving her first term on the PIDB.
The PIDB continues its role advising the President, Executive Branch officials, and Congress on ways to bring sunshine to the security classification system in the interest of our national security. During Sunshine Week, we want to share our plans for a new report and series of recommendations we believe will transform the security classification system from its antiquated, overburdened state to a modernized system capable of functioning in the digital age.
The PIDB, forming a Declassification Technology Working Group in 2015, began conversations with government technology and information officers and experts to hear of concerns and needs in the classification and declassification frontlines. Through these exchanges and findings, we reiterate our long-held recommendation that modernization of the classification system is a critical imperative. Earnest and real attempts must be made to ensure a transparent and credible security classification system by reducing over-classification and improving declassification to sustain our democratic values and citizenry from an antiquated, overburdened system.
We know the new era must be met with a bold vision, a vision that clearly and systematically surveys the future of classification and declassification for the twenty-first century. In the next few weeks we will engage with our public and government stakeholders to share a draft report titled: A Vision for the Digital Age: Modernization of the U.S. National Security Classification and Declassification System. We will seek comments and feedback on the draft Report from our stakeholders before finalizing the recommendations and presenting to the President.
The vision we provide is for a uniform, integrated and modernized security classification system sustainable in the digital environment that appropriately protects national security interests and instills confidence in the American people. The declassification business model for the future centers on (1) organizing for success via a more unified and federated enterprise-level system-of-systems approach to records declassification and (2) the acquisition and adoption of technologies and processes that leverage information age IT and telecommunications innovation and systems development.
Our draft Report will be open to thoughtful appraisal from our stakeholders. Please remain engaged with the PIDB blog to hear more about the PIDB’s newest recommendations and to participate in the finalization of our next Report to the President.
Last Friday marked the completion of the rolling review and release of the final records still publicly withheld from the John F. Kennedy Assassination Records Collection. The Public Interest Declassification Board (PIDB) acknowledges the importance of the completion of the rolling release of these records, but we must note with disappointment failure of the responsible agencies to meet the legal requirements set by the President John F. Kennedy Assassination Records Collection Act of 1992. The PIDB recognizes and respects that it is likely some of the JFK records were properly subject to being withheld or redacted to protect legitimate national security information which should remain classified. However, with the 25 years of advance notice afforded by the 1992 Act, it is difficult now to understand why the October 26 deadline passed largely unmet. Certainly, there will be no excuse for a failure by any agency to meet the extended deadline of April 26, 2018, set by the President. The American public deserves no less. We look forward to the completion of the re-review process that the President has directed and will continue monitoring the release of these records of high historical significance.
All Federal agencies are required to produce a strategic document every four years. The National Archives and Records Administration (NARA) invites public and government partners, stakeholders, and colleagues in the archival, historical, and records management communities to submit comments on NARA’s draft 2018-2022 Strategic Plan.
The Public Interest Declassification Board (PIDB) encourages its stakeholders to submit comments on NARA’s strategic plan by the September 1, 2017 deadline.
Instructions to provide feedback are available online or by email to email@example.com. If you have any questions about the draft plan or the review process, please email firstname.lastname@example.org or the PIDB’s email email@example.com.
Highlights from NARA’s Draft Strategic Plan:
The draft strategic plan establishes NARA’s mission, strategic goals, and objectives. The plan describes how NARA will meet a vision of the agency’s future where it will be known for “cutting-edge access to extraordinary volumes of government information and unprecedented engagement to bring greater meaning to the American experience.” Notably, the plan provides Federal agencies, already implementing electronic records management, with a deadline for the next step in the transition to fully-electronic recordkeeping: By December 31, 2022, NARA will no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata.
Other select goals and objectives include:
- By FY 2019: NARA will conduct inspections of records management practices at 10% of Federal agencies, to ensure that Federal email and other permanent electronic records are being managed in an electronic format.
- By FY 2020: Digitize 500 million pages of records and make them available online to the public through the National Archives Catalog
- By FY 2021: 82% of NARA holdings will be processed to enable discovery by the public
- By FY 2025: Provide finding aids to 95 percent of the holdings described in the National Archives Catalog
- By FY 2025: NARA’s data will be used as a primary data source by at least 15 external sources
- By FY 2025: Will have 1 million records enhanced by citizen contributions to the National Archives Catalog
The PIDB will post its comments on NARA’s draft strategic plan in the coming weeks.
On July 11, 2017, the House of Representatives Minority Leader, Nancy Pelosi announced the appointment of John F. Tierney to serve a three-year term as a member of the Public Interest Declassification Board. The members of the PIDB look forward to working with Mr. Tierney as they continue their efforts to improve declassification and modernize the classification system. You may access a biography of Mr. Tierney here.
Yesterday, President Trump presented Argentine President Mauricio Macri with a CD containing approximately 3,300 pages of records relating to human rights abuses committed in Argentina between 1975 and 1984. The documents are part of a comprehensive interagency project by 14 Government departments and agencies to search their archives and identify and review for public access records documenting these abuses. They have been long sought by the Government of Argentina and researchers.
The documents released today are grouped into two collections. The first group contains newly available information from previously withheld documents. They were originally reviewed by the State Department in 2002 but reviewers determined they could not be released to the public at that time. They provide new details on U.S. policies, information on specific abuse cases, and U.S. efforts to end abuses. These documents are integrated into a database titled, “Argentina Declassification Project” and can be viewed here.
The second group of documents consists of records identified by State Department historians as they compiled the Foreign Relations of the United States (FRUS) South America, 1977-1980 volume. They document high-level policy discussions and deliberations as the Carter administration sought to deal with the Argentine dictatorship. These documents were identified for inclusion in the Argentina and Latin American Region chapters and can be viewed here.
The Public Interest Declassification Board (PIDB) has long recommended the importance of prioritizing records for declassification. In 2012, we wrote our report to the President on Transforming the Security Classification System and focused on this recommendation in our 2014 report to the President titled Setting Priorities: An Essential Step in Transforming Declassification. The recommendations in these reports advocated that the best use of department and agency resources should be spent on reviewing relevant topics of historical interest. The PIDB commends the cooperative effort by all departments and agencies undertaking exemplary projects like this one which are of great historical value and should become a prototype for the declassification of significant government information.
Other Links of Interest
The Department of State publicized these documents with a press release as well as through a DipNote blog post
IC on the Record has publicized the release on their official blog.
The release was publicized in Argentina, including in the Buenos Aires Herald, an English language newspaper.
In the U.S. the National Security Archive blogged about it and posted an Electronic Briefing Book here.
This week is Sunshine Week, an annual initiative that seeks to educate the public about the importance of openness in government. Each year during mid-March, organizations dedicated to advocating for a more open government hold events around the nation to
discuss the various ways we can hold our government accountable to the people by limiting secrecy and advancing the free exchange of information.
The PIDB supports these Sunshine Week events, including one being held today at the National Archives and Records Administration. The event features a variety of panelists, including the Archivist of the United States and the Librarian of Congress, as well professionals from the Office of Government Information Services and civil society groups, who will discuss the importance of increasing the public’s ability to access government information.
As a Presidential Advisory body, the PIDB will continue its role of advising the President, Executive Branch officials, and Congress on ways to bring sunshine to the security classification system in the interest of our national security. We believe, and have reiterated in every report written, the need for limiting secrecy to the absolute minimum necessary to achieve our national security initiatives.
Indeed, sharing information as soon as is possible brings credibility and transparency to the security classification system, ideals we know are necessary for its successful functioning. As current events have demonstrated, the credibility of our government is a major factor in its ability to do its job effectively. Transforming and modernizing classification and declassification across government so they function more effectively in today’s digital information environment is critical to reducing over-classification and improving access to information that no longer requires protection.
Sunshine Week is also an opportunity to commemorate the tenure of one of our longest serving members, Sanford Ungar. Sandy completed his third appointment as a member of the PIDB in early March. Among his many accomplishments while on the PIDB, Sandy was instrumental in developing the recommendations for all three PIDB Reports to the President, including the latest Setting Priorities report, which focuses on the prioritization of historical records of interest in declassification review. Sandy’s experience as a journalist and historian helped shaped many of his insights while a PIDB member. His dedicated service to the nation will not be forgotten and we wish him all the best in the next chapter of his professional and personal life. We are thankful the PIDB will have Sandy as an enduring resource to call upon as we continue our work in promoting a more open government. On behalf of the members, past and present, we thank Sandy for his contributions and congratulate him on his tenure as a member of the PIDB.