Federal Government

These three laws collectively form the legal framework for records management, information collection, and transparency in the U.S. federal government, ensuring the preservation of government records, reducing paperwork burdens, and promoting public access to government information.

Federal Records Act (FRA)

The Federal Records Act, enacted in 1950 and amended several times since, establishes the framework for records management in federal agencies.
The FRA defines federal records as all recorded information, regardless of format or medium, created or received by an agency during its official business.
It outlines requirements for the creation, maintenance, preservation, and disposition of federal records.
The FRA also designates the Archivist of the United States as the head of the National Archives and Records Administration (NARA), responsible for overseeing federal records management policies and programs.

Paperwork Reduction Act (PRA)

The Paperwork Reduction Act of 1980, with subsequent amendments, aims to reduce the burden of federal paperwork on the public and streamline government processes.
The PRA requires federal agencies to obtain Office of Management and Budget (OMB) approval before collecting information from the public or conducting surveys.
It establishes the Office of Information and Regulatory Affairs (OIRA) within OMB to oversee information collection activities and ensure compliance with the Act.
The PRA encourages agencies to use electronic methods for information collection and recordkeeping to improve efficiency and reduce paperwork costs.

Freedom of Information Act (FOIA)

The Freedom of Information Act, enacted in 1966 and amended over time, grants the public the right to access federal agency records, subject to certain exemptions.
FOIA provides a mechanism for individuals and organizations to request access to federal government records, including documents, emails, reports, and other materials.
The Act requires federal agencies to disclose requested records unless they fall within one of nine specified exemptions, such as classified information, personal privacy, law enforcement records, and trade secrets.
FOIA promotes government transparency, accountability, and public participation by allowing citizens to access information about government activities, decisions, and policies.

National Archives and Records Administration

When agencies and departments undertake digital conversion projects, they need to consider several requirements and guidelines provided by the National Archives and Records Administration (NARA) to ensure the integrity, authenticity, and accessibility of digital records. Here are some key requirements to consider

Compliance with NARA Regulations

Agencies must adhere to NARA regulations, including the Code of
Federal Regulations (CFR) Title 36, Chapter XII, Subchapter B – Records
Management, which outlines requirements for the management,
preservation, and disposition of federal records.

Standards and Guidelines

Agencies should follow NARA’s standards and guidelines for digitization projects, such as those outlined in NARA’s “Guidance for Implementing Electronic Records Management” and the “Technical Guidelines for Digitizing Cultural Heritage Materials.”

Metadata and Documentation

Agencies must capture and maintain metadata and documentation associated with digital records, including information about the record’s context, content, structure, and preservation history. Metadata facilitates record identification, retrieval, and management throughout the record’s lifecycle.

Quality Assurance and Validation

Agencies should implement quality assurance processes and validation mechanisms to ensure the accuracy, completeness, and authenticity of digitized records. This may involve performing quality checks, validation tests, and periodic audits to verify the integrity of digital images and metadata.

Preservation Strategies

Agencies need to develop preservation strategies and technologies to safeguard digital records from loss, corruption, and obsolescence over time. This may include implementing digital preservation systems, migration strategies, and backup procedures to ensure the long-term accessibility and usability of digital records.

File Formats and Standards

Agencies should use file formats and standards recommended by NARA for digital records to ensure compatibility, interoperability, and sustainability. NARA provides guidance on preferred file formats for different types of digital records and advises against proprietary or obsolete formats that may pose preservation challenges.

Access and Authentication

Agencies must establish policies and procedures for providing access to digital records while ensuring appropriate security and authentication measures are in place to protect sensitive or classified information. Access controls should be implemented to restrict unauthorized access and maintain the confidentiality and integrity of digital records.

Legal and Regulatory Compliance

Agencies should ensure that digital conversion projects comply with relevant legal and regulatory requirements, including privacy laws, intellectual property rights, and records management policies. This may involve obtaining consent, permissions, or licenses for digitization activities and addressing copyright or other legal issues associated with digitized content.

							By addressing these requirements and guidelines from the National Archives and Records Administration, agencies and departments can
 effectively plan, implement, and manage digital conversion projects to preserve and provide access to valuable government records 
in digital format.						

We invite federal agencies seeking reliable records management and document conversion solutions to get in touch with us today for more information or to schedule a demonstration. Our experienced team is here to answer your questions, understand your unique needs, and provide customized solutions to help you achieve your records management goals efficiently and effectively. Contact us now to learn how we can support your agency’s digital transformation journey.

Federal Government