SSA RFI: Records Management for the Office of IT Financial Management and Support

Notice ID: 28321321RI0000032

SSA has a requirement to implement an electronic information system to modernize the capture, retention and disposition of the agency’s records to ensure compliance with the Federal Records Act and OMB/NARA mandates to maintain accessibility to and the timely transfer of electronic records.

SSA requires an enterprise electronic records management (ERM) solution to:

  • Retain electronic records in an electronic system that provides the capability to use and retrieve records
  • Automatically manage the retention and disposition of all electronic records
  • Transfer records electronically and/or manually to NARA.

Data Governance

  1. The records system must provide the ability to manage all electronic records including all recorded information, regardless of form or characteristics, made or received by a Federal agency as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the US Government.
  2. The records system must provide the ability to review access rights and permission rules for electronic records regularly; these access rights and permission rules must be updated on a regular basis.
  3. The records system must provide the ability to regularly monitor and evaluate their records controls.
  4. The records system must provide the ability to manage electronic records, regardless of whether they reside in a public, private, or community cloud; a contracted environment; or under the agency’s physical control.
  5. The records system must provide the ability to use machine learning to help find and retain important data while eliminating redundant, obsolete and trivial data…

Metadata

  1. Metadata for a record must consist of information recording (1) the description of the content of the record; (2) the structure of the record (form, format, and relationships between record components); (3) the business context in which the record was created; (4) relationships with other records and metadata; (5) identifiers and other information needed to retrieve the record; (6) the business actions and events involving the record throughout its existence.
  2. Records systems must define metadata to (1) enable the identification and retrieval of records; (2) associate records with changing business rules, policies, and mandates; (3) associate records with agents, and their authorizations and rights with regards to the records; (4) associate records with their business activities; (5) track processes carried out on records….

Read more here.

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