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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Headquarters U.S. Air Force
Records Management (RM) Overview
Ms. Anh TrinhChief, Information Access Branch
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
n Why Do We Care?
n Where Are We Now?
n How Did We Get Here?
n Challenges
n Here Is What We Are Doing
n End State for United States Air Force (USAF) Records Management
n Expectations to the Field
n Questions
Agenda
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
n It’s a Force Multiplier
n Ensures continuity of operations
n Provides basis for policies, plans, operations, and personnel
n Protects legal and financial rights of USAF, members, and public
n Ensures availability of information for re-use
n Enables accounting of USAF’s activities to the general public
Failure could lead to safety incident by not properly documenting procedures, mission could be delayed due to lack of information
Ultimately, poor records management can lead to mission degradation!
Why Do We Care?
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Where Are We Now?
n Electronic era using paper-centric processesn Commanders are taking risk on RMn Lack of trained RM personneln Decentralized records storage
What is a Federal Record?Recorded information used in
the business of the United States Government Paper documents and ---
Unstructured data files like Office documents, PDF, Emails (including personal accounts) * Data in IT systems * Social
media postings * Text messages * Voicemails * Data
in the cloud
n Heavily manual, non-repeatable processes
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
n Additional duties reducedn RM duties eliminated: Functional Area Records Manager
(FARM) and Records Custodian (RC)
n Ancillary and computer-based training reduced
n Published updated RM guidance (AFI 33-322, AFI 33-364, and AFMAN 33-363)n Commanders now responsible for local RM
n CYSS shared sample plans and way ahead to MAJCOM/A6s and Comm Sq CCs
n SAF/CIO A6 re-enforced the requirement for USAF RM program, including completion of local RM plans
n Phase II of ancillary and computer-based training reductions n Innovative training
How Did We Get Here?
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
n Incorrect interpretation of additional duty reductionsn “RM program was eliminated” perception
n RM removed as by-law inspection program
n Incorrect interpretation of training reduction
n Putting the AF at risk on RMn Not all RM plans completed/approvedn Not having the resources or knowledge to conduct RM (e.g.,
reduced number of people)
n Paper records in non-compliant storage facilities
n Manual processes (e.g., records searches, filing records)
Challenges
USAF is at an unacceptable risk tolerance level6
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
n Conducted Bucket Workshops
n Initiated AFI consolidation
n Analyzing records storage facility reduction
n Developing innovative training
n Journaling email (GO/SES)
Here Is What We Are Doing
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
End State for USAF RM
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Manage electronic
information in an automated
fashion
Have relevant electronic
information protected, accessible, searchable
Drive innovation,
better decision making, support
for DoD and USAF priorities
Stop creating paper records /
eliminate storage facilities
Give time back to Airmen,
Commanders, and Records Professionals
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Expectations to the Field
n Know your RM roles and responsibilities
n Execute local RM plan
n Manage your records
Records Management is everyone’s responsibility!
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Questions
n POC: Ms. Anh Trinh
n Email: [email protected]
n Comm Phone: (703) 695-6608
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