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Records ManagementRecords Management The DoD 5015.2-STD A Foundation The DoD 5015.2-STD A Foundation

For Information SuperiorityFor Information Superiority

Office of Assistant Secretary of Defense (C3I)I&I

D. Burton Newlin, Jr.

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RecordRecord Record. A record consists of information, regardless

of medium, detailing the transaction of business. Records include all books, papers, maps, photographs, machine-readable materials, and other documentary materials, regardless of physical form or characteristics, made or received by an Agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that Agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the value of data in the record. (44 U.S.C. 3301)

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DoD Records Management DoD Records Management ProgramProgram

DoD Directive 5015.2, “DoD Records Management Program” April 1997

DoD 5015.2-STD, “Design Criteria Standard for Electronic Records Management Software Applications” November 1997

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DoD 5015.2-STDDoD 5015.2-STD

This Standard is effective immediately and is mandatory for use by all DoD Components.

Electronic record management information systems already in use must comply with this Standard within two years of the effective date of this document (Nov 99’).

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DOD 5015.2-STD

DESIGN CRITERIA STANDARD

FOR

ELECTRONIC RECORDS MANAGEMENTSOFTWARE APPLICATIONS

November 1997

ASSISTANT SECRETARY OF DEFENSEFOR

COMMAND, CONTROL, COMMUNICATIONS,AND INTELLIGENCE

DoD 5015.2-STD

Foreword

Table of Contents

References

Abbreviations and /or Acronyms

1. General Information

2. Mandatory Requirements

3. Non-Mandatory Requirements

Appendix

Definitions

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DoD 5015.2-STD References

(a) Section 2902 of title 44, United States Code, "Objectives of Records Management"

(b) Section 3103 of title 44, United States Code, "Transfer of Records to Records Centers"

(C) Title 41, Code of Federal Regulations, Part 201-9, "Creation, Maintenance, and Use of

Records," current edition(d) Title 36, Code of Federal Regulations Part, 1222.10,

"Creation and Maintenance of Federal Records," current edition(e) Federal Information Processing Standard Publication

4-1, "Representation for Calendar Date and Ordinal Date for Information Interchange," March 25, 1996

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Relationships Between Laws Relationships Between Laws and COTS Productsand COTS Products

Legislation, Laws, Regulations, 44 USC. Policy Directive, DoDD 5015.2

Standard, DoD 5015.2-STD Standards Test Suites

Certified Product Register Commercial Off-the-Shelf

(COTS) Products

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1. Tested and Certified ProductsDoD Records Management ProductsDoD Records Management Products

ForeMost from Provenance, Inc TRIM from Tower Software Corp. CS-CIMS from DynSolutions, Inc with ForeMost

2. Products Scheduled for Testing:

15 June - Saros Document Manager from FileNet, Inc with ForeMost

6 July - Record Manager from Educom Business Solutions with DOCS Open from PC DOCS

3 Aug - DOCS Open from PC DOCS, Inc with e.POWER from USI and ForeMost

24 Aug - Cuadra Star from Cuadra Associates, Inc 19 Oct - RIMS Studio from PSSoftware Solutions

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Memo of UnderstandingMemo of UnderstandingBetween DoD and NARABetween DoD and NARA

The collaboration will start with a review by NARA of the government-wide usefulness of a standard, DOD 5015.2-STD, that was recently established for electronic records-management software. NARA will review the DOD standard and the testing program for their applicability throughout the Federal Government. Once this review is completed, NARA and DOD will work together to extend the standard to cover additional aspects of records management.

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WHAT REMAINS TO BE DONEDoD Records Management ProgramDoD Records Management Program

1. Continue developing RMA to meet Classification Marking , Privacy and FOIA Requirements.

2. Extend the RMA Certification Program to include the Defense Messaging System.

3. Work with NARA and other agencies to improve management of information contained in records throughout the Government.

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DoD 5015.2-STDFY 98 and 99 Revision Schedule

Develop Classification & Marking Functional StatementsIncorporate NARA CommentsAddress Other Comments Received on the StandardPrepare Functional Statements

Prepare Test Suite for RevisedStandard

Develop Privacy & FOIA Functional Statements

Develop DMS Functional Statements

Coordinate RevisedDraft Standard withGovernment &Industry

IncorporateComments

Coordinate &Approve RevisedStandard

September1998

March1999

June1999

September1999

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DoD Records Management ProgramDoD Records Management Program

Records Management Home Page

http://jitc.fhu.disa.mil/recmgt/index.htm http://web7.whs.osd.mil/dodiss/publications/pub2.htm http://www.dtic.mil/c3i/recmgmt.html#d5015

Burt Newlinburt.newlin@osd.pentagon.mil

Voice: (703) 614-6642 Fax: (703) 614-7687

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DoD Records Management ProgramDoD Records Management Program

GRS-20 (Electronic Records)

General Records Schedule (GRS) 20Save all e-mail & Word processing

DocumentsJudge Friedman directed Archivist to develop permanent plan dealing with electronic records by Sept. 30, 1998DoD 5015.2-STD Part of Solution

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C2.2.4. Storing Records

C2.2.5. Scheduling Records

C2.2.6. Screening Records

C2.2.7. Retrieving Records

C2.2.8. Transferring Records

C2.2.9. Destroying Records

C2.2.10. Access Control

C2.2.11. System Audits

C2.2.12. System Management Requirements

C2.2.13. Additional Baseline

DoD 5015.2-STD Chapter 2 Mandatory Requirements

C2.1. GENERAL REQUIREMENTS

C2.1.1. Managing Records.

C2.1.2. Accommodating Year 2000 and Twenty-First Century Dates.

C2.1.3. Implementing Standard Data.

C2.2. DETAIL REQUIREMENTS

C2.2.1. Implementing File Plans

C2.2.2. Identifying and Filing Records

C2.2.3. Filing Electronic Mail Messages (E-Mail)

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Example of Technical RequirementExample of Technical Requirement 4.3 Accommodating Twenty-First Century Dates.

RMAs shall correctly accommodate and process information containing the year 2000 and beyond as well as dates in the current and previous centuries. The capability shall include, but not be limited to, date data century recognition, calculations and logic that accommodate same century and multi-century formulas and date values, and date data interface values that reflect the century. In addition, leap year calculations shall be accommodated (i.e. 1900 is not a leap year, 2000 is a leap year).