Bringing Control to FBI Files Nationwide

John Charles KrysaChief, Records Automation SectionRecords Management Division, FBI

Agenda

FBI Records Management Division Preparing the Paper Past in an Electronic Future Document Inventory Management and Control Program (DIMCaP)

Records Automation Section (RAS)

- Scanning

- Electronic Records Management Program Record/Information Dissemination Section (RIDS)

- FOIA Requests

- Declassification Records Policy and Administration Section (RPAS)

- Records Management Training

- Compliance

- Retention Schedules

- Paper Archives National Name Check Program Section (NNCPS)

- Background Checks for Government Agencies

-

Records Management Division

The Legacy Foundation

- J.E. Hoover had developed a classification system that resembled library-type classification

systems, not records or case management

- Information was grouped into paper case files numbered by crime classification and location

- Files organized and stored at FBI HQ and field offices FBI wide

- Finding Aids: Abstracts, index cards, ACS mainframe computer (1980s)

Preparing the Past in an Electronic Future

Cases and information needed to be managed better in the electronic age

- Valuable information in hundreds of case classifications spread across all FBI offices, not easily accessed or retrieved

- Many stenographers and file clerks necessary

- Agents spending an inordinate amount of time performing indexing by name and case classification

Preparing the Past in an Electronic Future (cont.)

First Virtual Case File The Sentinel Case Management System

- Workflow

- Digital signature

- Records management

Preparing the Past in an Electronic Future (cont.)

The Task: To establish controls over 178 linear miles of FBI files, prepare for transfer to a central file storage, and lay foundation for scan-on-demand to Sentinel RMA Goals

- Inventory and index physical records

- Reduce the volume of records holdings

- Improve information access by selected digitization and back

file conversion

- Establish the foundation with essential metadata for operating

an enterprise electronic records archive

- Prepare and ship paper files held in 56 field offices and

resident agencies

DIMCaP

DIMCaPProgram Manager

DMA/RMAFoundation

Preparation &Shipping

Files

Inventory & IndexingFBI records

Reduce Volume of

Records

Improve File Access

DIMCaP Dashboard

Program Overview

DIMCaP Projections Original Field Office Inventory

- Clear local files shelf space by closed file transfers to the ARC

- Measured in linear feet RIDS

- Declassification prior to accession

- Measured in cases and pages RPAS

- Disposition by destruction or accession

- Measured in files and pages

BOX = DIMCaP Unit to measure performance

FBI Manual Indices

Index Cards

- Original index and pointer

- Replaced by ACS in Mid-1980s

- Field office index – 72M index cards

- HQ index - 70M index cards, remained closed but active finding aids

- RAS initiative to scan to SharePoint, destroy paper and accession to NARA

Paper Archives

Before After

Overall Program Risk: Low Medium High Trend: Steady

Baseline - Projected Summer 2015FY 2008 FY 2009 FY 2010Summary Summary Summary Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2

of M ilestones of M ilestones of M ilestones O | N | D J | F | M A | M | J J | A | S O | N | D J | F | M A | M | J J | A | S O | N | D J | F | MTotal CRC ReadyARC InventoryPre-UCFN Revw'd (CRC Ready)ARC Contract Contract award Opt.Y r 1 RecompeteFile C lassificationsFile Accessions to dateCRC Ready EffortsCRC Ready EffortsFO InventoryFO CompletedField Offi ce Inventories20/56 FO's 26/56 FO's 36/56 FO'sField Offi ce RevisitsField Offi ce RevisitsNYO InventoryLA Inventory

ScanningFO Index cardsFO index cards 8/56 FO cards30/56 FO cards51/56 FO cardsFO Popular files (PF) 11/56 FO filesHQ Index cardsScanning CompletedUpload CompletedCards SearchableScanning InitiativesDMA/RMAAutomation InitiativesRMD PoliciesFile Request Automation Program (FRAP)File Request System (FRS)Sentinel DMA/RMACRC Facility Milestones

FY 2008 FY 2009 FY 2010

October 2011

DIMCaP Project Plan

ARC Inventory Project - Completion date Q3-2015

DIMCaP Inventory Progress Macro Bar

DMA/RMA Implementation (Completion dependent on Sentinel PMO schedule)

Field Office Inventory Project - Completion Q3-2015

Records Management Division (RMD)UNCLASSIFIED

FY 2011 FY 2012 FY 2013

FY 2011 FY 2012 FY 2013

Scanning Initiatives - Completion Q3-2015

CRC Project (Planning Completion Q3-2015)

UNCLASSIFIED

<100% Scanned (46M)

O-O-S to NPRC

64%> <84% Complete

TRIM UpgradeEquipment

14%Scanned>

20

178 Miles to process

28%(5%)> 39%(10%)>

Major Milestone Completed Milestone

43.78

FRS /Sentinel PM REQ review

ARC 100's Accessioned>

SPAMAT impl.

112 miles

AO Review

Metadata Policy

File Plan in DocumentumFRS CONOPSapproved

ARC-FO CRC-ready>

51%Scanned>

SF Popular Files>

Migrate 319 Bu-wide

<Asset Forf

48

FO-100 Transferred->

47/56 FO>

FO 100's reviewed

<RH

Contract Award

1- 42, 66,140,157,190

5.8 miles> mail backlog

WACO/abstracts/ELSUR/Buapps

35% complete> 46%>

48.9 (2004 - present)

Miles destroyed/identified for destruction Miles CRC-ready Miles Accessioned & Waiting Accession Miles Over-Estimated

Class.100 accession

3% Complete> 14%> 30%> 44%>

<ME

<7.6% complete

<SE SL>

<PG <CV

<19% complete

63%(10%)> 73%(20%)>

<58%

<FO 100's Accessioned

Scanning Policies

91% Scanned>

Microform Digitization

"A"> "B"> "C" & "D">

FRAP Impl.

FRS project plan

178

<AT & CO

NARA Demo

On-site support onboard>

HQ-File Classifications (21%)

<FO 105's AccessionedNew Contract on-board

SP storage allocated>

<Bu-wide training

<Complete Record Scan Plan (CSRP) Defined

<Sentinel deployment

OPR Project->

"E,F&G">

<Sentinel & non-record email

KC><DL

Digital sample to NARA

LR>

On-site support onboard>

<"G - H"

<FO inventory 100% complete

<100% Searchable (46M)<CSRP Implemented

<"H - K" <"L & M"

TRIM barcode training complete>

<NK & EP

<FO/AO @ ARC<HQ-Legats ->

<20% complete <30% complete

HQ Scan Started> 60% scanning complete> <SP storage allocated

NH & AL> OC>

"A & B">

<30% scanning complete

83%(40%)>

<"C- F"

"N - P"> <"T - V" "S"> <"Q - R" <"W - Z"

"A "> <"B-D" <"E - H" <"I - L" <"M&N" <"O - P" <"R&S" <"I - L" <"M&N" <"O - P" "R&S">

100% complete>

BA> WFO>

Global exercise->

<TRIM & Upgrage

15 30 45 60 75 90 105 120 135 150 165 180

Sentinel Case Management Sentinel Funded RMA

Program Funded Expansion of RMA

CRC OperationsMigration of Files

To Enterprise RMA

E-Connector

Documentum Enterprise RMA

SharePoint

Sentinel Documentum Repository

For Back File ConversionMetadata and Images

Process to ExtractMetadata from

Complete Case Files

On Demand Scanning

andMetadata

Popular Scanning

andMetadata T-Drive

Major Non-Sentinel IT SystemsSharePoint/DMA Workflow

Manage in-place for scheduled IT Systems(Records Identified in ERKC)

Electronic Records

Increased Efficiencies Digitization Information technology Integration of metadata

- MS/Access -> TRIM -> Documentum

- e-Connections to Documentum

- MS/SharePoint implementation Improved metrics Barcode scanning Google-type search Preparation processing

- Improved load-balancing at ARC

- New tracking methods

- FBINET connection

Digitized over 44 million index cards from 56 field offices, using NARA’s standards for scanning permanent records Information is now available to the entire FBI in a searchable format for the first time May 2010 - RACO Archivist’s Achievement Award November 2010 - first routine transfer of digitized version of manual index cards was made to NARA

DIMCaP Achievements

Questions/Comments?

John C. Krysa, CRM Chief, Records Automation Section Records Management Division, FBI John.krysa@ic.fbi.gov Betty L. Parker, ermM

Team Lead for Information System Development Guidance Initiative betty.parker@ic.fbi.gov