Description of document: Three (3) National Archives and Records Administration (NARA) Records Management Documents, 2004-2017 Requested date: 03-February-2017 Release date: 23-February-2017 Posted date: 20-May-2019 Records included: NARA Policy Directive 816 (NARA 816) Digitizing Activities for Enhanced Access, 2004 NARA Policy Directive 1571 (NARA 1571) Archival Storage Standards, 2002 (starts PDF page 15) NARA Lifecycle Data Requirements Guide, 2017 (starts PDF page 30) Source of document: FOIA Request FOIA Officer National Archives and Records Administration 8601 Adelphi Road, Room 3110 College Park, MD 20740 By Fax: (301) 837-0293 By E-mail: [email protected] Online:FOIAonline or www.foia.gov The governmentattic.org web site (“the site”) is noncommercial and free to the public. The site and materials made available on the site, such as this file, are for reference only. 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GovernmentAttic.org is not responsible for the contents of documents published on the website. 8601 Adelphi Road Room 3110 College Park, MD 20740-6001 February 23, 2017 Re: Freedom of Information Act Request NGC17-178 This is in response to your Freedom of Information Act (FOIA) request dated February 3, 2017 and received in our office on February 6, 2017, via [email protected]. Your request has been assigned the above internal tracking number NGC17-178, in addition to your FOIAonline tracking number NARA-NGC- 2017-000268. In your requested copies of the following documents: NARA Policy Directive 816 (Directive is called Digitization Activities for Enhanced Access) NARA 1571 Archival Storage Standards NARA's Lifecycle Data Requirements Guide The National Archives and Records Administration (NARA) is the nation's record keeper. Millions of documents and materials are created in the course of business conducted by the United States Federal government. However, only 1 to 3 percent is maintained permanently for legal or historical purposes. Federal agency records transferred to NARA's custody are typically received no earlier than 15 years from the date of creation, but most are received by NARA well after 30 years from the date of creation. We identified three documents totaling 408 pages, which we are releasing in full with no redactions. This completes the processing of your request. If you are not satisfied with our action on this request, you have the right to file an administrative appeal within ninety (90) calendar days from the date of this letter via regular U.S. mail or email. By filing an appeal, you preserve your rights under FOIA and give the agency a chance to review and reconsider your request and the agency's decision. If you submit your appeal in writing, please address it to the Deputy Archivist of the United States (ND), National Archives and Records Administration, 8601 Adelphi Road, College Park, Maryland 20740. Both the letter and the envelope should be clearly marked "Freedom of Information Act Appeal." If you submit your appeal by e-mail please send it to [email protected], also addressed to the Deputy Archivist of the United States. Please be sure to explain why you believe this response does not meet the requirements of the FOIA. All correspondence should reference your case tracking number NGC17-178 and FOIAonline tracking number NARA-NGC-2017-000268. If you would like to discuss our response before filing an appeal to attempt to resolve your dispute without going through the appeals process, you may contact our FOIA Public Liaison Gary M. Stern for assistance at: National Archives and Records Administration 8601 Adelphi Road, Room 3110 College Park, MD 207 40-6001 301-837-1750 [email protected] If you are unable to resolve your FOIA dispute through our FOIA Public Liaison, the Office of Government Information Services (OGIS), the Federal FOIA Ombudsman's office, offers mediation services to help resolve disputes between FOIA requesters and Federal agencies. The contact information for OGIS is: Office of Government Information Services National Archives and Records Administration 8601 Adelphi Road-OGIS College Park, MD 207 40-6001 [email protected] ogis.archives.gov 202-7 41-5770 1-877-684-6448 You may also contact me directly if you have any questions or concerns about this request. Sincerely, Wanda Williams Deputy FOIA Officer National Archives and Records Administration Office of General Counsel (301) 837-3642 [email protected] National Archives and Records Administration NARA 816 March 8, 2004 SUBJECT: Digitizing Activities for Enhanced Access TO: Office Heads, Staff Directors, ISOO, NHPRC, OIG Purpose of this transmittal memo. This memo transmits new directive 816. JOHN W. CARLIN Archivist of the United States Attachment National Archives and Records Administration NARA 816 March 8, 2004 SUBJECT: Digitizing Activities for Enhanced Access 816.1 What is the purpose of this directive? This directive establishes criteria and guidance for digitizing activities and for the approval and implementation of digitization projects. This directive applies to any digitizing activity that produces digital surrogates of NARA archival holdings for access purposes. It does not apply to digitizing activities for preservation, on-demand reference, or routine administrative purposes. 816.2 Authority for this directive a. The Clinger-Cohen Act (Pub. L. 104-106) requires each agency to implement a process for maximizing the value and assessing and managing the risks of information technology (IT) investments; b. Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794(d)), and The Workforce Investment Act of 1998, which included the Rehabilitation Act Amendments of 1998, enacted on August 7, 1998, require accessible design of electronic information technology (EIT) products and services purchased by the Government; c. NARA Strategic Plan (revised 2003), Goal 3, Strategy A; d. NARA 801, Review of Information Technology Investments; and e. NARA 807, Content Rules and Requirements for NARA Public Web Sites (Internet and NARA-Hosted Extranets). 816.3 Definitions of terms as used in this directive a. Partners – external entities such as foundations, universities, libraries, individuals, professional associations, commercial entities, and Federal, state, and local agencies with which NARA collaborates to digitize and make archival holdings available in a digital format. b. Digital surrogate – a digital image or copy of a textual or non-textual record (e.g., scanned images of documents, digitized sound recordings). c. Digitization – the creation of digital surrogates for dissemination by a variety of means, including the Internet and CD-ROM. d. Digitizing – the act of creating a digital surrogate for dissemination by a variety of means, including the Internet and CD-ROM. March 8, 2004 NARA 816 e. Digitization partnership – an instance where NARA agrees to provide preferential access to NARA archival holdings or copies of NARA archival holdings to facilitate their digitization by external entities. Excluded from this definition are the activities identified in para. 816.5 as outside the scope of this directive. f. Master copy – a computer file that is the primary copy of the digital surrogate and the authoritative file from which subsequent files are derived. It is of the highest quality. Duplicate copies are exact copies of the master copy that are made to provide back up in case of deterioration, loss, or destruction of the master copy. Derivative copies are copies that have been derived from the master copy and are usually of a lesser quality (e.g. thumbnail files). 816.4 What digitizing activities are covered by this directive? Any digitizing activity that produces digital surrogates of NARA archival holdings that will be maintained or used for more than one year is covered by this directive. 816.5 Which digitizing activities are not covered by this directive? a. Routine digitization of NARA operating records for purely administrative purposes (e.g., scanning the Strategic Plan for publication on www.archives.gov or coding directives for distribution on NARA@work). See NARA 807, Content Rules and Requirements for NARA Public Web Sites (Internet and NARA-Hosted Extranets), for further guidance. b. Preparation of digital images as part of the reference service process (e.g., customer requests for copies of archival holdings in a digital format or scanning of archival holdings by researchers in accordance with NARA research room regulations in 36 CFR 1254); c. Preparation of digital images of NARA holdings to visually enhance NARA web pages (see NARA 807 for further guidance), other NARA publications (see NARA 207, NARA Product Development Services [Editing, Design, and Printing] for further guidance), or physical exhibits; d. Routine preservation activities