Oct 22

Industry News

Navy Expects Big Savings From Consolidated Tasking System

Federal Computer Week - April 11, 2014

How Agencies Can Use Technology To Meet And Exceed FOIA Requests

Government Computer News - March 26, 2014

Email Proliferation Demands Robust, Scalable Records Management

Government Computer News - February 6, 2014

NARA Lashes 3 Clouds Together To Move Users To Google Apps

Government Computer News - May 24, 2013

Records Dilemma: When In Doubt, Throw It Out?

Government Computer News - March 26, 2013

Oregon Rides Cloud To Statewide Records Management System

Government Computer News - January 9, 2013

HUD Automates Records Management to Better Handle FOIA Requests

Government Computer News - August 7, 2012

Agencies Told to Overhaul Recordkeeping Practices

Federal Computer Week - November 29, 2011

Sailors Reminded to Review Records Online

Navy News Service - November 21, 2011

Agencies Share Best Practices on Social Media Records

Federal Computer Week - April 1, 2011

White House Attention Nudges E-archive Toward Completion

Federal Computer Week - August 26, 2010

Baker: VA Making Progress on Lifetime Electronic Record System

Federal Computer Week - August 11, 2010

Records Management

The DON CIO provides strategic direction and oversight of DON records management, which is the planning, controlling, directing, organizing, training, promoting and performing of other managerial activities related to the creation, maintenance and use, and disposition of records. Records management is meant to adequately and properly document Federal policies and transactions and to effectively and economically manage agency operations. Records should contain adequate and proper documentation of an agency's organization, functions, policies, decisions, procedures and essential transactions. They are designed to furnish the information necessary to protect the legal and financial rights of the government and of those directly affected by agency activities.

CHIPS Articles: 22   News: 10   Policy: 18   Resources: 12   All: 62
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Policy

DON Task And Records Management Systems

DON CIO Memo - April 11, 2014

This memo provides details on a prototype design underway on a Department of the Navy enterprise-wide task management (TM) and records management (RM) system: the DON Tasking, Records, and Consolidated Knowledge Enterprise Repository (TRACKER). DON TRACKER will provide one auditable and compliant RM and TM system for all DON shore-based commands and organizations.

Annual Records Management Training

DTG 131519Z SEP 13 - August 17, 2010

This Naval message states that in addition to the basic records management (RM) training requirement, all DON personnel must be reminded, every year, of their RM responsibilities and that this refresher training is mandatory. View the DON Records Management Training Guide.

DON Policy for Electronic Record Keeping Systems and Applications

DON CIO Memo - March 26, 2013

This memo delineates records management (RM) policy for electronic information systems (EISs) and records management applications (RMAs) within the Department of the Navy. This policy pertains to new, updated and existing DON EISs and RMAs. In addition to complying with policies, statutes and regulations, effective EIS RM facilitates information discovery and visibility, which improves information sharing.

Managing Government Records Directive

OMB/NARA Memo - July 30, 2014

In response to "Presidential Memorandum - Managing Government Records," of Nov. 28, 2011, this directive creates a robust records management framework that complies with statutes and regulations to achieve the benefits outlined in the Presidential Memorandum. It requires that to the fullest extent possible, agencies eliminate paper and use electronic recordkeeping with goals and target dates for completion. It also ...

DON Records Management Manual

SECNAV M-5210.1, Rev. 1, incorporated May 2012 - June 10, 2008

The Department of the Navy Records Management Program establishes policies and procedures for life-cycle management (creation, maintenance, use and disposition) of DON records. This manual provides guidelines and procedures for the proper administration of a records management program. It also contains all DON records disposition schedules approved by the National Archives and Records Administration.

DON Information Technology Policy Guidance for Fiscal Year 2012

DON CIO Memo - January 4, 2012

Since its inception, the focus of the Department of the Navy Information Technology Policy Guidance has been on enabling knowledge dominance by directing that our information management/information technology spending support the creation of a joint, net-centric naval networking environment. The net-centric vision remains a goal, but cutting the Department's IT spending is the priority for 2012. In the face of sharply ...

DITPR-DON Process Guidance v1.0

DON Guidance - December 8, 2011

The Department of Defense Information Technology Portfolio Repository-Department of the Navy (DITPR-DON) process guidance document provides a comprehensive discussion of core DITPR-DON functionality and basic lifecycle transactions. This information will enable all users to gain the understanding necessary to perform the basic IT asset management functions of registering, transferring and archiving DON IT systems within ...

Code of Federal Regulations (32 CFR Part 701)

Availability of DON Records and Publication of DON Documents Affecting the Public - September 8, 2010

Subparts A, B, C and D of 32 CFR Part 701 issue policies and procedures for implementing the Freedom of Information Act (FOIA) (5 U.S.C. 552) and Department of Defense Directive 5400.7–R series (the DoD FOIA Program),

Information System Records Scheduling

DON CIO Memo - June 22, 2009

This memo requests that Command Information Officers assist their Command Record Officers in implementing record disposition schedules for their electronic information systems.

DON Standard Subject Identification Code Manual

SECNAV Manual M-5210.2 - August 19, 2008

This manual implements the policy set forth in SECNAVINST 5210.8D: Department of the Navy Records Management Program dated Dec. 31, 2005, regarding Standard Subject Identification Codes (SSIC) and is issued under the authority of SECNAVINST 54307P: Assignment of Responsibilities and Authorities in the Office of the Secretary of the Navy. SECNAV Manual M-5210.2: Department of the Navy SSIC Manual dated Dec. 31, 2005, is ...

DON Electronic Records Management and Record Electronic Mail Management

DON CIO Memo - December 19, 2007

This memo provides the Department of the Navy policy for electronic records management and, in particular, for record and non-record electronic mail.

Policy for Digital Signature Functionality and Acceptance

USD P&R Policy Memo - May 22, 2008

This memo establishes Department of Defense policy for the adoption and use of digital signature as a standard business practice for all Human Resources Management (HRM) and Compensation business processes that require a signature.

DON Forms Management Manual

SECNAV M-5213.1 - December 19, 2007

This manual implements policy set forth in SECNAVINST 5210.16: Department of the Navy Forms Management and Information Requirements (Reports) Management Programs. The manual specifies procedures for forms management within the DON.

DON Information Requirements (Reports) Manual

SECNAV M-5214.1 - December 19, 2007

This manual implements the policy set forth in SECNAVINST 5210.16: DON Forms Management and Information Requirements (Reports) Management Programs, regarding information collection.

DON Records Management Program

SECNAVINST 5210.8D - December 19, 2007

This instruction revises policy and assigns responsibilities for the lifecycle management (creation, maintenance, use and disposition) of information as records in all media, including electronic.

Naval Library and Information Centers

SECNAVINST 5070.2D - December 19, 2007

This instruction issues Department of Navy policy for U.S. Navy and U.S. Marine Corps libraries and information centers. It ensures coordination and resolution of issues and challenges concerning DON libraries and information centers.

Electronic Mail Records and Electronic Mail Retention Policies for the DoD

ASD NII Memo - December 19, 2007

The memo re-emphasizes DoD email records and email retention policies regarding records created or received on electronic mail systems.

Privacy Act of 1974

5 U.S.C. 552a - September 9, 2010

The Privacy Act of 1974, 5 U.S.C. § 552a, establishes a code of fair information practices that governs the collection, maintenance, use and dissemination of personally identifiable information about individuals that is maintained in systems of records by federal agencies. A system of records is a group of records under the control of an agency from which information is retrieved by the name of the individual or by some ...

News

Building on DON Success; Meeting New Challenges

by Barbara Hoffman - June 9, 2014

It has been a privilege to serve in leadership positions for the Department of the Navy Chief Information Officer, including as Director of both the E-business and Investment Management teams, Principal Deputy for two very talented DON CIOs, and now as the DON CIO (Acting). Our business IT environment has evolved dramatically over this timeframe, in technology advances as well as in operational and fiscal challenges.

Enterprise-Wide Task/Records Management System Coming Soon To The Department

April 11, 2014

As detailed in a DON CIO memo released April 10, prototype design is underway on a DON enterprise-wide task management (TM) and records management (RM) system: the DON Tasking, Records, and Consolidated Knowledge Enterprise Repository (TRACKER). DON TRACKER will provide one auditable and compliant RM and TM system for all DON shore-based commands and organizations.

Records Management Refresher Training Required

January 11, 2013

DON personnel are required to take mandatory records management refresher training each year. Training for FY13 must be completed by DON military, government civilians, and contractors by Jan. 30, 2013. ...

Rules for Handling PII by DON Contractor Support Personnel

by the DON Privacy Team - March 8, 2011

The following Privacy Tip provides existing policy guidance and best business practices for contract support personnel who handle personally identifiable information. Office of the Secretary of Defense Memo dated June 05, 2009, "Safeguarding Against and Responding to the Breach of Personally Identifiable Information (PII)" and SECNAV INST 5211.5E: "SECNAV Privacy Program" apply.

Elements of a Good Privacy Program

by DON CIO Privacy Team - October 7, 2010

This Privacy Tip will be published in two parts and serves as a best practices guide to help Department of the Navy commands/units implement and sustain privacy awareness and better safeguard personally identifiable information within their control.

PII and Records Management

by DON CIO Privacy Team - November 2, 2009

A successful command privacy program must include an aggressive records review and disposal component. While hard copy files cannot be ignored, the volume of electronic data files is a much larger issue and must be aggressively addressed by local commands/units.

Information System Records Scheduling Memo Released

June 22, 2009

The Department of the Navy Chief Information Officer recently released a memorandum regarding records management requirements as they pertain to electronic information systems. Many such systems retain information. Systems for which that information meets the definition of a Federal record must comply with certain records management policy. This includes the requirement to obtain National Archives and Record Adminis

Records Management Self-Evaluation Checklist Available

by DON CIO KM/RM Team - February 5, 2009

A self-evaluation checklist with which U.S. Navy commands, activities, and offices and Secretary of the Navy Secretariat offices can appraise compliance of their records management programs is now available. The Automated Inspection Reporting System (AIRS) checklist 61, Marine Corps Records Management Program, is a similar document applicable to the U.S. Marine Corps.

Updated DON SSIC Manual Available

August 19, 2008

The recently signed SECNAV Manual M-5210.2: Department of the Navy Standard Subject Identification Code (SSIC) Manual specifies filing and record maintenance procedures and provides SSICs for the DON. The SSICs are the standard system of numbers and letter symbols used throughout the DON for categorizing departmental documentary material by subject. SSICs serve as the taxonomy for all departm

Records Management Web-Based Training Courses Available on NKO

December 18, 2007

Four web-based records management training courses have been developed and are available on Navy Knowledge Online (NKO).

CHIPS Magazine

Seeing the Forest Through the Trees

by Mukesh Barot, Navy IT Service Management Office and Phil Withers, Navy ITSMO Contractor Support Staff - October-December 2014 - October-December 2014

A Multi-Part IT Service Management Novella, Part 2: “The Stairway to Success”

Supreme Court’s Milner Decision Prompts Closer Study of Alternatives to FOIA Exemption “High 2”

by Christopher Julka - October-December 2014 - October-December 2014

Vacating Office Space

by Steve Daughety - October-December 2014 - October-December 2014

Google Maps Records Virtual Tour of USS Constitution

by Mass Communication Specialist 3rd Class Victoria Kinney, USS Constitution Public Affairs - Web Only 0 - September 23, 2014

DISA CIO Outlines Tactics to Achieve IT Efficiencies

by Defense Information Systems Agency - Web Only 0 - August 26, 2014

U.S. Navy Works with Indonesian Partners in Protecting, Preserving Sunken Gravesite

by U.S. Pacific Fleet Public Affairs - Web Only 0 - August 19, 2014

U.S. Navy History and Week in Review

by Navy News Service - Web Only 0 - July 17, 2014

10 events you may have missed this week in the Navy

U.S. Navy History and Week in Review

by Navy News Service - Web Only 0 - July 2, 2014

10 events you may have missed this week in the Navy

FOIAonline is Full Speed Ahead

by Christopher Julka, DON FOIA Policy Lead & Public Liaison - July-September 2014 - July-September 2014

U.S. Navy History and Week in Review

by Navy News Service - Web Only 0 - June 27, 2014

10 events you may have missed this week in the Navy

Naval History and Heritage Receives Artifacts from CSS Alabama

by Mass Communication Specialist 1st Class Tim Comerford, Naval History and Heritage Command, Communication and Outreach Division - Web Only 0 - June 25, 2014

U.S. Navy History and Week in Review

by Navy News Service - Web Only 0 - June 13, 2014

10 events you may have missed this week in the Navy

U.S. Navy History and Week in Review

by Navy News Service - Web Only 0 - May 30, 2014

10 events you may have missed this week in the Navy

Navy Curator Says Every Day Promises New Discovery

by Naval History and Heritage Command Communication and Outreach Division - Web Only 0 - May 28, 2014

Navy Turns the Page on Initial Archives Remediation Phase

by Naval History and Heritage Command Communication and Outreach Division - Web Only 0 - May 21, 2014

See it Live: Famed Nimitz WWII "Diary" to be Unveiled Online

by Naval History and Heritage Command Public Affairs - Web Only 0 - February 21, 2014

Tune in Monday, Feb. 24, 2014

Posting Official Department of the Navy Information on Personal Unofficial Websites

by Steve Muck and Steve Daughety - January-March 2014 - January-March 2014

What is "Insider Threat?"

by Deputy Chief of Naval Operations for Information Dominance (OPAV N2/N6) - January-March 2014 - January-March 2014

Whistleblowing: How to Report Waste, Fraud, Abuse or Misconduct

by Office of the Deputy Chief of Naval Operations for Information Dominance (N2/N6) - January-March 2014 - January-March 2014

Information Collection Management – A Force Strength Multiplier

by Micah T. Wilson and Barbara Figueroa - July-September 2013 - July-September 2013

Take time to authenticate information collection requests and ensure collection devices are current

DON IT Conference East Coast 2013 Virtual Connection - May 9, 2013

by DON IT Enterprise Communications Team - Web Only 0 - March 19, 2013

Updated DCO sessions links

ONR-Funded Software Boosts Marines Civilian Operations at Fleet Exercise

by Eric Beidel, Office of Naval Research - Web Only 0 - February 22, 2013

Resources

DON Records Management Officer Contact Information and Records Management Links

September 16, 2014

The DON Records Officer is in the Department of the Navy Assistant for Administration Directives and Records Management Division (DON/AA DRMD). DON/AA DRMD is responsible for the management of the Secretariat and Navy Records Management Program in accordance with Title 44 U.S.C., 36 C.F.R., OMB Directive M-12-18, OMB Circular A-130, DODD 5015.2, SECNAV Instructions 5210.8D and 5211.5E, OPNAVINST 5210.20, and SECNAV ...

HP TRIM Help Desk

September 16, 2014

The authorized repository for SECNAV and CNO records is HP Total Records Information Management (TRIM).

DON Records Management Training Guide

August 17, 2010

Annually, all Department of the Navy employees (military, government civilian and contract personnel) must be reminded of their responsibilities regarding records management. This revised guide provides information necessary for conducting records management training to fulfill this requirement for 2014 and 2015.

Privacy Act System of Records Notices

August 11, 2010

The Privacy Act allows executive branch agencies to collect, maintain and disseminate information on individuals affiliated with that agency. The Department of the Navy does not maintain information about individuals who have never been affiliated with the Department. The DON's inventory of Privacy Act System of Records Notices (SORNs) identifies under "exemptions claimed for this system" those systems that are exempt ...

Record Keeping Requirements and Documentation for Electronic Information Systems and Records Management Applications

by DON CIO Records Management Team - March 27, 2013

This guide provides procedures for determining records management requirements for electronic information systems (EISs) and for documenting EIS compliance status in Department of Defense Information Technology Portfolio Repository-Department of Navy. This guide supports the policy requirements contained in the Department of the Navy Chief Information Officer memo, DON Policy for Electronic Record Keeping Systems and ...

DON IT Policy Roundup for FY 2013

February 21, 2013

The Department of the Navy Information Technology Policy Roundup for fiscal year (FY) 2013 provides a summary of policies affecting IT projects and programs. For more detail, please review the entire policy at the links provided.

Privacy Act Resources

by DON CIO Privacy Team - August 11, 2010

The following resources are intended to supplement SECNAVINST 5211.5E: "DON Privacy Program" and should prove useful to Privacy Act coordinators. Please submit suggestions for additions to this list to the Ask an Expert section of the website. Select the topic: "Privacy Act."

How to Make a Privacy Act Request

by DON CIO Privacy Team - September 14, 2010

To make a Privacy Act (PA) request, label the request itself and the envelope: "PRIVACY ACT REQUEST." Identify the specific PA system of records notices you wish to have searched. (See index of PA System of Records Notices and submit your request according to the requirements set forth under "Record Access Procedures.") PA requests must be signed, so we cannot accept email requests.

Department of Defense SORN Training Materials

by DON CIO Privacy Team - August 23, 2010

The two documents attached below were provided by the Defense Privacy and Civil Liberties Office. One is a presentation on System of Records Notices (SORNs), and the other is an example of a Navy SORN.

Approved Use Cases for Systems Collecting SSNs

by DON CIO Privacy Team - July 9, 2010

The following is a list of 12 approved use cases for systems requesting the use of Social Security numbers.

General Records Schedule

by DON CIO KM/RM Team - April 20, 2009

General Records Schedules (GRS) are issued by the National Archives and Records Administration (NARA) to provide disposition authorization for records common to several or all agencies of the Federal Government. GRS cover records documenting administrative, or housekeeping, functions, rather than program functions. Most records described in a GRS are temporary, although the GRS also includes the disposition of some ...

Navy Records Management Program Self-Evaluation Checklist

February 3, 2009

Recently, the Department of the Navy Chief Information Officer developed, in conjunction with several records management (RM) stakeholders, a self-evaluation checklist with which U. S. Navy commands, activities, and offices and Secretary of the Navy Secretariat offices can appraise compliance of their records management programs.