Records Strategy: Deploying the Full Spectrum of DoD Information for Decision AdvantageThis DoD Records Strategy envisions a DoD Information Enterprise in which records are curated, records management processes are automated, and governance accountability is clear. Setting these goals for DoD records-curated , automated, and governed-provide the direction for DoD to mitigate risks to records while leveraging records as valuable resources. Records curation is the identification, assessment, and contextualizing of DoD records to facilitate management across the records' lifespan from capture through disposition. Well-curated records can be trusted across the organizational and functional boundaries within DoD. With accountability of records and automation of their management, the information contained in DoD records can inform the decisions necessary to build ongoing systemic advantages. This DoD vision for records addresses what information we have, how to get it, and how long to keep it. With the explosion of data created from the Internet of Things to databases to the desktop, this does not mean that every piece of data captured by every device on the Internet or every database field update must be curated and captured under records control. Rather, realizing data that documents DoD's functions and activities is a record allows for the use of efficient automation through the data's lifespan. Further, curated records guard against the use of misleading or erroneous data for analytics and any downstream results based on that data. To that end, this DoD Records Strategy builds upon the DoD data goals to ensure DoD records are visible, accessible, understandable, linked, trustworthy, interoperable, and secure. U.S. Department of DefenseDoD_5e8dcfdc-5d6a-11df-839d-400e7a64ea2aKathleen H. HicksDeputy Secretary of DefenseNational Archives and Records AdministrationAs the National Archives and Records Administration tells us, a successful RM program depends on many organizational elements in the form of advocacy, delegations and designations, resources, funding, partnerships, and cooperation. This DoD Records Strategy enumerates specific approaches for meeting the records goals.DoD Senior LeadersAll senior leaders have a critical role to play in meeting the DoD records goals. Recruiting and retaining programmatic and technical staff focused on RM sets the stage for leveraging DoD's knowledge base for decision making. Engaging records professionals early in the IT acquisition process will enable designing RM into IT systems and services when it can be done most efficiently. Creating a culture of collaboration across data, information, knowledge, and records efforts can be a force multiplier.DoD Chief Information OfficerAs the DoD senior leader with responsibility for RM policy and oversight, the DoD Chief Information Officer (CIO) will set the foundation with policy that addresses ERM planning and metrics and measures of accountability to ensure compliance and guide DoD Component programs... ^^ The DoD CIO will take initial steps to develop tools for communicating this strategy and advocating for action. The DoD CIO will revise records policy and continue to leverage the Capability Planning Guidance and Budget Certification processes toward achieving the records goals.DoD ComponentsMost critically, the DoD CIO will collaborate with all DoD Components to ensure records are curated, automated, and governed-following a long-term and enterprise-wide approach to managing records as national assets across all DoD environments. DoD Records OfficerThe DoD records officer will use this strategy, combined with active participation of all DoD Components, to ensure records are curated, automated, and governed. While this strategy provides a guide to implementing and updating policy, much work remains to strategically use a DoD records schedule, define metadata for records and records sharing, implement ERM in a federated enterprise architecture, and assemble a 21st century records workforce. This DoD Records Strategy provides a long-term and enterprise-wide approach to managing records as a national asset across all DoD environments. Good decisions at all levels_1d19eb70-f9e3-11ed-a75d-e2a6f582ea00To enable an enterprise where all records are lifecycle managed and discoverable by authorized users at all levels of operations and decision making_1d19ed32-f9e3-11ed-a75d-e2a6f582ea00Decision-MakingRecords management (RM) is a vital process that ensures high-quality decision support information. Good records enable good decisions at all levels. Poor RM can waste time and resources (and sometimes even jeopardize missions and lives). U.S. Department of Defense (DoD) records that are available and well managed add context, historical consistency, and rigor to vast amounts of information available to decision makers in today's DoD Information Enterprise. As the U.S. Government and DoD face increasing threats from vulnerabilities in cyberspace to physical threats from adversaries, bringing responsive, valuable, and trusted records to bear will enable DoD to better leverage its vast trove of institutional knowledge.DiscoverabilityAchieving the DoD records goals enables an enterprise where all records are lifecycle managed and discoverable by authorized users at all levels of operations and decision making. Investing in this solid foundation of RM capabilities allows DoD to strategically deploy the full spectrum of information for decision advantage. Meeting this vision is predicated on four key enablers: Machine-ReadabilityStrategic Use of a DoD Records ~ Schedule through improvements that provide a machine-readable roadmap to the value of digital assets and to support business processes, interoperability, and analytics... ^^ Metadata is the backbone of digital curation, and with metadata an electronic record is retrievable, identifiable, and usable. Metadata enables a machine-readable method of maintaining the information needed for managing the record across its lifespan. By capturing metadata as close to the data source as possible, aspects of curation become candidates for process automation, and much of the end users' burden of identifying and descripting the records can be mitigated. Curation will prepare the information space for record seekers to discover authoritative information more efficiently. In addition, metadata is applied to records when digitized and will accompany permanent records when transferred to NARA for long-term preservation and accessibilityGovernanceTo ensure records are governed, metadata will assist records professionals to identify the organization responsible for the record's proper capture, storage, disposition, maintenance, and retention planning, also known as the record's lifecycle. While this may often be the same as the record's creator organization, the responsible organization could change for various reasons, including policy, record transfer, or organizational restructuring. Both of these roles (i.e., the office of record and the creator) are important to managing the record. By realizing the goal for governed records, consumers and decision makers will not only know the responsible party for a record with this metadata, but records professionals can also ensure proper governance by holding the appropriate office accountable for following RM regulations.AutomationComplete Metadata for Records and Records Sharing that supports automated records lifecycle management to enable simpler record retrieval, guarantee a record's trustworthiness, link a record's context, and ease user burden... ^^ Metadata enables automation and, at the same time, automation allows for efficient population of metadata. A key concept for records metadata is to harvest metadata from the system as soon as it is known. When time is spent selecting metadata that can otherwise be captured automatically, many users can become frustrated. During development, the technical team can identify the points of metadata capture and possible use of Al for metadata population. When there is a standard set of records metadata supported by the DoD IE, population of metadata and its downstream use become easier to adopt. GuidanceProviding guidance for Electronic Records Management (ERM) in a Federated Enterprise Architecture for use in information technology (IT) development processes to enable curation, automation, and governance to meet the challenge of managing the scale of DoD records in a zero-trust environment.SkillCreating a multidimensional 21st Century Records Workforce with skillsets in program management, ERM, records cu ration, and administrative support to meet the full range of records goals. CurationCurate Records_1d19edfa-f9e3-11ed-a75d-e2a6f582ea001Curate Records - Consumers can exploit the value of the record for decision making. ^^ Curation is the identification, assessment, and contextualizing of DoD records to facilitate management across the records' lifespan from capture through disposition. Curation is achieved by assessing the value of the record , capturing standardized characteristics and provenance of the record, and using those characteristics to manage the record's lifespan. This is similar to curation of an artifact for museum exhibition, but accomplished at the speed and scale for the digital age.AssessmentAssess the value of record contents_1d19efa8-f9e3-11ed-a75d-e2a6f582ea001.1Records should be treated according to their value. To curate an artifact, a team using experience and tools examines an object to understand its value, captures standardized characteristics, and applies proper preservation methods. The key to curation of records is the assessment of the value of the records' content both to the mission of DoD and to the enduring historical or other value that warrants continued preservation. This assessment happens asynchronously and includes experts in the functional area of the information._7a46c3a0-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_1[To be determined]RetentionCodify the required retention time for each type of record_1d19f07a-f9e3-11ed-a75d-e2a6f582ea001.2As shown in Figure 3, the assessment process feeds the DoD records schedule, which serves as the blueprint for ongoing curation and codifies the required retention time for each type of record whether operational records, personnel records, or correspondence. During day-to-day DoD operations, information is created and received by both people and automation. Based on the blueprint, information is identified as records, context is added, and the record captured for mission use. At the end of a record's lifespan, temporary records are destroyed and those with archival value are transferred to NARA._7a46c62a-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_2[To be determined]Reassement & EvolutionReassess and evolve the records schedule_1d19f138-f9e3-11ed-a75d-e2a6f582ea001.3The DoD records schedule includes the logical superset of DoD records schedules from across Components and evolves based on reassessments of records and identification of new types of records. This evolving blueprint allows for changes to retention when processes and business needs are updated or there are inadequate retention periods due to changes in programs and priorities._7a46c814-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_3[To be determined]Usage & ReferencingAnalyze use patterns and referential links to help determine the value of records_1d19f200-f9e3-11ed-a75d-e2a6f582ea001.4Records curation will benefit from analysis of use patterns and referential links to help determine the value of the record . This is where a loosely coupled, data-centric environment can benefit the curation process._7a46cab2-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_4[To be determined]ML/AIApply machine learning and artificial intelligence to process use logs and links to inform and accelerate assessment processes _1d19f2be-f9e3-11ed-a75d-e2a6f582ea001.4.1Machine learning and artificial intelligence (Al) approaches can help process use logs and links to inform and accelerate assessment processes. _7a46cc92-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_5[To be determined]GuidesCreate User-Centered Record Identification Guides_2b49a25e-fa46-11ed-9301-73380283ea00Approach 1.1While the definition of records and recorded information is set by statute, the understanding of how this impacts each DoD user is based on their mission and context. Records professionals must be sensitive to how users define and interpret specific RM terms and processes. DoD organizations will develop guides for users that translate applicable records schedules into their typical work processes and artifacts, increasing accurate identification and reducing risk to DoD records._7a46ce7c-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_6[To be determined]MetadataDefine a Metadata Standard for Records Interoperability_2b49a420-fa46-11ed-9301-73380283ea00Approach 1.2RM has unique requirements for metadata to curate and manage records throughout their lifecycles. For example, records control metadata is needed to capture legal disposition authorities and instructions. This approach calls for the definition of RM-specific metadata and adoption of metadata from other disciplines such as cybersecurity and data management for RM use. Further, a machine-readable standard will enable sharing and interoperability of both records and records schedules themselves.Approach 1.2.1Metadata Standard_7a46d070-fa6e-11ed-b36e-c72b75babdf6_7a46d246-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e006bbc-0a9b-11eb-9ddb-fdb72983ea00SupportsSupports DoD Data Strategy Goal 3: Comprehensibility - Make Data Understandable ~ Consumers can find descriptions of data to recognize the content, context, and applicability. | Making data understandable through descriptions provides the same value in the specific context of records as it does in all data contexts. Descriptions include the value of the data to the mission through records aooraisals and practices. Sharing and interoperability of both records and records schedules is enabled via a machine-readable metadata standardStatusDefined[To be determined]Approach 1.2.2Relationships & Dependencies_7a46d426-fa6e-11ed-b36e-c72b75babdf6_7a46d610-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e006bbc-0a9b-11eb-9ddb-fdb72983ea00SupportsSupports DoD Data Strategy Goal 4: Relationships & Dependencies - Make Data Linked ~ Consumers can exploit complementary data elements through innate relationships. | The linked data goal is manifested in RM through the concept of the "Relation" metadata category as defined by the International Organization for Standardization and adopted by NARA. Examples of relationships found in the records context include project files and case files.Metadata enable the discovery of relationships and dependencies.StatusDiscoverable[To be determined]Approach 1.2.3Standards & Formats_7a46d80e-fa6e-11ed-b36e-c72b75babdf6_7a46da02-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e006bbc-0a9b-11eb-9ddb-fdb72983ea00Mutually SupportiveMutually supportive with DoD Data Strategy Goal 6: Interoperability - Make Data Interoperable ~ Consumers and producers have a common representation and comprehension of data. In the case of records , proper exchange of data includes standards and formats that include the record context with the data.Data is exchanged based upon standards and formats that include the record context with the dataStatusEstablished[To be determined]DoD GRSCodify a Defense General Records Schedule_2b49a51a-fa46-11ed-9301-73380283ea00Approach 1.3DoD will define and publish a refinement of the NARA GRS to standardize its application in DoD and enable automated processes for RM . Disposition instructions in a defense GRS will be defined to allow implementation through systems and reduce ambiguity for the Department. A defense GRS will provide a mechanism that can be digitized and used in IT services that are deployed across DoD Components. A defense GRS will adhere to the NARA GRS to alleviate any need for further appraisal. This DoD-wide approach is critical as cloud-based shared services are adopted across multiple Components._7a46dcbe-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_7[To be determined]WorkforceDesign a RM Workforce to Support Records as a National Asset_2b49a628-fa46-11ed-9301-73380283ea00Approach 1.4The need to transform the RM workforce has been catalyzed by the transition to electronic records. This transition has not only significantly increased the workload of the RM community but increases the complexity of RM personnel requirements. To properly transform the RM workforce, DoD requires a workforce plan to guide DoD Components to grow skills needed in support of ERM. This workforce plan will be developed in collaboration with existing workforce development initiatives to leverage any knowledge, skills, and abilities already available in the workforce. Components will need to commit to this common framework that supports the management of records as a national asset, clarifies distinction among job levels to support career development, and fosters cross-functional coltaboration. By adopting a RM workforce plan, DoD Components can provide pathways that unlock potential, opportunity, and performance for current RM professionals to grow their expertise and expand their capabilities as well as attract new talent with the necessary skillsets and experience. _7a46dff2-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_8[To be determined]DeletionsSet Default Deletion Policies Across Data and Records Sources_2b49a718-fa46-11ed-9301-73380283ea00Approach 1.5Default disposition policies will be set across DoD that allow for disposal of data that has no administrative, legal, research , or other value. With the explosion of recorded information, DoD needs default disposition policies used across all sources to plan disposal of all non-records. This is particularly critical for records that arise from systems or services where the content of the record is unknown at the time of deployment and therefore many retentions might apply, as in the case of a messaging system. Identification of records and assignment of disposition authorities override any default policies._7a46e22c-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_9[To be determined]AutomationAutomate Records Processes_1d19f37c-f9e3-11ed-a75d-e2a6f582ea002Automate Records Processes for All Users - Consumers have automated support for processes that create, receive, or manage records. ^^ Processes that create, receive, manage, or dispose of records are built into IT systems and services. With the transformation to electronic records comes opportunities to leverage IT to minimize the burden on all DoD users to meet their responsibilities for documenting U.S. Government business and preserving U.S. history. Information SystemsIntegrate RM into the design, development, enhancement, and implementation of electronic information systems_1d19f444-f9e3-11ed-a75d-e2a6f582ea002.1Automating RM is a source of systemic strategic advantage that will streamline and integrate records into daily operations. Automation uses IT to minimize user burden through the use of metadata, business processes, machine learning, and Al. A key method for realizing the advantages of automation is fully integrating RM into the design, development, enhancement, and implementation of electronic information systems, including those that are cloud-based, shared services, and loosely coupled data assets. Application of Al and machine learning techniques may improve curation processes as well. _7a46e420-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_10[To be determined]IT DevelopmentIntegrated records requirements with IT development_1d19f50c-f9e3-11ed-a75d-e2a6f582ea002.2Prior to and during acquisition, records requirements need to be integrated with IT development to avoid introducing obstacles to information governance within the IT environment. Also, any vendor engineering decisions about permissions scoping and access to information within the offering need to be identified and understood to deploy the service in a manner that supports the DoD Component or Components making use of the acquired service. RM is often not considered or prioritized during the acquisition of an IT system; this may result in the need for manual efforts, non-compliance or inefficient means of achieving compliance such as manual processes or additional acquisition. These challenges are less daunting if RM is considered in the planning and design phases._7a46e61e-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_11[To be determined]Specialist RoleDefine an IT Specialist Role for Electronic Records Management_2b49a808-fa46-11ed-9301-73380283ea00Approach 2.1The DoD CIO will work with appropriate stakeholders such as the U.S. Office of Personnel Management and the Office of the Under Secretary of Defense for Personnel and Readiness to define a new IT specialist role for ERM within the IT workforce. While there is a history of a structured approach to systems design and architecture, the forethought and framework for RM functionality in a specific IT system or service are often absent, overlooked, or underutilized. To truly realize automated RM , system techniques for efficiency and programming must be applied. To apply these techniques, members of the records workforce must understand data and record implications of IT systems and services._7a46ea42-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_12[To be determined]ComplianceTransition to a New Compliance Framework with Guidance_2b49a916-fa46-11ed-9301-73380283ea00Approach 2.2The DoD CIO will publish a DoD manual to provide guidance to acquisition planning for IT programs and to evaluate compliance of IT solutions. There are significant planning considerations specific to RM that need to be addressed for any IT capability acquisition. In many cases, the considerations may be addressed through collaboration with RM staff or other functional experts. The DoD manual will document these windows of opportunity. RM considerations in the inclusion of metadata and its population will be explored. This guidance is critical because it is not uncommon for the lifetime of a valuable set of records to be longer term than the lifespan of a specific IT system or service. The DoD manual will also be used as a tool to evaluate compliance of IT systems and services and identify gaps in RM functionality. A notification process for systems and services with RM deficiencies will be put into place to clearly identify the fundamental activities needed to address RM concerns. _7a46ec7c-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_13[To be determined]ServicesMake RM IT Services Available_2b49aa24-fa46-11ed-9301-73380283ea00Approach 2.3 As one option within the DoD IE, DoD will provide enterprise RM IT services for long-term retention and permanent records transfer to NARA. The deployment of enterprise services for RM must be efficient for the enterprise and significantly reduce risk to DoD records. Deployment could include acquisition of new capabilities or expansion of capabilities within current enterprise services. These IT services would fulfill the vision for a federated architecture and fill gaps for many of the DoD Components that are currently working to meet the challenges of managing records in place where the scale of data warrants it._7a46eeac-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_14[To be determined]Auto-CategorizationDeploy Auto-Categorization Capability_2b49ab28-fa46-11ed-9301-73380283ea00Approach 2.4 While the promise of auto-categorization has been discussed for more than a decade, the tools available in industry have evolved, making use of Al and machine learning techniques to use records content and attributes to assign metadata. The legal system is allowing for this type of technology to be defended as a repeatable process for use in information management.Approach 2.4.1Tool_7a46f190-fa6e-11ed-b36e-c72b75babdf6_7a46f3ca-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e006130-0a9b-11eb-9ddb-fdb72983ea00SupportsSupports DoD Data Strategy Goal 1: Visibility - Make Data Visible ~ Consumers can locate the needed data. | Just as with data, the goal of making records visible enables authorized users to discover the existence of records that are responsive to the search.DoD IT providers will make an auto-categorization tool available for DoD. This tool will significantly reduce risk to DoD records, alleviate the burden on end users for assigning records schedule items, and provide an improved level of categorization accuracy through the records portfolio. StatusAvailable[To be determined]Guidebook & PlaybookDevelop an ERM Guidebook and Playbook_2b49ac4a-fa46-11ed-9301-73380283ea00Approach 2.5 As software modernization continues to reimagine delivery of IT services in DoD, how information and records are managed cannot be left as an afterthought. In-depth guidance and industry best practices can be documented for use in the DevSecOps discipline for software development. Actions and checklists will be developed as a playbook to provide manageable ways for RM to be addressed within this context._7a46f618-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_15[To be determined]GovernanceGovern Records Across the Lifecycle_1d19f5d4-f9e3-11ed-a75d-e2a6f582ea003Govern Records Across the Lifecycle - Consumers can be confident the record is maintained by the accountable organization throughout its lifespan. ^^ Accountability for the record is assigned for its entire lifespan. Governance processes provide the framework for ensuring accountability, implementing metrics, and advocacy.Information & KnowledgeEnable decision makers to tap information and knowledge from the full spectrum of records_1d19f6a6-f9e3-11ed-a75d-e2a6f582ea003.1Decision MakersThe vision for DoD records in which tactical and strategic decision makers are able to tap the information and knowledge from the full spectrum of records allows for records to become a strategic asset. This transformation of RM from a burden to a systemic advantage requires records to be proactively well governed and lifecycle managed. Most working in IT understand the universe of valuable datasets and records collections is not static and that new data and uses are being identified constantly. In fact, the change is accelerating due to increasing sources of data and sophisticated uses through application of Al. 3.1.1Information & Knowledge_7a46f852-fa6e-11ed-b36e-c72b75babdf6_7a46fbe0-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e0066ee-0a9b-11eb-9ddb-fdb72983ea00Supported bySupported by DoD Data Strategy Goal 2: Accessibility - Make Data Accessible ~ Consumers can retrieve the data. | Consumers can retrieve records just as consumers can retrieve data within the DoD zero-trust architecture. The goal of making data accessible to authorized users allows for access to DoD records in digital form. Tactical and strategic decision makers are able to tap the information and knowledge from the full spectrum of DoD recordsStatusAccessible[To be determined]3.1.2Trustworthiness_7a4702ac-fa6e-11ed-b36e-c72b75babdf6_7a470504-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e00785a-0a9b-11eb-9ddb-fdb72983ea00Supported bySupported by DoD Data Strategy Goal 5: Trust - Make Data Trustworthy ~ Consumers can be confident in all aspects of data for decision making. | Data that is declared as complete records is placed under records control, thus limiting the ability to alter the content. Data under records control increases its trustworthiness. Data is declared as complete records and placed under records controlStatusControlled[To be determined]Digital InformationProactively govern digital information_1d19f778-f9e3-11ed-a75d-e2a6f582ea003.2Digital information that is not proactively governed becomes a digital data dump in which any valuable parts are obscured within obsolete or useless clutter. As such, users waste time sorting through irrelevant data to find content responsive for decision making. Accountability for lifecycle management of records is our path forward for this challenge. Visibility into records holdings and accountability for the disposal or preservation of records provides opportunities for IT efficiencies to be identified. ^^ The accountable organizations must advocate for RM funding through the Planning, Programming, Budgeting, and Execution processes; develop strategies to "upskill" the records workforce; specify RM capability requirements in the Joint Capabilities Integration and Development System and similar processes; acquire compliant capabilities through the Defense Acquisition System; and ensure that the records are preserved and secured. _7a470752-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_16[To be determined]FundingAdvocate for RM funding_1d19f84a-f9e3-11ed-a75d-e2a6f582ea003.2.1_7a4709be-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_17[To be determined]SkillsDevelop strategies to "upskill" the records workforce_1d19f930-f9e3-11ed-a75d-e2a6f582ea003.2.2_7a470c2a-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_18[To be determined]RequirementsSpecify RM capability requirements in the Joint Capabilities Integration and Development System and similar processes_1d19fa0c-f9e3-11ed-a75d-e2a6f582ea003.2.3_7a472a5c-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_19[To be determined]CapabilitiesAcquire compliant capabilities through the Defense Acquisition System_1d19fae8-f9e3-11ed-a75d-e2a6f582ea003.2.4_7a472cbe-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_20[To be determined]Security & PreservationEnsure that the records are preserved and secured_1d19fbd8-f9e3-11ed-a75d-e2a6f582ea003.2.53.2.5.1Security_7a472f20-fa6e-11ed-b36e-c72b75babdf6_7a47316e-fa6e-11ed-b36e-c72b75babdf6https://stratml.us/docs/DODDS.xml#_0e0089bc-0a9b-11eb-9ddb-fdb72983ea00Mutually supportiveMutually supportive with DoD Data Strategy Goal 7: Security - Make Data Secure ~ Consumers know that data is protected from unauthorized use and manipulation. | Protection of DoD data while at rest, in motion, and in use is critical for protecting records.Records are preserved and securedStatusProtected[To be determined]Acquisition PolicyIncorporate Records Considerations in Acquisition Policy_2b49ad62-fa46-11ed-9301-73380283ea00Approach 3.1Acquisition programs prescribe how and what records will be created, either as proactively planned or as an unintended side effect. If records equities are not considered proactively, the prescribed records will be a vulnerable side effect, resulting in increased risk to DoD records and potentially increased resources needed during deployment and operation to fill any gaps. If records equities are part of acquisition planning, judicious decision making may consider the best use of time and resources to create, manage, and protect the most valuable information-the records. To realize proactive records planning in the acquisition process, direct linkage is needed in acquisition policy. A review of DoD acquisition policy through a records lens will provide the necessary data to build a roadmap for change._7a4733c6-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_21[To be determined]LeadershipDesignate DoD Component Senior Leaders for RM_2b49ae84-fa46-11ed-9301-73380283ea00Approach 3.2Senior leaders across DoD and within DoD Components will be identified and designated to play a leadership role in RM governance and advocacy. While some DoD Components have such a leader already designated, there are gaps in the support of RM. These designated leaders should be strategically chosen as RM advocates for their Component and able to have routine engagement with the DoD SAORM and other critical functional areas, such as IT and data management. In addition, the senior leaders must be able to have a strong working relationship with the Component records officer. _7a47361e-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_22[To be determined]Portfolio ManagementAdopt Records Portfolio Management_2b49afce-fa46-11ed-9301-73380283ea00Approach 3.3To identify solutions within the records portfolio, plan for automation throughout the records lifecycle, and fill gaps in the current services' environment, records officers across DoD will adopt a portfolio approach to RM through a designed governance forum to guide resourcing, scheduling, and automation decisions. When DoD records are governed across the lifecycle, an organization understands its records sets in a way that can drive other supporting activities. For each records set, a DoD organization is designated as accountable for managing the records, allowing for investments and mitigation actions to be prioritized based on risk and value. This portfolio approach allows for decisions to be made while understanding the risks associated with loss of operational or administrative records. ^^ DoD records officers must be empowered by their senior leadership to effectively inspect their RM programs and evaluate plans of corrective action. NARA has described these inspections as essential to any RM program and identified the Office of the Secretary of Defense, Defense Technical Information Center, and U.S. Northern Command evaluation processes as best practices in their NARA Inspection Series Summary Report. ^^ This portfolio management approach is critical for effective governance in the DoD IE in which the mission owner may be a different organization than the IT provider. This is becoming more common as efficiencies of shared services and enterprise services are realized. A clear understanding of which organization is accountable for management of records is the foundation for governance. Existing DoD tools such as the DoD IT Portfolio Registry provide a starting point for adopting this approach._7a473880-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_23[To be determined]Standards & MetricsDeploy a RM Program State of Health Framework_2b49b0fa-fa46-11ed-9301-73380283ea00Approach 3.4Rigorous management processes provide the mechanisms for ongoing curation and automation of an organization's records collection. By defining a framework and setting standards and metrics for measuring RM programs across DoD, gaps in performance, policies, and resources can be identified and improvement plans can be developed more strategically. The framework will be comprehensive and consider the entirety of DoD while being reliable, recurring , and relevant. Additionally, it will clarify goals and objectives identified in authorizing legislation and implemented policies and strategies, include an evaluation method and data sources, and fold in findings from critical events, such as annual reporting and other indicators from observations and risk reporting, to ensure the State of Health framework has the latest information._7a473b14-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_24[To be determined]Terms & RelationshipsCodify Data, Records, Information, and Knowledge Terms and Relationships_2b49b23a-fa46-11ed-9301-73380283ea00Approach 3.5As with many overlapping disciplines, there is ongoing confusion over the terms data, records, information, and knowledge; the management of each; and the responsibilities of the practitioners in each. At times, the seeming desire to draw lines between these disciplines can result in conceptual and systemic silos that do not best serve the mission. These terms and their sets of related efforts and processes will be examined in a holistic context focused on supporting DoD's mission._7a473dc6-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_25[To be determined]DigitizationProvide Enterprise Digitization Services_2b49b38e-fa46-11ed-9301-73380283ea00Approach 3.6With the mandate to digitize records in accordance with 0MB and NARA Memorandum M-23-07, many DoD Components have challenges in digitizing extensive paper records collections. Providing a digitization service using format standards that can be leveraged across DoD Components provides a path to meeting the goals of 0MB and NARA Memorandum M-23-07 in a manner that takes advantage of the scale of DoD. With a digitization service available, a garrison, naval station, or air or space base can consult a catalog, choose a U.S. Government provider, and then use an interagency purchase request to minimize contracting overhead. These services will also help DoD Components digitize their public-facing applications and services as required by the 21st Century Integrated Digital Experience Act._7a474122-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_26[To be determined]ImplementationMove from strategy to action_1d19fcbe-f9e3-11ed-a75d-e2a6f582ea00Moving from Strategy to Action ~ The path toward DoD records that are curated, automated, and governed is lengthy, involves many processes, and includes stakeholders from across the Department. In the short term, the DoD CIO, in the role to provide RM policy and oversight, will take the following steps:Communications PlanDevelop a communications plan to advocate for DoD records and records goals._1d19fd9a-f9e3-11ed-a75d-e2a6f582ea00Step 1DoD CIODoD LeadershipRM CommunityTo effectively communicate and build awareness of the goals and approaches outlined in this strategy, the DoD CIO will enlist the assistance of leadership and the RM community._7a4743ca-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_27[To be determined]SocializationUse tools, including stand-alone briefings and meetings, to socialize this strategy with decision makers and stakeholders._1d19fe94-f9e3-11ed-a75d-e2a6f582ea00Step 2Decision MakersStakeholders_7a47467c-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_28[To be determined]IssuancesRevise DoD issuances to incorporate concepts and goals of the strategy to include DoDI 5015.02, a replacement of DoD 5105.02-STD with a DoD manual, and any directive-type memorandums that are appropriate for filling policy gaps on a timely basis._1d19ff7a-f9e3-11ed-a75d-e2a6f582ea00Step 3_7a474938-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_29[To be determined]ComplianceReimagine the compliance framework for any IT system and service that includes records._1d1a006a-f9e3-11ed-a75d-e2a6f582ea00Step 4_7a474bea-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_30[To be determined]Inspections & ReportsUse this strategy along with NARA inspection reports and annual reports to develop the RM State of Health framework called for in Approach 5.3.4._1d1a0164-f9e3-11ed-a75d-e2a6f582ea00Step 5NARA_7a474ea6-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_31[To be determined]Planning & BudgetingContinue to leverage the DoD CIO Capability Planning Guidance and Budget Certification processes to provide guidance, inform the RM State of Health, and enable oversight of the DoD RM program. _1d1a0254-f9e3-11ed-a75d-e2a6f582ea00Step 6DoD CIO_7a47522a-fa6e-11ed-b36e-c72b75babdf6PLACEHOLDER_32[To be determined]_7a47550e-fa6e-11ed-b36e-c72b75babdf62023-05-24https://dodcio.defense.gov/Portals/0/Documents/Library/DoDRecordsStrategy.pdf_7a4757d4-fa6e-11ed-b36e-c72b75babdf6OwenAmburOwen.Ambur@verizon.net