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George W. Bush Presidential Library Electronic Records
Alan LoweApril 24, 2012
George W. Bush Presidential Library Temporary Facility
Lewisville, TX
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George W. Bush Presidential Library Permanent Facility
Dallas, Texas
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Archives 19 Archivists, Archives
Specialists, and Archives Technicians Currently processing
textual records under the Presidential Records Act and Freedom of Information Act
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Systematic Processing Plan
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EOP ERA at Bush 43 80 Terabytes, which includes:
More than 200 million emails Over 4 million digital
photographs Shared drives Scheduling assets, including
the metadata compiling the President’s Daily Diary
Additional digital assets ingested throughout other parts of the Executive Office of the President.
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Email Searching
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Email Searching (Cont.)
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Photo Searching
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Photo Searching (Cont.)
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Electronic Records Processing Plan Segments of Emails:
Focus on Important Events (i.e., 9/11) For instance, process a staff member’s emails
regarding a major event during a span of time. Mirror Systematic Processing Plan
Emails from the Freedom Corps during a span of time. Press Releases
This is where the full set of press releases exists in one distinguishable series.
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Electronic Records Processing Plan (Cont.)
Additional Search and Access Sets (SASes) Photos
We have uploaded photos to OPA, but not yet through EOP ERA.
WH Office of Records Management Subject Files
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Business Issues for Bush 43 FOIA – we must be prepared for FOIA on 1/20/14 Redaction Tool
Needed to begin fully processing electronic records. Consistency of Review
Review is subjective; match with textual records. Classified Instance
Currently on stand-alone servers in Washington, DC. Bush 43 Library will need a copy of this instance on-site
before January 20, 2014.
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EOP ERA, Bush 43, and OPA: Partnership Things to Consider:
OPA Storage Capacity ERA BRG Prioritized Task Digital Photos
Public Release Formats Successful Partnership is Vitally Important to
Bush 43
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In Closing Immense Volume of Electronic Records
FOIA drives our concern – records accessible via FOIA on Jan. 20, 2014
Desire to begin fully processing these records, and making a portion of them available to the public by April 2013
Long-term strategy and tools to make significant portions accessible
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Thank you
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FOIA/Public Access Development in EOP ERA
Sam McClureApril 24, 2012
EOP ERA Development in 2011 Support for public access review our top priority in last
year of original contract Working group of ERA staff, EOP ERA users from DC area, Bush
Library archivists, and Presidential Libraries staff
FOIA review capabilities deployed by LMC in September 2011
Remaining Issues Acquisition of standalone redaction tool Automated means of making EOP ERA output available in OPA
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FOIA/public access review enhancements in EOP ERA Archivists can update the metadata of individual assets in
EOP ERA to support output for public access Access decisions of Release, Withhold in Part, or Withhold in Full Citation of the relevant PRA restriction and FOIA exemption The FOIA case number for which this decision is made
Each asset already has metadata (added at ingest) indicating its records status and to what set of records it belongs For example, an email knows it’s a Bush Presidential email from the
“Exchange Email” Search and Access Set
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FOIA/public access review enhancements in EOP ERA Archivists can generate electronic output from EOP ERA
based on their access review decisions Dossiers in system to manage work on FOIA cases Output packages as .zip files Copies of assets released in full (in their original formats) Withdrawal sheets (as .EML files for emails, plain text files for all
other format types) for all assets withheld in part or in full Redactions (image files) for assets withheld in part (pending
purchase of redaction tool) Every withdrawal sheet and redaction will be associated (via system-
generated metadata) with their corresponding original assets
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Redaction We are in process of testing and purchasing this standalone
tool for archivists using EOP ERA to process electronic records for public access Based on software used by intelligence agencies Testing by EOP ERA archivists in DC area first Testing by Bush Library staff next Purchase and deploy
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EOP ERA Priorities in New Contract EOP ERA user community representation on Business
Requirements Group (BRG) Office of Presidential Libraries George W. Bush Library Presidential Materials Division
Our top priority this year is to make EOP ERA records available through OPA
Task given high priority by BRG and NARA management
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Current EOP ERA Work Making EOP ERA output available in OPA
Working group of EOP ERA users from DC area, Bush Library archivists, OPA staff, ERA staff, and Presidential Libraries staff Developing documentation (Vision, Concept of Operations, Assumptions, High-
Level Requirements) to define task for vendor Goal is to have EOP ERA records included in April 2013 opening
These capabilities, when deployed, will allow EOP ERA to support processing of other bodies of electronic records for online public access
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