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Ref: CF/RAI/NYHQ/DPP/RAM/2002-00385 DRAFT Decision Assistance
Project; Status as of
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SOW Reference |
Deliverable |
Statement of Work Description [for details and comparison to Vendor response see section C] |
Status RFP See detail below |
Status Notes |
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2.1 |
Compendium of Professional Records Retention Standards |
Develop
a compendium of professional records retention standards. |
· 150 + forms from work units provided by UNPOs · Naremco has provided hard copies of 5 retention schedules: 2 national archives, NY state, 2 international Organizations · If available we would like to receive in electronic format. [scanned PDF or native]. |
.In progress Noremco agreed to provide a few
corporate retention schedules. What others should we expect? If more information is needed form specific |
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2.2 |
Annotated List of PA Records classes |
Assemble
a list of PA records classes with linkages to the business processes that they document and existing disposition applications. |
Naremco Plans to to provide the table of PA records Classes in an Access table draft by 15 November. |
In Progress |
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2.3 |
Matrix of Standards and Records Classes |
2.3 Develop a Matrix that links standards (rules and values developed in 2.1)to PA record classes (listed in 2.2). |
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Naremco agreed to provide first draft of martrix
by · Naremco agreed a part of the matrix [2.3 deliverable] to at least highlight the paper versions for relevant entries of relevent items on compendium mentioned above. Might also provide a table with relevant excerpts · Agreed that the list of what is provided would include unique reference number to specific document specific if known |
Had hoped for at least consolidate list of which rules or decisions form other organizations were relevant. Background papers from 1993 ICA/SIO on Appraisal Decision Assistance and Tools provided as a baseline for identifying values and functional requirements. Provided to vendor and at sharework.net. |
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2.4 |
Functional Requirements for an Appraisal Decision Package |
Develop
Functional Requirements for an appraisal decision assistance package. |
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Header From ICA/SIO material See especially doc ram93-149 “Appraisal Criteria”, ram93167 “Functional Requirements for Appraisal Tool” |
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2.5 |
Software Recommendation Report |
Select o r develop Appraisal Decision Assistance Software. to develop a matrix of rules and values linked to authoritative sources for application to PA records. |
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Header |
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SOW Reference |
Deliverable |
Statement of Work Description |
Statement on Vendors response to RFP |
Status |
Notes |
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2.1 |
Compendium of Professional Records Retention Standards |
Develop
a compendium of professional records retention standards. |
See detail below |
.In Progress |
Header |
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2.1.a |
Survey |
Collect financial, audit, personnel and other
administrative records retention standards/rules and informational values currently used by PAs
in determining the retention of records. In this connection, develop a strategy for
collecting such information through surveys and interviews with key officials identified by WGARM members. |
Naremco
will prepare a survey instrument [digital spreadsheet ] …to compile a
comprehensive list of currently
existing records retention schedules or rules as well as other guidelines
used to
determine the value of records for the purpose of establishing retention
periods. The PAs will complete the survey
instrument and provide information that includes: Records Classes or Series , Retention Values, Rules and
Exceptions, Pertinent UN Organization, Authority for the Retention Values or
Rules, Functional Area Covered, Associated Business Processes |
150 + forms from work units provided by UNPOs |
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2.2.b |
retention standards and recommendations of
relevant professional organizations |
The resulting compendium should also include retention standards and
recommendations of relevant professional organizations, e.g., the International Congress
on Archives, selected national archives and national/regional archival societies. While PAs and
professional organizations will serve as the primary source for this information,
corporate records retention practices in the Host Country should be noted in areas where PAs are compliant with local legal and financial requirements. |
1. Naremco will research and collect the retention standards
and relevant recommenda- tions
developed by relevant national archives and records management bodies as well
as those from
relevant professional associations and the International Council on Archives. 2.Naremco
will identify pertinent Federal [US ],state [NY ],and local [NYC ] statutes, ordinances, and regulations that
are usually referenced in corporate environments to as sure that the New York
City-based PAs can be compliant where the
statutes, ordi- nances,and regulations are applicable.- |
As of 22 Oct Naremco has provided 5 retention schedules: 2 national archives, NY state, 2 international Organizations |
Noremco agreed to provide a few corporate retention schedules. What others should we expect? |
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2.2 |
Annotated List of PA Records classes |
Assemble
a list of PA records classes with linkages to the business processes that they document and existing disposition applications. Based on input from PA records managers and records-originating offices,
identify classes of PA records, associated business processes and current disposition arrangements. |
1.Based upon the responses provided by the PAs to the survey instrument, Naremco will codify the results and prepare a comprehensive list of the various PA records linked to their associated business processes, and current retention [if any exists ]. |
a. Noremco has agreed at a minimum to provide hard copies of the schedules. Where available we would like to receive in electronic format. [scanned PDF or native]. |
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2.3 |
Matrix of Standards and Records Classes
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2.3
Develop a Matrix that links standards (rules and values developed in 2.1)to
PA record
classes (listed in 2.2).Categorize retention
rules and values according to finance, personnel, legal and other major functional
areas, while maintaining linkages to their organizational authority and
identifying supportive and contradictory assumptions and relationships. Match categories developed to appropriate PA record classes -whether
or not covered by existing disposition arrangements -and circulate the
results among the P As for reaction and comment. |
C.Comprehensive Standards Matrix Development Naremco will …create an evaluation matrix to categorize the various PA records according to Functional Area [Programs,Finance,Legal, etc.] and provide appropriate data for each record series, including: Retention Periods, Applicable Organizations., Retention Authority, Retention Assumptions, Differences Related to Storage Medium.Etc. The matrix will be submitted for approval by WGARM and the Participating Agencies prior to any further project action. |
Nor3mco agreed a part of the matrix [2.3 deliverable] to at least highlight the paper versions for relevant entries of relevent items on compendium mentioned above |
Header Had hoped for at least consolidate list of which ones were relevant. Agreed that the list of what is provided would include unique reference number to document if known |
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2.4 |
Functional Requirements for an Appraisal Decision Package |
Develop
Functional Requirements for an appraisal decision assistance package. Following PA approval, specify the functional
requirements for an appraisal decision assistance package in which the main data table
and required fields are identified and their inter-relationships are defined. Background papers from 1993 ICA/SIO on
Appraisal Decision Assistance and Tools provided as a baseline for functional
requirements |
D.Appraisal Decision Assistance Package: Functional Requirements Once WGARM
and the New York City-based Participating Agencies have approved the Comprehensive
Standards Matrix, N aremco will specify the
functional requirements for software to assist with appraisal decisions. The
functional requirements will support both the initial
data entry and revision of all elements to be incorporated into the database
[defined in a set of standard SQL tables ].Specified functions will include: *Required
Data [Examples ]. •
Functional Area. • Records
Series. •
Authorities. •
Retention. • Etc. Optional
Data [as identified during the project ]. Links Among
the Data . • Record
series and retention rules. • Official
and convenience copies. • Organizations. |
Agreed to provide first draft by Dec 01 |
Header |
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2.5 |
Software Recommendation Report |
Select
or develop Appraisal Decision Assistance Software. Recommend an Appraisal decision assistance
software to develop a matrix of rules and values linked to authoritative
sources for application to PA records. Justify the recommendation relative to
other software available. If an "off the shelf software cannot be
identified or is not immediately available, develop a simple prototype for
the main tables and fields using MS Access or other acceptable database tool.
Prepare a report in which advanced functionality (dynamic relationships
between tables and fields)is described. |
E.Appraisal Decision Software Naremco
will evaluate currently existing software packages that have the capability
to manage the
information created for the Comprehensive Standards Matrix. The major
evaluative criterion will be the ability of the software to create a matrix
of rules and values with links to authorities
supporting the rules and values. A secondary criterion will be the
flexibility of the software's
reporting function. Based on the results of the evaluations Naremco will either: 1.Recommend
a specific 'off-the-shelf software package with justification for the
selection of the nominated package in relation to other packages considered. 2.Create an
Access database with primary and secondary tables, accompanied by a report
which documents the links and dynamic relationships among the tables as well
as the functions [defined by menu choices ] required within the system. |
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