2.0 STANDARDS
2.1 The contractor
shall ensure electronic records are:
• Accessible
• Identifiable
• Retrievable
• Usable
• Understandable
• Authentic
2.2 The contractor shall ensure
they maintain accurate, reliable, and trustworthy electronic document-based information
to ensure information:
• Can be read and correctly interpreted
by a computer application;
• Is available in natural language
format; and
• Has a logical and physical
structure, substantive content, and context that were apparent at
the time of creation or receipt.
2.3 The contractor shall follow Department
of Defense Standard (DoD) 5015.02-STD, Electronic Records Management
Software Applications Design Criteria Standard DoD
Manual 8180.01 Information Technology Planning for Electronic Records
Management if it chooses to use an electronic Records
Management Application (RMA) software.
2.4 The contractor’s
acquisition, development, and enhancement of Electronic Information
Systems (EIS) and Information Technology (IT) services shall incorporate
RM and preservation considerations, and any records contained in
the systems or IT services must be managed in accordance with the
Defense Health Agency (DHA) approved Records Disposition Schedules.
2.5 The contractor shall manage records
electronically for new EIS and IT services, by recordkeeping functionality
provided by the EIS or IT service, or by transferring records to
an electronic recordkeeping repository, such as a RM solution that
is compliant with DoD 5015.02-STD DoD
Manual 8180.01.
2.6 The contractor
shall manage records electronically, manually, or a combination
of both for existing EIS and IT services. To manage records electronically,
recordkeeping functionality shall be provided by the EIS or IT service,
or records shall be transferred to an electronic recordkeeping repository,
such as a RM solution that is compliant with DoD 5015.02-STD DoD
Manual 8180.01.
2.7 The contractor
shall manage electronic records in accordance with the functional
requirements outlined in the “NARA Electronic Records Management
Federal Integrated Business Framework: Federal Business Lifecycle and
Business Capabilities” document found on National Archives and Records
Administration’s (NARA’s) website or by contacting the DHA RM Office.
2.8 Physical Media and Storage
2.8.1 The contractor shall apply
ISO requirements to all storage processes, procedures, archiving,
data back-up and recovery, and vital records.
2.8.2 The contractor shall manage
electronic DHA records in accordance with DoD RM policies, regulations and
laws referenced in
Section 1.
2.8.3 The contractor
shall design and implement migration strategies to counteract hardware
and software dependencies of electronic records whenever the records
must be maintained and used beyond the life of the information system
in which the records are originally created or captured.
2.8.4 The contractor shall perform
the following to successfully protect records against technological obsolescence:
2.8.4.1 Determine if the NARA-approved
retention period for the records will be longer than the life of
the system where they are currently stored. If so, plan for the
migration of the records to a new system before the current system
is retired.
2.8.4.2 Carry out upgrades of hardware
and software in such a way as to retain the functionality and integrity of
the electronic records created in them. Retention of record functionality
and integrity requires:
• Retaining the records in a
usable format until their authorized disposition date.
• Where migration includes conversion
of records, ensure that the authorized disposition of the records
can be implemented after conversion.
• Any necessary conversion of
storage media to provide compatibility with current hardware and
software.
• Maintaining a link between
records and their metadata through conversion or migration, including
capture of all relevant associated metadata at the point of migration
(for both the records and the migration process).
2.8.4.3 Ensure that migration strategies
address non-active electronic records that are stored off-line.
2.8.5 The contractor shall reference
American National Standards Institute (ANSI)/Association for Information and
Image Management (AIIM) TR39-1996 Guidelines for the Use of Media
Error Monitoring and Reporting Techniques for the Verification of
Stored Data on Optical Digital Data Disks in support of MS59.
2.9 The contractor shall, if it
chooses to use an optical disc system:
2.9.1 Monitor
trends in the technological environments conforming to open systems
standards.
2.9.2 Specify existing and emerging
non-proprietary technology standards in system design.
2.9.3 Evaluate possible data degradation
of information stored on optical discs and system functionality
on an annual basis using media error monitoring and reporting tools
outlined in proposed and evolving standards.
2.9.4 Support the ongoing development
of non-proprietary standards for data exchange and interoperability.