Digital Archive for Electronic Documents (DEED)
The latest updates about the ERA 2.0 project highlight several key features and developments that are revolutionizing records management for Federal agencies. Here's what you need to know:
Simplified Records Scheduling
ERA 2.0 introduces a Schedule Data Entry Tool, allowing agencies to prepare and enter records schedules into the system. This user-friendly tool guides users through the necessary steps for scheduling records, including functional analysis, inventory, scoping, disposition analysis, schedule creation, and obtaining approvals before submission to NARA via ERA 2.0 [1]. Agencies must implement approved schedules within six months after NARA approval, issuing clear instructions and records management directives for staff [3].
Account and Role Management
While the search results do not discuss ERA 2.0 account and role establishment explicitly, standard practice in systems like ERA involves role-based access control to ensure proper management and security of records schedules and disposition authorities. Agencies typically assign roles such as records managers, liaisons, and system owners to manage schedules and dispositions, with training tailored to these roles [3].
Incorporating Legacy Schedules
Although there's no explicit mention of "adding legacy schedules" in the latest ERA 2.0 news, since ERA 2.0 handles both new and previously approved records schedules, it is reasonable to infer that legacy schedules are incorporated or migrated into ERA 2.0 for unified management, in line with standard records management modernization efforts [1][3].
Employee Training
Training is a crucial component of ERA 2.0 implementation. Agencies are encouraged to train all employees, especially records liaisons and system owners, on using records schedules and filing/tagging requirements. Modern eLearning approaches, such as interactive, AI-guided learning sessions like ChatGPT’s Study Mode, can potentially enhance onboarding and compliance training by boosting retention and engagement, making them applicable to training on ERA 2.0 usage [3][4].
Key Dates and Resources
- ERA 2.0 will be available for records scheduling on September 18, 2023 [2].
- An ERA Account Request Form (NA 3070) is available [6].
- An Agency's Guide to Candidate Lists is provided [7].
- An Annual Move Agency Timeline is available [8].
- The Electronic Records Archives (ERA) system allows Federal agencies to perform records management transactions with the National Archives and Records Administration (NARA) online [5].
- Proposed schedules drafted in ERA are officially submitted to NARA for approval [9].
- Agency records management staff use ERA to draft new records retention schedules for records [10].
- There is a way to locate draft records schedules in ERA [1].
- There is a way to review transfer requests in ERA for the Annual Move [11].
- The Agency User Manual & Guides have been updated in January 2025 [12].
Support and Assistance
For any additional needs, assistance is available. The ERA Help Desk can be reached at 6 a.m. to 8 p.m. EST, 1-877-372-9594, or via email at [email protected] [3].
[1] https://www.archives.gov/records-mgmt/era/era2/schedule-data-entry-tool [2] https://www.archives.gov/records-mgmt/era/era2/availability [3] https://www.archives.gov/records-mgmt/era/era2/training [4] https://chat.openai.com/blog/study-mode [5] https://www.archives.gov/records-mgmt/era [6] https://www.archives.gov/records-mgmt/era/era2/account-request-form [7] https://www.archives.gov/records-mgmt/era/era2/agency-guide-candidate-lists [8] https://www.archives.gov/records-mgmt/era/era2/annual-move-agency-timeline [9] https://www.archives.gov/records-mgmt/era/era2/submit-proposed-schedules [10] https://www.archives.gov/records-mgmt/era/era2/draft-retention-schedules [11] https://www.archives.gov/records-mgmt/era/era2/review-transfer-requests [12] https://www.archives.gov/records-mgmt/era/era2/user-manual-guides [13] https://www.max.gov/app/p/era
Technology plays a significant role in the ERA 2.0 project, as it facilitates the Schedule Data Entry Tool, a user-friendly system for preparing and entering records schedules [1]. The tool, supported by eLearning approaches like ChatGPT’s Study Mode, aids in training employees on using ERA 2.0 and ensuring records management compliance [3][4].
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