21 - Universal -ERM Requirments - Refresh 49

40 KB Posted Jun 6, 2019

Attached to: Office, Imaging and Document Federal contract opportunity
Solicitation number: 3FNJ-C1-000001-B
Issued by: GSA Federal Acquisition Service

About this file

Written by GovTribe AI · Dec 30, 2023

This is a solicitation for a Multiple Award Schedule contract to provide office, imaging and document solutions to federal agencies. The solicitation will be available electronically and includes applicable clauses. Interested parties can access the solicitation on FedBizOpps. Prospective contractors must maintain annual representations and certifications in SAM. Resulting contracts will be effective for five years with an option to extend for three additional five-year periods. Certified 8(a) firms can participate. Submission of environmentally preferable products is encouraged. The solicitation provides an opportunity for contractors to offer office, imaging and document solutions to federal agencies via the GSA Multiple Award Schedule program.

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21 - Universal -ERM Requirments - Refresh 49

Text of this file

Abstract Universal ERM Requirements

NARA’s Requirements Working Group (RWG) created the Universal ERM Requirements to:

1. provide standards for agencies and existing Lines of Business (LoBs) to manage their electronic records;

2. help vendors determine capabilities for their ERM tools;

3. help agencies identify the best tools to procure for their needs.

The requirements have six sections based on the lifecycle of electronic records management. Please refer to the Glossary tab for their definitions.

1. Capture

2. Maintenance and Use

3. Disposal

4. Transfer

5. Metadata

6. Reporting

The requirements are either “program” requirements, relating to the design and implementation of an agency’s ERM policies and procedures, or “system” requirements, providing technical guidance to vendors in creating ERM tools and specifications for agencies to consider when procuring them.

The requirements are then either mandatory (“Must Have”) or preferred (“Should Have”). These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. “Must Have” and “Should Have” requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities.

The requirements represent cross-cutting perspectives from multiple Federal agencies. They complement a new Special Item Number (SIN) covering Electronic Records Management in GSA’s Schedule 36 procurement offerings. Agencies should consider it an authoritative source when making purchasing decisions.

&A For Official Use Only Page &P of &N

Lifecycle Requirements

Req ID

Requirement Text

Lifecycle Phase

Req Type

Priority

Source

Desktop Applications

Electronic Messages

Social Media

Cloud Services

Websites

Digital Media (Photo)

Digital Media (Audio)

Digital Media (Video)

Databases

Shared Drives

Engineering Drawings

0.01

Agencies must 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.

Full Lifecycle

Program

Must Have

44 USC 3301

0.02

Agencies should monitor and review access rights and permission rules for electronic records regularly; these access rights and permission rules should be updated on a regular basis.

Full Lifecycle

Program

Should Have

ISO 15489-1:2016, Section 8.4 Access and permission rules

0.03

Agencies must have controls to prevent unauthorized access, alteration, concealment, or destruction of records. Examples include access lists, monitoring, and agent validation.

Full Lifecycle

System

Must Have

ISO 15489-1:2016, Section 5.3 Records Systems

0.04

Agencies should regularly monitor and evaluate their records controls.

Full Lifecycle

Program

Should Have

ISO 15489-1:2016, Section 6.4 Monitoring and evaluation

0.05

Agencies retain responsibility for managing their electronic records, regardless of whether they reside in a public, private, or community cloud; a contracted environment; or under the agency's physical control.

Full Lifecycle

Program

Must Have

NARA Bulletin 2010-05: Cloud Computing

0.06

The records system must have the ability to prevent unauthorized access, modification, or deletion of records, and must ensure that audit trails are in place to track use of the records.

Full Lifecycle

System

Must Have

Requirements Working Group

0.07

Agencies must be responsible for monitoring changes to third-party terms of service that may affect the management of records.

Full Lifecycle

Program

Must Have

Requirements Working Group

1.01

A record must be able to provide adequate and proper documentation of agency business for as long as the information is needed.

1. Capture

System

Must Have

36 CFR 1236.10

1.02

A record is considered reliable if it ensures a full and accurate representation of the transactions or activities.

1. Capture

System

Must Have

36 CFR 1236.10

1.03

A record is considered reliable if it can be depended upon in the course of subsequent transactions or activities.

1. Capture

System

Must Have

36 CFR 1236.10

1.04

A record is considered to have integrity if it is complete and unaltered.

1. Capture

System

Must Have

36 CFR 1236.10

1.05

A record is considered usable of it can be located, retrieved, presented, and interpreted.

1. Capture

System

Must Have

36 CFR 1236.10

1.06

An authentic record is considered authoritative evidence of a transaction or event; records are authentic if they are what they claim to be.

1. Capture

System

Must Have

ISO 15489-1:2016, Section 5.2 Records

1.07

A record must be authentic to be considered authoritative evidence of a transaction or event; records are authentic if they are created or sent by the agent claiming to have created or sent it.

1. Capture

System

Must Have

ISO 15489-1:2016, Section 5.2 Records

1.08

A record must be authentic to be considered authoritative evidence of a transaction or event; authentic records are those created or sent when claimed to be created or sent.

1. Capture

System

Must Have

ISO 15489-1:2016, Section 5.2 Records

1.09

Once a record has been captured into a records system, all events and actions related to the record by person entities and non-person entities must be documented on an on-going basis.

1. Capture

System

Must Have

ISO 15489-1:2016, Section 9.5 Access control

1.10

All records must be associated with the approved records schedules that pertain to each record.

1. Capture

System

Must Have

Requirements Working Group

1.11

Agencies are responsible for identifying what kind of social media output constitutes a federal record, and capturing those records appropriately.

1. Capture

Program

Must Have

NARA Bulletin 2014-02: Social Media

1.12

Agencies should establish a Social Media Working Group to handle the special demands of managing federal records created through social media.

1. Capture

Program

Should Have

NARA Bulletin 2014-02: Social Media

1.13

Agencies must analyze existing records schedules to determine if social media records are covered, and if not, develop an appropriate schedule.

1. Capture

Program

Must Have

NARA Bulletin 2014-02: Social Media

1.14

Any agency business conducted through electronic messaging accounts are considered Federal records and must be captured within 20 days.

1. Capture

Program

Must Have

NARA Bulletin 2015-02: Electronic Messages

2.01

Records of current and former employees must be managed in a manner that supports searching in response to information requests, including FOIA and agency business needs.

2. Maintain & Use

System

Must Have

Requirements Working Group

2.02

Access rights and permission rules for records should be adjusted to coincide with changes to the legal/regulatory environment, to business activities, or to the structure of the organization.

2. Maintain & Use

System

Should Have

ISO 15489-1:2016, Section 9.5 Access control

2.03

Access rights and permission rules for records should be based on the function, activity, or business process related to the records. This allows for changes to be made to the organization without affecting the access and permission rules.

2. Maintain & Use

System

Should Have

ISO 15489-1:2016, Section 8.4 Access and permission rules

2.04

Any actions changing the level of access, altering the record, or changing the location of the record must be documented and tracked into an audit log.

2. Maintain & Use

System

Must Have

ISO 15489-1:2016, Section 5.2 Records

2.05

Records must be usable for as long as needed to conduct agency business.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.06

Ensuring usability of records means determining if the retention period for any records is longer than the life of the system where they are currently stored.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.07

Ensuring usability of records includes converting records to usable formats and maintaining the link between the records and their metadata through the conversion process.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.08

Ensuring usability of records includes planning for the migration of records to a new system before the current system is retired.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.09

Ensuring usability of records includes ensuring that migration of records addresses non-active electronic records stored off-line.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.10

Ensuring usability of records includes carrying out system upgrades of hardware and software while maintaining the functionality and integrity of the electronic records created in them.

2. Maintain & Use

Program

Must Have

36 CFR 1236.14

2.11

If their cloud provider discontinues services, agencies must continue to meet their records management responsibilities by migrating the records to another system or repository.

2. Maintain & Use

Program

Must Have

NARA Bulletin 2010-05: Cloud Computing

2.12

The system receiving the migrated records must have appropriate security and records management controls in place to manage the records throughout the entire lifecycle, including preventing the unauthorized access or disposal of records.

2. Maintain & Use

Program

Must Have

NARA Bulletin 2010-05: Cloud Computing

2.13

Agency personnel must have proper authorization before removing Federal records from government custody.

2. Maintain & Use

Program

Must Have

NARA Bulletin 2013-03: Protecting Records

2.14

Agency personnel must obtain approval from a designated official of the agency, such as the Agency Records Officer or General Counsel, before removing extra copies of records or other non-record materials from government custody.

2. Maintain & Use

Program

Must Have

NARA Bulletin 2013-03: Protecting Records

2.15

Agencies must contact NARA of any actual, impending, or threatened unlawful removal, defacing, alteration, corruption, deletion, erasure, or other destruction of records in the custody of the agency.

2. Maintain & Use

Program

Must Have

44 USC 3106 (a)

2.16

Agencies should continuously review their records schedules to determine if changes to their use of technology affects the value of the records in question.

2. Maintain & Use

Program

Must Have

Requirements Working Group

2.17

Agencies should continuously review their records schedules to determine if changes to their business processes affects the value of the records in question.

2. Maintain & Use

Program

Must Have

Requirements Working Group

3.01

Electronic records must be disposed of in a manner that protects any sensitive, proprietary, or national security information. Any magnetic recording media previously used for electronic records containing sensitive, proprietary, or national security information must not be reused if the previously recorded information can be compromised in any way by reuse of the media.

3. Disposal

System

Must Have

36 CFR 1226.24

3.02

Agencies must control any proposed deletion of records pursuant to existing records schedules.

3. Disposal

Program

Must Have

Requirements Working Group

3.03

All records must be covered by a NARA-approved disposition authority. This includes using existing records schedules, creating new schedules, or using an applicable GRS.

3. Disposal

Program

Must Have

Requirements Working Group

3.04

If a suspend-disposition authority or legal hold is issued, the disposition of approved records must cease immediately. The approved records will remain suspended until a revocation order lifts the authority. Once the authority is lifted, the disposition of approved records can continue.

3. Disposal

Program

Must Have

RMSC Functional Requirements

3.05

Agencies may retain records approved for destruction beyond the period outlined in the records schedule if the records in question pertain to a court order, executive order, law, or approved business justification.

3. Disposal

Program

Should Have

36 CFR 1226.18 (Requirements Working Group)

3.06

Once a group of records no longer has business value, or the circumstances pertaining to the extended retention of records are no longer applicable, agencies must destroy the records in accordance with the records schedule.

3. Disposal

Program

Must Have

36 CFR 1226.18 (Requirements Working Group)

4.01

Agencies must transfer documentation adequate to identify, service, and interpret the permanent electronic records.

4. Transfer

Program

Must Have

36 CFR 1235.48

4.02

Agencies must transfer electronic records in a format that is independent of specific hardware or software.

4. Transfer

Program

Must Have

36 CFR 1235.50

4.03

Agencies using an email system that identifies users by codes or nicknames, or identifies addressees only by the name of a distribution list, must include information with the transfer-level documentation to ensure identification of the sender and addressee(s).

4. Transfer

Program

Must Have

Email Management Success Criteria

4.04

During records migration, all records and associated metadata in the originating system must be retained until the migration is complete and the destination system has been deemed reliable and secure.

4. Transfer

System

Must Have

ISO 15489-1:2016, Section 9.8 Migrating and converting records

4.05

Agencies must be able to identify and preserve permanent records regardless of format or location for transfer to NARA, when appropriate.

4. Transfer

Program

Must Have

Requirements Working Group

4.06

Agencies must disable passwords or other forms of file-level encryption that prevent access to records before transferring permanent records to NARA.

4. Transfer

Program

Must Have

NARA Bulletin 2014-04: Format Guidance

4.07

Agencies must retain a copy of all permanent electronic records transferred to NARA until receiving official notification that NARA has accepted legal custody of the records.

4. Transfer

Program

Must Have

NARA Bulletin 2014-04: Format Guidance

4.08

Agencies must transfer permanent records to NARA in accordance with their records retention schedules. Generally, permanent records are transferred between 15 and 30 years after their creation or receipt.

4. Transfer

Program

Must Have

NARA Bulletin 2015-01: Age of Records

4.09

Agencies must transfer permanent records to NARA in accordance with the preferred and acceptable file formats outlined in the "Transfer Formats" section of the ERM LoB Requirements Collection. The "Transfer Formats" section is current as of 3/21/2017.

4. Transfer

Program

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

5.01

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.

5. Metadata

System

Must Have

ISO 15489-1:2016, Section 5.2 Records

5.02

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.

5. Metadata

System

Must Have

ISO 15489-1:2016, Section 8.2 Metadata schemas for records

5.03

Metadata to manage records must be in one of six categories: (1) Identity - information identifying the record; (2) Description - information determining the nature of the record; (3) Use - information facilitating immediate and longer-term record use; (4) Event plan - information used to manage the record, such as disposition information; (5) Event history - information recording past events on the record and its metadata; (6) Relation - information describing the relationship between the record and other records.

5. Metadata

System

Must Have

ISO 15489-1:2016, Section 8.2 Metadata schemas for records

5.04

The metadata for a record must be protected from unauthorized deletion, and must be retained or destroyed in accordance with the record's retention schedule.

5. Metadata

Program

Must Have

ISO 15489-1:2016, Section 5.2 Records

5.05

Once the record has been captured, the associated metadata must be fixed and kept as transactional evidence. The metadata includes a unique identifier, author, date of creation, and relationships with other records.

5. Metadata

System

Must Have

ISO 15489-1:2016, Section 9.3 Capturing records

5.06

When migrating records, all metadata must be preserved and accompanied with the transfer.

5. Metadata

System

Must Have

Requirements Working Group

5.07

Permanent records transfers to NARA must include the following metadata elements: File Name, Record ID, Title, Description, Creator, Creation Date, Rights. Metadata elements such as Coverage and Relation must also be provided if they apply to the records being transferred.

5. Metadata

System

Must Have

NARA Bulletin 2015-04: Metadata Guidance

5.08

When transferring permanent records to NARA, agencies must provide the metadata elements as an index in a machine-readable CSV file. Agencies must notify NARA if there are additional metadata provided with the transferred permanent records.

5. Metadata

System

Must Have

NARA Bulletin 2015-04: Metadata Guidance

5.09

Records can represent more than one business activity and therefore can be assigned to more than one record category.

5. Metadata

Program

Should Have

RMSC Functional Requirements

6.01

Agencies must have the ability to generate reports demonstrating effective controls and compliance.

6. Reporting

System

Must Have

36 CFR 1220.18

6.02

The records system must provide the ability to design and generate customized reports.

6. Reporting

System

Must Have

Requirements Working Group

6.03

The records system must provide the ability to print reports that are legible, professional in appearance, and usable for an agency's official business purposes.

6. Reporting

System

Must Have

Requirements Working Group

6.04

The records system should provide the ability to filter and sort report data based on the values contained in any field or column.

6. Reporting

System

Should Have

Requirements Working Group

6.05

The records system should provide the ability to schedule the delivery of reports, and to distribute them to a specified list of recipients.

6. Reporting

System

Should Have

Requirements Working Group

6.06

The records system should provide users the ability to design and run ad hoc reports using any information for which they have been granted access.

6. Reporting

System

Should Have

Requirements Working Group

6.07

The records system should provide the ability to save the configurations of ad hoc reports for reuse.

6. Reporting

System

Should Have

Requirements Working Group

&A For Official Use Only Page &P of &N

Transfer Format Requirements

Req ID

Requirement Text

Lifecycle Phase

Req Type

Priority

Source

Desktop Applications

Electronic Messages

Social Media

Cloud Services

Websites

Digital Media (Photo)

Digital Media (Audio)

Digital Media (Video)

Databases

Shared Drives

Engineering Drawings

TF.01

Agencies must transfer CAD records to NARA in the following file formats: preferred file formats are (1) X3D, and (2) STEP; acceptable file formats are (1) PDF/E, (2) U3D, and (3) PRC.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.02

Agencies must transfer Digital Audio records to NARA in the following file formats: preferred file formats are (1) BWF, and (2) FLAC; acceptable file formats are (1) AIFF, (2) MP3, and (3) Wave.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.03

Digital Audio records must be transferred at a minimum of 16 bits per sample, but 24 bits per sample is preferred. Digital Audio records should also be transferred at a sample rate of at least 44.1 KHz, but a sample rate of 96 KHz is preferred.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.04

Agencies must transfer Digital Cinema records to NARA in the following file formats: preferred file formats are (1) DPX.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.05

Agencies must transfer Digital Video records to NARA in the following file formats: acceptable file formats are (1) AVI, (2) MOV, (3) WMV, (4) MPEG 4, (5) MPEG2, and (6) MXF.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.06

Agencies must transfer Digital Photograph records to NARA in the following file formats: preferred file formats are (1) TIFF; acceptable file formats are (1) JFIF with JPEG compression, (2) DNG, (3) PNG, and (4) JP2.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.07

Agencies must transfer Scanned Text records to NARA in the following file formats: preferred file formats are (1) TIFF, (2) JP2, (3) PNG, and (4) PDF/A; acceptable file formats are (1) JFIF with JPEG compression, (2) GIF, and (3) PDF/A-2.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.08

For Scanned Text records, Bitonal images must be transferred at 300-600 ppi, with 600 ppi preferred; Gray scale must be scanned at 300-400 ppi, with 400 ppi preferred; Color must be scanned at 300-400 ppi, with 400 ppi preferred.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.09

Agencies must transfer Digital Poster records to NARA in the following file formats: preferred file formats are (1) TIFF, (2) JP2, (3) PNG, and (4) PDF/A; acceptable file formats are (1) JFIF with JPEG compression, and (2) GIF.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.10

For Digital Poster records, Bitonal images must be transferred at 300-600 ppi, with 600 ppi preferred; Gray scale must be scanned at 300-400 ppi, with 400 ppi preferred; Color must be scanned at 300-400 ppi, with 400 ppi preferred.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.11

Agencies must transfer Geospatial records to NARA in the following file formats: preferred file formats are (1) Geo TIFF, (2) GML, (3) TIGER, and (4) KML; acceptable file formats are (1) VPF, (2) ESRI ARC/INFO, TerraGo Geospatial PDF, (3) ESRI Shapefile, and (4) SDTS (imminent transfer format).

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.12

Agencies must transfer Presentation records to NARA in the following file formats: preferred file formats are (1) ODP, and (2) PDF/A-1; acceptable file formats are (1) PPT, (2) PPTX, and (3) PDF/A-2.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.13

Agencies must transfer Textual Data records to NARA in the following file formats: preferred file formats are (1) ASCII Text, (2) Unicode Text, (3) ODF, (4) PDF/A-1, and (5) PDF/A-2; acceptable file formats are (1) PDF, (2) DOCX, and (3) DOC.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.14

Agencies must transfer Structured Data records to NARA in the following file formats: preferred file formats are (1) CSV, (2) ODS, (3) ASCII Text, (4) JSON, and (5) XML; acceptable file formats are (1) MS Excel Office Open XML, (2) XLS, and (3) EBCDIC (imminent transfer format).

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.15

Data files or databases must be transferred as flat files or rectangular tables. All records in a database, or rows in a relational database, must have the same logical format. Each data element within a record must contain only one data value, and each record must not contain nested repeating groups of data items.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.16

Structured data must be transferred together with any associated files necessary to verify the validity of the data, such as DTDs, schemas, or data dictionaries.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.17

Agencies must transfer Email records to NARA in the following file formats: preferred file formats are (1) EML, and (2) MBOX; acceptable file formats are (1) XML, and (2) MSG.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.18

Agencies must transfer aggregations of Email records to NARA in the following file formats: preferred file formats are (1) PST, and (2) MBOX.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.19

Agencies must transfer Web records to NARA in the following file formats: acceptable file formats are (1) WARC, and (2) ARC.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.20

Web records must be accessible via HTTP from a server to a client browser when a URL has been activated.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.21

Web content records that share a domain name including content managed under format agreement and residing on another site must be transferred together.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.22

All component parts of web content records that have been appraised as permanent including image, audio, video, and all other proprietary formats, must be transferred in a manner that maintains all of the original links, functionality, and data integrity.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.23

Web records with dynamic content such as calendars or databases must be transferred in an acceptable format, or be made accessible as static content.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.24

Web records must include all internally referenced URLs when transferred to NARA.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

TF.25

Web records must maintain all control information from the harvesting protocol.

4. Transfer

System

Must Have

NARA Bulletin 2014-04, Appendix A: Table of File Formats

&A For Official Use Only Page &P of &N

Glossary

Lifecycle Phase	Definition
Capture	Refers to the idea of placing an object under records management control for disposition and access purposes. Objects are not necessarily moved from the system they reside in when they are captured.
Maintain & Use	The process of managing records through their most active stage. This includes ensuring records are migrated and transformed as systems change, so the records remain usable.
Disposal	The period when records have met their retention period and no longer have business value to the organization. Records that meet these conditions are destroyed in accordance with their records retention schedule using methods such as those outlined in NIST Special Publication 800-88.
Transfer	Records that are identified as having historical value are permanent records. These permanent records are kept by the agency for a period of time specified by their records retention schedule; the records are then legally transferred to NARA for permanent storage.
Metadata	Identifiers that describes the context, content, and structure of the records. Examples include author, document type, date, record category, file size, etc.
Reporting	Generating reports to allow for further analysis and to demonstrate effective controls and compliance. Reports may include search results, records eligible for disposition, audit logs, and other customized or ad hoc reports.
Requirement Type	Definition
Program	Program requirements affect or are considerations for an Agency's Records Management Program implemented by an agency records officer. These requirements help create the proper environment for the successful implementation of an Electronic Records Management System or Solution.
System	System requirements describe the desired features and / or functions of an Electronic Records Management System. These requirements help Agencies select a system or solution that meets common standards of performance and activity.
Key Terms	Definition
Agency Personnel	Agency personnel refers to federal employees, contractors, volunteers and others that create, receive, access or use federal records on behalf of the agency.

Record Type	Definition
Desktop Applications	Desktop Applications refers to documents created by Microsoft Office, Adobe, or other Office Management software such as Google or Apple that will reside in an Electronic Records Management System (ERMS). These documents will be managed in the ERMS throughout their entire records lifecycle.
Electronic Messages	Electronic Messages refers to email messages, instant messages, chat messages, text messages, and voicemail messages that meet the definition of Federal records.
Social Media	Social Media refers to messages generated through a social media application that meet the definition of Federal records. Examples of social media applications include Facebook, Twitter, Slack, Pinterest, Google Plus, and Skype, among others.
Cloud Services	Cloud Services refers to Federal records that reside in a cloud environment hosted by a 3rd party service provider.
Websites	Websites refers to (1) web content records, which represent information presented on a website, and (2) website administrative records, which provide evidence of the management and operations of the website. Examples of website records include the following: web page content, dynamic content, scripts, list of URLs referenced by hyperlinks, website design records, etc.
Digital Media (Photo)	Digital Media (Photo) refers to photograph records that meet the definition of Federal records. These records must also be in the correct file formats according to NARA's transfer guidance.
Digital Media (Audio)	Digital Media (Audio) refers to audio records that meet the definition of Federal records. These records must also be in the correct file formats according to NARA's transfer guidance.
Digital Media (Video)	Digital Media (Video) refers to video records that meet the definition of Federal records. These records must also be in the correct file formats according to NARA's transfer guidance.
Databases	Databases refer to structured repositories of indexed information that allow information retrieval, analysis, and output. These databases must meet the definition of Federal records, and must be in the correct file formats according to NARA's transfer guidance.
Shared Drives	Shared Drives refer to managed shared servers which provide electronic storage space for authorized users to house Federal records in supported file formats.
Engineering Drawings	Engineering Drawings refer to technical drawings used to convey all the required information to allow a manufacturer to produce that component. Engineering Drawing records must meet the definition of a Federal record, and must be in the correct file formats according to NARA's transfer guidance.

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Other files for this federal contract opportunity

Other files attached to Office, Imaging and Document, newest first.
File	Type	Posted
05 - Past Performance Evaluation	—	Jun 6, 2019
All Files	—	Jun 6, 2019
01 - Read Me First	—	Jun 6, 2019
04 - Regulations Incorporated by Reference	—	Jun 6, 2019
14 - Vendor Certification for SIN 51 600 Electronic Records Managment Solutions - Refresh 49	—	Jun 6, 2019
10 - Wage Determiniations Non Standard WDs April 2019	—	Jun 6, 2019
18 - Summary of Offer - Refresh 49	—	Jun 6, 2019
13 - Critical Information Specific to Schedule 36 - Refrsh 49	—	Jun 6, 2019
19 - Letter of Supply - Refresh 49	—	Jun 6, 2019
02 - Solicitation	—	Jun 6, 2019
16 - Rental Terms - Refresh 49	—	Jun 6, 2019
08 - Commercial Sales Practice Format(CSP-1)	—	Jun 6, 2019
17 - Leasing Terms - Refresh 49	—	Jun 6, 2019
11 - Wage Determinations Standard WDs 4001-4999 April 2019	—	Jun 6, 2019
06 - Small Business Sub Contracting Plan	—	Jun 6, 2019
12 - Wage Determinations Standard WDs 5000-5852 April 2019	—	Jun 6, 2019
03 - SF1449	—	Jun 6, 2019
07 - Price Proposal Template	—	Jun 6, 2019
09 - Wags Determinations Unpublished WDs April 2019	—	Jun 6, 2019
15 - Software Terms and Conditions - Schedule 36 - Solicitation - 3FNJ-C1-000001-B - Refresh 49	—	Jun 6, 2019
20 - Agent Authorization Letter - Refresh 49	—	Jun 6, 2019

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File details come from the government source that posted it. Updated Dec 30, 2023.