CIRCULAR NO_ A-130 Revised The White House.mht

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Circular NO A-130 Revised The White House

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<DIV=20

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<LI><A=20

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<UL>

<LI><A =

href=3D"http://www.whitehouse.gov/omb/organization">About</A></LI> <LI><A href=3D"http://www.whitehouse.gov/omb/blog">OMBlog</A></LI> <LI><A href=3D"http://www.whitehouse.gov/omb/budget">The = Budget</A></LI>

<LI><A =

href=3D"http://www.whitehouse.gov/omb/management">Management</A></LI>

<LI><A =

href=3D"http://www.whitehouse.gov/omb/inforeg_default">Regulation &amp;=20 Information Policy</A></LI>

<LI><A =

href=3D"http://www.whitehouse.gov/omb/legislative-affairs">Legislative=20 Information</A></LI> <LI><A href=3D"http://www.whitehouse.gov/omb/recruitment_default">Join =

OMB</A></LI>

<LI class=3Dlast><A = href=3D"http://www.whitehouse.gov/omb/contact">Contact=20 OMB</A></LI></UL></DIV><!--/#ms sub nav--></DIV></DIV></DIV> <DIV id=3Dedge-under-top-no-left></DIV><!--/#edge under blue--> <DIV id=3Dcontent> <H1 property=3D"dc:title">CIRCULAR NO. A-130 Revised </H1> <DIV id=3Domblegacy><!-- BEGIN --><!-- BEGIN --> <H3>Transmittal Memorandum No. 4</H3>

<P><B>MEMORANDUM FOR HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES</B>=20

<P><B>SUBJECT:</B> &nbsp; Management of Federal Information Resources =

<BR><A=20

name=3DP73_20797></A></P>

<OL>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#1">Purpo= se</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#2">Resci= ssions</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#3">Autho= rities</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#4">Appli= cability=20 and Scope</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#5">Backg= round</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#6">Defin= itions</A></LI>

<LI><A =

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#7">Basic= =20 Considerations and Assumptions</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#8">Polic= y</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#9">Assig= nment=20 of Responsibilities</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#10">Over= sight</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#11">Effe= ctiveness</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#12">Inqu= iries</A></LI>

<LI><A=20

href=3D"http://www.whitehouse.gov/omb/Circulars_a130_a130trans4/#13">Suns= et=20 Review Date</A></LI> <P><A=20 href=3D"http://www.whitehouse.gov/omb/circulars_a130_a130appendix_i">Appe= ndix=20 I</A>, Federal Agency Responsibilities for Maintaining Records About=20 Individuals <BR><A=20 href=3D"http://www.whitehouse.gov/omb/circulars_a130_a130appendix_ii">App= endix=20 II</A>, Implementation of the Government Paperwork Elimination Act =

<BR><A=20

href=3D"http://www.whitehouse.gov/omb/circulars_a130_a130appendix_iii">Ap= pendix=20 III</A>, Security of Federal Automated Information Resources <BR><A=20 href=3D"http://www.whitehouse.gov/omb/circulars_a130_a130appendix_iv">App= endix=20 IV</A>, Analysis of Key Sections </P></OL> <P><B><A name=3D1></A>1. Purpose:</B> This Circular establishes policy = for the=20 management of Federal information resources. OMB includes procedural and = analytic guidelines for implementing specific aspects of these policies = as=20 appendices. </P> <P><B><A name=3D2></A>2. Rescissions:</B> This Circular rescinds OMB = Memoranda=20 M-96-20, "Implementation of the Information Technology Management Reform = Act of=20 1996;" M-97-02, "Funding Information Systems Investments;" M-97-09, = "Interagency=20 Support for Information Technology;" M-97-15, "Local Telecommunications = Services=20 Policy;" M-97-16, "Information Technology Architectures". </P> <P><B><A name=3D3></A>3. Authorities</B>: OMB issues this Circular = pursuant to the=20 Paperwork Reduction Act (PRA) of 1980, as amended by the Paperwork = Reduction Act=20 of 1995 (44 U.S.C. Chapter 35); the Clinger-Cohen Act (also known as=20 "Information Technology Management Reform Act of 1996") (Pub. L. = 104-106,=20 Division E); the Privacy Act, as amended (5 U.S.C. 552a); the Chief = Financial=20 Officers Act (31 U.S.C. 3512 et seq.); the Federal Property and = Administrative=20 Services Act, as amended (40 U.S.C. 487); the Computer Security Act of = 1987=20 (Pub. L. 100-235); the Budget and Accounting Act, as amended (31 U.S.C. = Chapter=20 11); the Government Performance and Results Act of 1993(GPRA); the = Office of=20 Federal Procurement Policy Act (41 U.S.C. Chapter 7); the Government = Paperwork=20 Elimination Act of 1998 (Pub. L. 105-277, Title XVII), Executive Order = No. 12046=20 of March 27, 1978; Executive Order No. 12472 of April 3, 1984;<B> = </B>and=20 Executive Order No. 13011 of July 17, 1996.</P> <P><B><A name=3D4></A>4. Applicability and Scope:</B>=20 <DIR>a. The policies in this Circular apply to the information = activities of all=20 agencies of the executive branch of the Federal government.=20 <P>b. Information classified for national security purposes should also = be=20 handled in accordance with the appropriate national security directives. =

National security emergency preparedness activities should be conducted = in=20 accordance with Executive Order No. 12472. </P></DIR> <P><B><A name=3D5></A>5. Background:</B> The Clinger-Cohen Act = supplements the=20 information resources management policies contained in the PRA by = establishing a=20 comprehensive approach for executive agencies to improve the acquisition = and=20 management of their information resources, by:=20

<OL>

<LI>focusing information resource planning to support their strategic=20 missions; </LI> <LI>implementing a capital planning and investment control process = that links=20 to budget formulation and execution; and </LI> <LI>rethinking and restructuring the way they do their work before = investing=20 in information systems. <BR><BR>The PRA establishes a broad mandate = for=20 agencies to perform their information resources management activities = in an=20 efficient, effective, and economical manner. To assist agencies in an=20 integrated approach to information resources management, the PRA = requires that=20 the Director of OMB develop and implement uniform and consistent = information=20 resources management policies; oversee the development and promote the = use of=20 information management principles, standards, and guidelines; evaluate = agency=20 information resources management practices in order to determine their = adequacy and efficiency; and determine compliance of such practices = with the=20 policies, principles, standards, and guidelines promulgated by the = Director.=20

</LI></OL>

<P><B><A name=3D6></A>6. Definitions:</B> </P> <OL type=3Da> <LI>The term "agency" means any executive department, military = department,=20 government corporation, government controlled corporation, or other=20 establishment in the executive branch of the Federal government, or = any=20 independent regulatory agency. Within the Executive Office of the = President,=20 the term includes only OMB and the Office of Administration. =

<BR><BR></LI>

<LI>The term "audiovisual production" means a unified presentation, = developed=20 according to a plan or script, containing visual imagery, sound or = both, and=20 used to convey information. <BR><BR></LI> <LI>The term "capital planning and investment control process " means = a=20 management process for ongoing identification, selection, control, and = evaluation of investments in information resources. The process links = budget=20 formulation and execution, and is focused on agency missions and = achieving=20 specific program outcomes. <BR><BR></LI> <LI>The term "Chief Information Officers Council" (CIO Council) means = the=20 Council established in Section 3 of Executive Order =

13011.<BR><BR></LI>

<LI>The term "dissemination" means the government initiated = distribution of=20 information to the public. Not considered dissemination within the = meaning of=20 this Circular is distribution limited to government employees or = agency=20 contractors or grantees, intra- or inter-agency use or sharing of = government=20 information, and responses to requests for agency records under the = Freedom of=20 Information Act (5 U.S.C. 552) or Privacy Act.<BR><BR></LI> <LI>The term "executive agency" has the meaning defined in section = 4(1) of the=20 Office of Federal Procurement Policy Act (41 U.S.C. =

403(1)).<BR><BR></LI>

<LI>The term "full costs," when applied to the expenses incurred in = the=20 operation of an information processing service organization (IPSO), is = comprised of all direct, indirect, general, and administrative costs = incurred=20 in the operation of an IPSO. These costs include, but are not limited = to,=20 personnel, equipment, software, supplies, contracted services from = private=20 sector providers, space occupancy, intra-agency services from within = the=20 agency, inter-agency services from other Federal agencies, other = services that=20 are provided by State and local governments, and Judicial and = Legislative=20 branch organizations. <BR><BR></LI> <LI>The term "government information" means information created, = collected,=20 processed, disseminated, or disposed of by or for the Federal = Government.=20

<BR><BR></LI>

<LI>The term "government publication" means information which is = published as=20 an individual document at government expense, or as required by law. = (44=20

U.S.C. 1901)<BR><BR></LI>

<LI>The term "information" means any communication or representation = of=20 knowledge such as facts, data, or opinions in any medium or form, = including=20 textual, numerical, graphic, cartographic, narrative, or audiovisual = forms.=20

<BR><BR></LI>

<LI>The term "information dissemination product" means any book, = paper, map,=20 machine-readable material, audiovisual production, or other = documentary=20 material, regardless of physical form or characteristic, disseminated = by an=20 agency to the public.<BR><BR></LI> <LI>The term "information life cycle" means the stages through which=20 information passes, typically characterized as creation or collection, = processing, dissemination, use, storage, and disposition. =

<BR><BR></LI>

<LI>The term "information management" means the planning, budgeting,=20 manipulating, and controlling of information throughout its life = cycle.=20

<BR><BR></LI>

<LI>The term "information resources" includes both government = information and=20 information technology.<BR><BR></LI> <LI>The term "information processing services organization" (IPSO) = means a=20 discrete set of personnel, information technology, and support = equipment with=20 the primary function of providing services to more than one agency on = a=20 reimbursable basis.<BR><BR></LI> <LI>The term "information resources management" means the process of = managing=20 information resources to accomplish agency missions. The term = encompasses both=20 information itself and the related resources, such as personnel, = equipment,=20 funds, and information technology. <BR><BR></LI> <LI>The term "information system" means a discrete set of information=20 resources organized for the collection, processing, maintenance, = transmission,=20 and dissemination of information, in accordance with defined = procedures,=20 whether automated or manual. <BR><BR></LI> <LI>The term "information system life cycle" means the phases through = which an=20 information system passes, typically characterized as initiation, = development,=20 operation, and termination. <BR><BR></LI> <LI>The term "information technology" means any equipment or = interconnected=20 system or subsystem of equipment, that is used in the automatic = acquisition,=20 storage, manipulation, management, movement, control, display, = switching,=20 interchange, transmission, or reception of data or information by an = executive=20 agency. For purposes of the preceding sentence, equipment is used by = an=20 executive agency if the equipment is used by the executive agency = directly or=20 is used by a contractor under a contract with the executive agency = which (i)=20 requires the use of such equipment, or (ii) requires the use, to a = significant=20 extent, of such equipment in the performance of a service or the = furnishing of=20 a product. The term "information technology" includes computers, = ancillary=20 equipment, software, firmware and similar procedures, services = (including=20 support services), and related resources. The term "information = technology"=20 does not include any equipment that is acquired by a Federal = contractor=20 incidental to a Federal contract. The term "information technology" = does not=20 include national security systems as defined in the Clinger-Cohen Act = of 1996=20

(40 U.S.C. 1452). <BR><BR></LI>

<LI>The term "Information Technology Resources Board" (Resources = Board) means=20 the board established by Section 5 of Executive Order 13011. =

<BR><BR></LI>

<LI>The term "major information system" means an information system = that=20 requires special management attention because of its importance to an = agency=20 mission; its high development, operating, or maintenance costs; or its = significant role in the administration of agency programs, finances, = property,=20 or other resources.<BR><BR></LI> <LI>The term "national security system" means any telecommunications = or=20 information system operated by the United States Government, the = function,=20 operation, or use of which (1) involves intelligence activities; (2) = involves=20 cryptologic activities related to national security; (3) involves = command and=20 control of military forces; (4) involves equipment that is an integral = part of=20 a weapon or weapons system; or (5) is critical to the direct = fulfillment of=20 military or intelligence missions, but excluding any system that is to = be=20 administrative and business applications (including payroll, finance,=20 logistics, and personnel management applications). The policies and = procedures=20 established in this Circular will apply to national security systems = in a=20 manner consistent with the applicability and related limitations = regarding=20 such systems set out in Section 5141 of the Clinger-Cohen Act (Pub. L. =

104-106, 40 U.S.C. 1451). Applicability of Clinger-Cohen Act to = national=20 security systems shall include budget document preparation = requirements set=20 forth in OMB Circular A-11. The resultant budget document may be = classified in=20 accordance with the provisions of Executive Order 12958. <BR><BR></LI> <LI>The term "records" means all books, papers, maps, photographs,=20 machine-readable materials, or other documentary materials, regardless = of=20 physical form or characteristics, made or received by an agency of the = United=20 States Government under Federal law or in connection with the = transaction of=20 public business and preserved or appropriate for preservation by that = agency=20 or its legitimate successoras evidence of the organization, functions, = policies, decisions, procedures, operations, or other activities of = the=20 government or because of the informational value of the data in them. = Library=20 and museum material made or acquired and preserved solely for = reference or=20 exhibition purposes, extra copies of documents preserved only for = convenience=20 of reference, and stocks of publications and of processed documents = are not=20 included. (44 U.S.C. 3301)<BR><BR></LI> <LI>The term "records management" means the planning, controlling, = directing,=20 organizing, training, promoting, and other managerial activities = involved with=20 respect to records creation, records maintenance and use, and records=20 disposition in order to achieve adequate and proper documentation of = the=20 policies and transactions of the Federal Government and effective and=20 economical management of agency operations. (44 U.S.C. 2901(2)) =

<BR><BR></LI>

<LI>The term "service recipient" means an agency organizational unit,=20 programmatic entity, or chargeable account that receives information=20 processing services from an information processing service = organization=20 (IPSO). A service recipient may be either internal or external to the=20 organization responsible for providing information resources services, = but=20 normally does not report either to the manager or director of the IPSO = or to=20 the same immediate supervisor.=20

<DIR></DIR>

<DL></DL></LI></OL>

<P><A name=3D7></A><B>7. Basic Considerations and Assumptions:</B> </P> <OL type=3Da> <LI>The Federal Government is the largest single producer, collector,=20 consumer, and disseminator of information in the United States. = Because of the=20 extent of the government's information activities, and the dependence = of those=20 activities upon public cooperation, the management of Federal = information=20 resources is an issue of continuing importance to all Federal = agencies, State=20 and local governments, and the public.<BR><BR></LI> <LI>Government information is a valuable national resource. It = provides the=20 public with knowledge of the government, society, and economy -- past, = present, and future. It is a means to ensure the accountability of = government,=20 to manage the government's operations, to maintain the healthy = performance of=20 the economy, and is itself a commodity in the = marketplace.<BR><BR></LI> <LI>The free flow of information between the government and the public = is=20 essential to a democratic society. It is also essential that the = government=20 minimize the Federal paperwork burden on the public, minimize the cost = of its=20 information activities, and maximize the usefulness of government = information.=20

<BR><BR></LI>

<LI>In order to minimize the cost and maximize the usefulness of = government=20 information, the expected public and private benefits derived from = government=20 information should exceed the public and private costs of the = information,=20 recognizing that the benefits to be derived from government = information may=20 not always be quantifiable. <BR><BR></LI> <LI>The nation can benefit from government information disseminated = both by=20 Federal agencies and by diverse nonfederal parties, including State = and local=20 government agencies, educational and other not-for-profit = institutions, and=20 for-profit organizations. <BR><BR></LI> <LI>Because the public disclosure of government information is = essential to=20 the operation of a democracy, the management of Federal information = resources=20 should protect the public's right of access to government information. =

<BR><BR></LI>

<LI>The individual's right to privacy must be protected in Federal = Government=20 information activities involving personal information.<BR><BR></LI> <LI>Systematic attention to the management of government records is an = essential component of sound public resources management which ensures = public=20 accountability. Together with records preservation, it protects the=20 government's historical record and guards the legal and financial = rights of=20 the government and the public. <BR><BR></LI> <LI>Strategic planning improves the operation of government programs. = The=20 agency strategic plan will shape the redesign of work processes and = guide the=20 development and maintenance of an Enterprise Architecture and a = capital=20 planning and investment control process. This management approach = promotes the=20 appropriate application of Federal information resources.<BR><BR></LI> <LI>Because State and local governments are important producers of = government=20 information for many areas such as health, social welfare, labor,=20 transportation, and education, the Federal Government must cooperate = with=20 these governments in the management of information resources. =

<BR><BR></LI>

<LI>The open and efficient exchange of scientific and technical = government=20 information, subject to applicable national security controls and the=20 proprietary rights of others, fosters excellence in scientific = research and=20 effective use of Federal research and development funds.<BR><BR></LI> <LI>Information technology is not an end in itself. It is one set of = resources=20 that can improve the effectiveness and efficiency of Federal program = delivery.=20

<BR><BR></LI>

<LI>Federal Government information resources management policies and=20 activities can affect, and be affected by, the information policies = and=20 activities of other nations.<BR><BR></LI> <LI>Users of Federal information resources must have skills, = knowledge, and=20 training to manage information resources, enabling the Federal = government to=20 effectively serve the public through automated means. <BR><BR></LI> <LI>The application of up-to-date information technology presents=20 opportunities to promote fundamental changes in agency structures, = work=20 processes, and ways of interacting with the public that improve the=20 effectiveness and efficiency of Federal agencies. <BR><BR></LI> <LI>The availability of government information in diverse media, = including=20 electronic formats, permits agencies and the public greater = flexibility in=20 using the information.<BR><BR></LI> <LI>Federal managers with program delivery responsibilities should = recognize=20 the importance of information resources management to mission = performance.=20

<BR><BR></LI>

<LI>The Chief Information Officers Council and the Information = Technology=20 Resources Board will help in the development and operation of = interagency and=20 interoperable shared information resources to support the performance = of=20 government missions. </LI></OL> <P><B><A name=3D8></A>8.

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