Overview Transition to Digital Government
5/19/2016
RM Implementation: Open Source Tools for Records Management Bethany Cron June 14, 2016 Georgia Records Association Office of the Chief Records Officer National Archives and Records Administration
Overview • • • • •
Open source at NARA What is open source? Open source in government Open source and records management Approach to selecting tools
2
Transition to Digital Government
3
1
5/19/2016
ERM Policy Overview • Nov 2011 Presidential Memo • Aug 2012 OMB/NARA Directive • Aug 2013 Capstone Bulletin • Jan 2014 Format Bulletin • Sep 2014 OMB/NARA Memo and Email Bulletin • Nov 2014 New FRA Law • July 2015 Electronic Messaging Bulletin 4
Automated Electronic Records Management Directive Item A3: Investigate and stimulate applied research in automated technologies to reduce the burden of records management responsibilities A3.I: NARA will produce a comprehensive plan in collaboration with its stakeholders to describe suitable approaches for the automated management of email, social media, and other types of digital record content, including advanced search techniques. The plan will detail expected outcomes and outline potential associated risks. A3.2: The Federal Chief Information Officers Council, and the Federal Records Council, working with NARA, will obtain external involvement for the development of open source records management solutions.
2
5/19/2016
What is Open Source? “Open source software is software that can be freely used, changed, and shared (in modified or unmodified form) by anyone.” By Kimberly Vardeman from Lubbock, TX, USA ‐ Perfect Chocolate Chip Cookies, CC BY 2.0, https://commons.wikimedia.org/w/index.php?curid= 11622171
http://opensource.org/
Principles • Open exchange: Communication is transparent • Participation: When we are free to collaborate, we create • Rapid prototyping: Can lead to rapid failures, but that leads to better solutions • Meritocracy: The best ideas win • Community: Together, we can do more
http://opensource.com/education/15/4/how‐teach‐others‐about‐open‐source
Open Source Definition 1. Free Redistribution 2. Source Code 3. Derived Works 4. Integrity of The Author's Source Code 5. No Discrimination Against Persons or Groups 6. No Discrimination Against Fields of Endeavor 7. Distribution of License 8. License Must Not Be Specific to a Product 9. License Must Not Restrict Other Software 10. License Must Be Technology‐Neutral https://opensource.org/docs/osd
3
5/19/2016
A number of licenses Apache License 2.0
BSD 3‐Clause "New" or "Revised" license
BSD 2‐Clause "Simplified" or "FreeBSD" license
GNU General Public License (GPL)
GNU Library or "Lesser" General Public License (LGPL)
MIT license
Mozilla Public License 2.0
Common Development and Distribution License
Eclipse Public License
Common Misperceptions • • • •
Isn't widely used in government programs Isn't equivalent to commercial software Is less secure than proprietary software It's easier to insert malicious code into OSS
http://opensource.com/government/13/5/top‐5‐misconceptions‐open‐government
• Open Source as Alternative http://www.osalt.com/ • Open Source Alternative http://www.opensourcealternative.org/ • Open‐Source Alternatives to Proprietary Enterprise Software http://ben.balter.com/open‐source‐ alternatives/ • 77 Open Source Replacements for Expensive Applications http://www.datamation.com/open‐ source/77‐open‐source‐replacements‐ for‐expensive‐applications‐1.html
4
5/19/2016
Open Source in Government
13
Draft A‐130 h) New acquisitions which include information technology must evaluate open source software and off‐the‐shelf technology as options;
GSA Policy Open Source First: Simply put, any solution developed using taxpayer dollars should be in the taxpayer’s domain (open source). At GSA, we believe that all code we developed should be shared under an open license so others may benefit from it. In addition, we will give priority to using open source software as we design now solutions
5
5/19/2016
https://18f.gsa.gov/2016/04/06/take‐our‐code‐18f‐projects‐you‐can‐reuse/ 16
Examples in Federal Government • code.NASA • Content Management Systems Used by Government Agencies • DARPA Open Catalog • NARA's Records Management Services Program • NASA Technology Transfer Program Software Catalog ‐ see especially Chapters 2 and 14 • Project Open Data • Sandia’s Open Source Software Portal
http://icma.org/en/icma/knowledge_network/documents/kn/Document/301522/Using_Free_OpenSo urce_Software_in_Local_Governments_Streamlined_Internal_Computing_for_Better_Perfor 18
6
5/19/2016
https://18f.gsa.gov/2016/04/13/7‐18f‐projects‐ that‐state‐and‐local‐governments‐can‐reuse/ 19
http://opensourceforamerica.org/learn‐more/state‐open‐source‐policies/ 20
http://wiki.civiccommons.org/Civic_Software/ 21
7
5/19/2016
Open Source Tools Report Directive Item A3.2 Report released March 2015 http://www.archives.gov/r ecords‐mgmt/prmd/open‐ source‐rm‐tools.html 22
Scope
Focuses on currently available open source tools
NARA will not be developing any new records management solutions
Intended audience includes RM and IT staff and developers in the open source community
23
List of Tools Tool
Creator/Developer
Tags for RM Functions
Developer’s Tool Description
Notes from NARA
8
5/19/2016
List of Tools
25
Tags for RM Functions File integrity
Metadata management
Content management
Transfer formats
Checksums
File renaming
Web archiving
Duplicate detection
Email management 26
Next Steps Exploring how to build relationships with the open source community
Identifying gaps in tools
Identifying opportunities for external involvement to develop new solutions
Continuing discussion with agencies
27
9
5/19/2016
Approach to Selecting Tools
28
Micro‐services Approach
http://digitalpowrr.niu.edu/blog/ 29
https://11kitbid.jiscinvolve.org/wp/2012/02/15/how‐it‐could‐work/ 30
10
5/19/2016
http://coptr.digipres.org/Main_Page 31
http://www.digipres.org/tools/ 32
https://saarmrt.wordpress.com/2016/03/25/duplicate‐files‐finder/ 33
11
5/19/2016
http://blogs.loc.gov/digitalpreservation/2015/11/tool‐time‐or‐a‐discussion‐on‐ picking‐the‐right‐digital‐preservation‐tools‐for‐your‐program‐an‐ndsr‐project‐update/ 34
Considerations • • • • • •
Getting the right people involved Policy and legal concerns Approval process for the use of software Security concerns Level of technical expertise needed Any other institutional controls
35
Contact Bethany Cron [email protected] Follow Records Express at http://records‐ express.blogs.archives.gov/
36
12
RM Implementation: Open Source Tools for Records Management Bethany Cron June 14, 2016 Georgia Records Association Office of the Chief Records Officer National Archives and Records Administration
Overview • • • • •
Open source at NARA What is open source? Open source in government Open source and records management Approach to selecting tools
2
Transition to Digital Government
3
1
5/19/2016
ERM Policy Overview • Nov 2011 Presidential Memo • Aug 2012 OMB/NARA Directive • Aug 2013 Capstone Bulletin • Jan 2014 Format Bulletin • Sep 2014 OMB/NARA Memo and Email Bulletin • Nov 2014 New FRA Law • July 2015 Electronic Messaging Bulletin 4
Automated Electronic Records Management Directive Item A3: Investigate and stimulate applied research in automated technologies to reduce the burden of records management responsibilities A3.I: NARA will produce a comprehensive plan in collaboration with its stakeholders to describe suitable approaches for the automated management of email, social media, and other types of digital record content, including advanced search techniques. The plan will detail expected outcomes and outline potential associated risks. A3.2: The Federal Chief Information Officers Council, and the Federal Records Council, working with NARA, will obtain external involvement for the development of open source records management solutions.
2
5/19/2016
What is Open Source? “Open source software is software that can be freely used, changed, and shared (in modified or unmodified form) by anyone.” By Kimberly Vardeman from Lubbock, TX, USA ‐ Perfect Chocolate Chip Cookies, CC BY 2.0, https://commons.wikimedia.org/w/index.php?curid= 11622171
http://opensource.org/
Principles • Open exchange: Communication is transparent • Participation: When we are free to collaborate, we create • Rapid prototyping: Can lead to rapid failures, but that leads to better solutions • Meritocracy: The best ideas win • Community: Together, we can do more
http://opensource.com/education/15/4/how‐teach‐others‐about‐open‐source
Open Source Definition 1. Free Redistribution 2. Source Code 3. Derived Works 4. Integrity of The Author's Source Code 5. No Discrimination Against Persons or Groups 6. No Discrimination Against Fields of Endeavor 7. Distribution of License 8. License Must Not Be Specific to a Product 9. License Must Not Restrict Other Software 10. License Must Be Technology‐Neutral https://opensource.org/docs/osd
3
5/19/2016
A number of licenses Apache License 2.0
BSD 3‐Clause "New" or "Revised" license
BSD 2‐Clause "Simplified" or "FreeBSD" license
GNU General Public License (GPL)
GNU Library or "Lesser" General Public License (LGPL)
MIT license
Mozilla Public License 2.0
Common Development and Distribution License
Eclipse Public License
Common Misperceptions • • • •
Isn't widely used in government programs Isn't equivalent to commercial software Is less secure than proprietary software It's easier to insert malicious code into OSS
http://opensource.com/government/13/5/top‐5‐misconceptions‐open‐government
• Open Source as Alternative http://www.osalt.com/ • Open Source Alternative http://www.opensourcealternative.org/ • Open‐Source Alternatives to Proprietary Enterprise Software http://ben.balter.com/open‐source‐ alternatives/ • 77 Open Source Replacements for Expensive Applications http://www.datamation.com/open‐ source/77‐open‐source‐replacements‐ for‐expensive‐applications‐1.html
4
5/19/2016
Open Source in Government
13
Draft A‐130 h) New acquisitions which include information technology must evaluate open source software and off‐the‐shelf technology as options;
GSA Policy Open Source First: Simply put, any solution developed using taxpayer dollars should be in the taxpayer’s domain (open source). At GSA, we believe that all code we developed should be shared under an open license so others may benefit from it. In addition, we will give priority to using open source software as we design now solutions
5
5/19/2016
https://18f.gsa.gov/2016/04/06/take‐our‐code‐18f‐projects‐you‐can‐reuse/ 16
Examples in Federal Government • code.NASA • Content Management Systems Used by Government Agencies • DARPA Open Catalog • NARA's Records Management Services Program • NASA Technology Transfer Program Software Catalog ‐ see especially Chapters 2 and 14 • Project Open Data • Sandia’s Open Source Software Portal
http://icma.org/en/icma/knowledge_network/documents/kn/Document/301522/Using_Free_OpenSo urce_Software_in_Local_Governments_Streamlined_Internal_Computing_for_Better_Perfor 18
6
5/19/2016
https://18f.gsa.gov/2016/04/13/7‐18f‐projects‐ that‐state‐and‐local‐governments‐can‐reuse/ 19
http://opensourceforamerica.org/learn‐more/state‐open‐source‐policies/ 20
http://wiki.civiccommons.org/Civic_Software/ 21
7
5/19/2016
Open Source Tools Report Directive Item A3.2 Report released March 2015 http://www.archives.gov/r ecords‐mgmt/prmd/open‐ source‐rm‐tools.html 22
Scope
Focuses on currently available open source tools
NARA will not be developing any new records management solutions
Intended audience includes RM and IT staff and developers in the open source community
23
List of Tools Tool
Creator/Developer
Tags for RM Functions
Developer’s Tool Description
Notes from NARA
8
5/19/2016
List of Tools
25
Tags for RM Functions File integrity
Metadata management
Content management
Transfer formats
Checksums
File renaming
Web archiving
Duplicate detection
Email management 26
Next Steps Exploring how to build relationships with the open source community
Identifying gaps in tools
Identifying opportunities for external involvement to develop new solutions
Continuing discussion with agencies
27
9
5/19/2016
Approach to Selecting Tools
28
Micro‐services Approach
http://digitalpowrr.niu.edu/blog/ 29
https://11kitbid.jiscinvolve.org/wp/2012/02/15/how‐it‐could‐work/ 30
10
5/19/2016
http://coptr.digipres.org/Main_Page 31
http://www.digipres.org/tools/ 32
https://saarmrt.wordpress.com/2016/03/25/duplicate‐files‐finder/ 33
11
5/19/2016
http://blogs.loc.gov/digitalpreservation/2015/11/tool‐time‐or‐a‐discussion‐on‐ picking‐the‐right‐digital‐preservation‐tools‐for‐your‐program‐an‐ndsr‐project‐update/ 34
Considerations • • • • • •
Getting the right people involved Policy and legal concerns Approval process for the use of software Security concerns Level of technical expertise needed Any other institutional controls
35
Contact Bethany Cron [email protected] Follow Records Express at http://records‐ express.blogs.archives.gov/
36
12
