Below is a message from NARA on the topic.  I have also uploaded the
referenced attachments to the recmgmt_ot Yahoo Group's Files section.

Tod Chernikoff, CRM 
__________________

March 12, 2007

NWM 08.2007

MEMORANDUM TO FEDERAL AGENCY CONTACTS:  Proposed changes to GRS 20 to
implement media neutrality.

Two years ago, NARA proposed changes to General Records Schedule 20
expanding its coverage of input/source documents used to create electronic
records, electronic records that replace previously scheduled hard copy
records, and the documentation associated with electronic records.  

After further analysis, we have modified our proposals considerably. 
Before we share the revised schedule with external stakeholders, we are
disseminating it to agencies for review (see Attachment 1).  To assist in
this review, we have outlined the major changes we are proposing and how
they compare with the provisions of GRS 20 currently in force (see
Attachment 2).

We would appreciate your sending us any comments you may have no later than
April 2, 2007.  (Please send comments and any questions via email to
[log in to unmask])  The GRS changes, with any comments incorporated,
will then have to be published again in the Federal Register as a proposed
schedule.  After the Archivist of the United States approves the changes to
the GRS, we will also issue new regulations that incorporate these changes
and make all schedule items approved subsequent to the new regulations media
neutral, unless the
item explicitly limits the media to which it applies.   


PAUL M. WESTER, JR.
Director
Modern Records Programs

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Laura Bell
Sent: Tuesday, March 13, 2007 10:03 AM
To: [log in to unmask]
Subject: [RM] NARA Proposes changes to GRS 20 to implement media neutrality

The attached proposed changes to General Records Schedule 20 pose some
interesting issues.  Even with advances in OCR retaining an image of
handwriting and script fonts that mimic handwriting are still
problematic.  

 

I would welcome your comments on this as we still have executives who
routinely submit their comments to correspondence via hard copy with
ink-written coordination despite the fact that we have an electronic
system with procedures for using Word and Track changes.  My first
thought is that there would still be maintenance of many hard copy
documents required  due to the statement about input/source records
saying that the electronic records capture must ensure that all
information is retained.  Secondly if you use decentralized filing
methods than the metadata and indexing schema will be more complex.  

 

Ms. Laura F. Bell

DOT Directives & Records Management

Office of the Secretary of Transportation

[log in to unmask]

202-366-9761

 


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Contact [log in to unmask] for assistance