Agency Report on Document Management and Data Sharing within Federal Institutions
The National Archives and Records Administration (NARA) has established a series of annual reports and assessments to evaluate the electronic records and email management practices of federal agencies. These reports, which include the SAORM Annual Report, Records Management Self-Assessment (RMSA), and Federal Electronic Records and Email Management (FEREM) Report, are crucial for ensuring compliance with federal records management laws and policies.
Submission Process
Each of these reports is submitted electronically to NARA. The Senior Agency Official for Records Management (SAORM) Annual Report and the RMSA are typically submitted through designated portals or email addresses provided by NARA, often announced annually. The FEREM Report may require coordination within agencies to gather necessary electronic records and email management data before submission.
Agencies usually receive instructions from NARA each year outlining the exact submission method, deadlines, and templates to use.
General Requirements for Each Report
SAORM Annual Report
The SAORM Annual Report confirms the appointment and activities of the SAORM, details the agency-wide records management program status, addresses compliance with Federal records management laws and policies, and reports progress on records management modernization.
Records Management Self-Assessment (RMSA)
The RMSA measures agency compliance with NARA’s records management requirements. It covers areas such as records scheduling, disposition, and training. Completion of specific questions or checklists is required.
Federal Electronic Records and Email Management (FEREM) Report
The FEREM Report focuses on electronic records and email systems. It demonstrates how agencies manage electronic records according to NARA standards and may include information on software, policies, and practices for electronic records management.
Scoring and Risk Assessment
NARA uses a risk-based maturity model survey to measure electronic records and email management by Federal agencies. Each part of the survey is scored separately, with a maximum possible number of points being 76 for Part I and 20 for Part II. Based on an agency's maturity model scores, NARA assigns a separate high, moderate, or low-risk rating for managing federal electronic records and email effectively.
Accessing Reports and Scores
The reports demonstrate how agencies are achieving the goals of M-19-21 and other strategic initiatives, and are available on the SAORM Report page for the years 2020 to the present. Older SAORM Annual Reports can be found on the SAORM Annual Reports Previous Years' Web page.
The 2016-2018 FEREM maturity model scores, risk levels, and answer choices and comments for all responding agencies can be downloaded from a specific spreadsheet. Agency scores and responses for the FEREM reports for the years 2020 to 2024 are also available for download in a spreadsheet.
Ongoing Initiatives and Updates
NARA often updates terminology and reporting standards as part of ongoing initiatives like the Federal Electronic Records Modernization Initiative (FERMI). Agencies are encouraged to stay current with NARA guidelines and respond to any calls for feedback on frameworks or standards.
For the most accurate and up-to-date submission procedures and detailed requirements, agencies should consult the latest official guidance from NARA’s website or contact NARA directly at [email protected].
The SAORM Annual Report and the Records Management Self-Assessment (RMSA) are submitted to NARA electronically, while the FEREM Report may require coordination within agencies before submission. These reports, including the SAORM Annual Report which focuses on the SAORM's appointment and activities, records management program status, and compliance with federal records management laws and policies, are crucial for ensuring business and finance operations within federal agencies.
