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Electronic Recordkeeping System (ERKS)

Electronic Recordkeeping System (ERKS)

Requirements for Information Management System Certification for the Central Intelligence Agency, June 15, 1999. Source: Central Intelligence Agency, Public Access News. The purpose of this document is to position the Central Intelligence Agency (CIA) to manage and exploit its business assets (i.e. information) through the capture, organization and use of its electronic records. The document identifies the requirements for an electronic information system which maintains official Agency record material. "

FINAL DRAFT

1. Executive Summary

The purpose of this document is to position the Central Intelligence Agency (CIA) to manage and exploit its business assets (i.e. information) through the capture, organization and use of its electronic records. The document identifies the requirements for an electronic information system which maintains official Agency record material. These requirements support a uniform approach to:

  • the organization of information for retrieval;
  • an enterprise-wide use of corporate data;
  • the maintenance of record material electronically;
  • the protection of information integrity; and
  • the regular disposal of information that is no longer needed.

This document incorporates the Department of Defense (DoD) 5015.2 STD, Design Criteria Standard for Electronic Records Management Software Applications (11 April 1997), which was endorsed by the National Archives and Records Administration (NARA) in November 1998.

Send any recommended changes to: IMSD/RCMG/OIM, Washington DC 20505.

E-mail: terrilk@ucia.gov

This document is approved for public release.

Contents

1. Executive Summary

2. Introduction

2.1 Purpose

2.2 Scope

2.3 Background

2.4 Applicability

2.5 Terminology

3. ERKS Certification Process

4. IM Requirements

4.1 Record Integrity

4.2 Metadata

4.3 Organizing Information

4.4 National Security Classification

4.5 Search and Retrieval

4.6 System Requirements

4.7 Disposition

4.8 Filing Electronic Mail Messages (E-Mail)

4.9 Reports

4.10 User Support

5. Referenced Documents

5.1 Statutes

5.2 Executive Orders

5.3 Federal Regulations

5.4 Directives

5.5 Other Documents

6. Glossary

6.1 Acronyms

6.2 Definition of Terms

7. Appendices

7.1 Appendix A: Metadata Dictionary Definition

7.2 Appendix B: IM Plan Outline

7.3 Appendix C: ERKS Certification Checklist

7.4 Appendix D: CATDB Inventory Form

7.5 Appendix E: DOD 5015.2 Requirements Cross Reference Table

7.6 Appendix F: Summary of Privacy Act Requirements

Figures

Figure 1: ERKS Certification Process

Tables

Table 1: E-Mail Transmission/Receipt Data

2. Introduction

2.1 Purpose

The CIA’s mission is to provide foreign intelligence to national policy makers and to conduct counterintelligence activities related to foreign intelligence and national security. Our success is dependent on the ability to find, analyze and disseminate information quickly and accurately.

The purpose of this document is to identify the functional requirements for electronic information systems (EIS) which maintain or will maintain official Agency record material. The incorporation of these requirements into new and legacy electronic information systems supports the Agency’s strategic efforts to implement:

  • an Agency-wide taxonomy for organizing information;
  • standard metadata elements;
  • enterprise-wide information availability with appropriate safeguards and protections; and

processes and procedures for identification and destruction of information that is no longer needed.

2.2 Scope

This document defines only the ERKS requirements (which include records management and classification management) and the certification procedures. ERKS certification requires the production of an information management plan which:

  • defines the roles and responsibilities of users and administrators of an EIS;
  • identifies the corpus of records captured by the EIS; and
  • defines a migration strategy for the EIS and its records.

2.3 Background

In April 1997, the Department of Defense (DoD) issued DoD 5015.2 STD, Design Criteria Standard for Electronic Records Management Software Applications, which defines the baseline functional requirements that must be met by any records management application (RMA) that is deployed by a DoD component. As defined by DoD, an RMA is software used by an organization to manage its records. RMAs are designed to manage records that are in document form. Their primary functions include categorizing records, locating records, and identifying records that are due for disposition. In addition, DoD established a process for certifying that RMAs meet the minimum requirements defined in the standard.

In November 1998, the National Archives and Records Administration (NARA) endorsed DoD 5015.2 STD for use by Federal agencies based on their determination "that the DoD standard generally conforms with the requirements of the Federal Records Act and the implementing records management regulations found in 36 Code of Federal Regulations 1220-1238."

In 1998, a joint DoD/Intelligence Community working group drafted the functional requirements for implementation of Executive Order 12958 requirements for marking, downgrading and declassification of National Security Classified information. These requirements will be incorporated into DoD 5015.2 STD following final coordination.

Building on the DoD efforts, CIA has reorganized and modified the DoD 5015.2 STD requirements to apply to any type of EIS regardless of whether it is a RMA, a relational database, a workflow product, a collaboration tool, or any other type of EIS. Additional requirements have been added to ensure compliance with CIA policies, standards, and systems architecture requirements.

2.4 Applicability

The IM ERKS certification requirements pertain to the following types of electronic information systems:

  1. All new or to-be enhanced automated systems and associated subsystems that process Agency records and maintain these records in electronic form.
  2. All new or to-be enhanced automated systems and associated subsystems that retain Agency records.

Systems which meet any of the following criteria are candidates for certification:

  • contain records that are integral to the conduct of Agency, directorate or component mission activities;
  • contain program or administrative records which are:
  • -- permanent,
  • -- long-term temporary, or
  • -- a mix of both permanent and temporary material;
  • -- protect the Agency’s financial, contractual, or budgetary interest and obligations;

maintain records covered by the Privacy Act; or

- -- replace a paper-based recordkeeping system.

For assistance in determining whether an EIS meets any of the above criteria contact the appropriate component Information Management Officer or Information Management Services Division/Records & Classification Management Group/Office of Information Management.

2.5 Terminology

The following terminology is used throughout the document as specified below:

  • Shall denotes a requirement that is mandatory.
  • Must denotes a requirement that should be satisfied, but is not mandatory.

3. ERKS Certification Process

The ERKS certification process focuses on IM requirements being integrated into the overall system requirements and system architecture early to ensure that the optimal hardware and software, to include commercial off-the-shelf (COTS), software is procured or developed. The process flow includes the following:

Figure 1: ERKS Certification Process

1. The decision is made to seek ERKS certification.

2. The Project Manager (PM), the development team, and the component IMO review the ERKS requirements and identify those requirements which pertain to the EIS:

a) The IMO is placed on distribution for briefings, technical meetings, control gates, other pertinent meetings, and drafts of project documents.

b) The IMO, the PM, the development team and system users identify the record material.

i) The IMO determines if records are covered by an existing Agency Records Control Schedule (RSC) item or the General Records Schedule (GRS).

ii) If needed, the IMO drafts a new RCS item, in consultation with system users and development.

c) The IMO works with the development team as needed to clarify requirements, determine the verification procedure for the ERKS requirements, and discuss implementation strategies. See Appendix C for the requirements and verification traceability matrix.

d) The IMO coordinates with the Directorate IMO and the Agency Information & Records Management Panel (AIRMP) ERKS Subcommittee as necessary throughout the project to ensure the EIS meets certification requirements.

3. The PM drafts an IM Plan. See Appendix B for plan outline. The IM Plan describes the implementation of the ERKS requirements and should be developed early in the development life cycle to ensure IM requirements are incorporated into the architecture decisions, review of commercial products, and early design.

a) The IMO works with the PM to register the new or to-be enhanced system or application in the Agency Catalog of Databases (CATDB). See Appendix D for the CATDB inventory form.

b) The IMO reviews draft IM Plan.

c) The IMO coordinates with the project manager as necessary throughout the project to ensure successful implementation of IM requirements.

4. The project manager ensures that necessary IM requirements are:

a) incorporated into the Systems Requirements Document (SRD) at Systems Requirements Review (SRR),

b) satisfied in System Design Document (SDD) at Preliminary Design Review (PDR)

c) incorporated into a requirements and verification traceability matrix (See Appendix C).

5. The IMO advises and responds to questions from the PM throughout the systems development process.

a) The IMO reviews IM Plan and SRD and advises Project Manager of any issues.

b) The PM, in coordination with the IMO, submits requirements waivers to the ERKS Subcommittee as needed for approval.

c) The IMO attends requirements reviews (Systems Requirements Review[SRR]) and design reviews (Preliminary Design Review [PDR] and Critical Design Review [CDR]) to ensure that implementation meets IM requirements and that no additional IM issues are raised.

6. PDR Control Gate: The PM finalizes the IM Plan for PDR. The IMO reviews and approves draft IM Plan.

7. CDR Control Gate: The IMO reviews and approves final IM Plan. The IMO attends CDR to ensure that implementation meets IM requirements.

8. System Test verifies that ERKS requirements are satisfied based on the Requirements and Verification Traceability Matrix (see Appendix C).

9. The IMO participates in acceptance testing as appropriate.

10. The PM or IMO submits the certification package to the AIRMP ERKS Subcommittee for certification.

11. The ERKS Subcommittee reviews IM Plan and other documentation and approves system certification. Approval may require a meeting between the ERKS Subcommittee and the PM. If the system cannot be not certified, the subcommittee will identify the actions needed to achieve certification.

12. The IMO submits new or revised RCS item(s) for approval as needed.

Certification is provided for a specific release of an EIS. Re-certification must be requested for major system revisions or a system migration.

4. IM Requirements

4.1 Record Integrity

4.1.1 The electronic recordkeeping system shall retain the original integrity of the record, regardless of media or format. (For example, paper records that are OCR’ed into full text for search and retrieval, shall ensure the error correction process provides 98% accuracy to ensure integrity, as well as precision/recall for search.)

4.1.2 The electronic recordkeeping system shall not alter nor allow modification of records stored. The ERKS shall preserve the format and content of the record as it was filed. (C2.2.4.2.)

4.1.3 The electronic recordkeeping system shall assign a system-unique computer-generated record identifier to each record regardless of where the record is stored. (C2.2.2.2.)

4.1.4 If both record and nonrecord material is stored, the electronic recordkeeping system shall provide the capability to indicate when an electronic document is an Agency record.

4.1.5 The electronic recordkeeping system shall prevent subsequent changes to information that has been designated as a record. The content of the record, once filed, shall be preserved. A changed or revised record shall be designated as a new record with a different record identifier. (C2.2.2.3.)

4.1.6 The electronic recordkeeping system shall not permit modification of the record identifier once assigned. (C2.2.2.4.)

4.1.7 The electronic recordkeeping system shall not permit record creation date value to be edited. (C2.2.2.18.)

4.1.8 The electronic recordkeeping system shall link the record metadata to the record so that it can be displayed when needed and transported with the record when a copy is made. (C2.2.2.19.)

4.1.9 The electronic recordkeeping system shall automatically date a document when it is saved as a record and preserve the date of receipt on records received. This date shall remain constant, without being changed or edited when accessed, read, copied, or transferred. (C2.2.4.3.)

4.1.10 The electronic recordkeeping system shall provide the capability to link supporting and related records and related information such as notes, marginalia, attachments, and electronic mail return receipts, as well as all metadata, to the record. (C2.2.2.15.)

4.1.11 The electronic recordkeeping system shall prevent any additions or other alterations to files that have reached the cutoff date. (C2.2.6.4.)

4.1.12 The electronic recordkeeping system shall meet digital signature standards as established by the Information Policy Board (IPB) if applicable.

4.1.13 Electronic Calendars and Task Lists

Electronic calendars and task lists may meet NARA's definition of a record (44 U.S.C. 3301, reference (bb)). Calendars and task lists that meet the definition of records are to be managed as any other record. If the electronic recordkeeping system being acquired or built does not have the capability to extract calendars and task lists from the software application that generates them, the user organization must implement processes or procedures to enable those records to be managed by an electronic recordkeeping system. (C2.2.13.1.)

4.1.14 Vital Records

4.1.14.1 The electronic recordkeeping system shall provide the capability to designate a record as a vital record. (C2.2.2.12.)

4.1.14.2 The electronic recordkeeping system shall provide the capability to copy vital records and cycle the latest copy to an off-site storage location. (C2.2.2.13.)

4.1.14.3 The electronic recordkeeping system shall provide only authorized users the capability to reverse the designation of a vital record once the designation has become obsolete. (C2.2.2.14.)

4.1.14.4 The ERKS procedures shall ensure that vital records are refreshed or updated on a regular basis and that vital records are deposited in a safe, separate records repository and that equipment and facilities to access and read vital records are available in the event of an emergency.

4.2 Metadata

4.2.1 The electronic recordkeeping system shall (for each record) capture or provide the user with the capability to assign, as appropriate, the metadata defined in Appendix A (Metadata Dictionary Definition) when the record is filed. (C2.2.2.5.)

4.2.2 The electronic recordkeeping system shall provide the originator with the capability to edit selected metadata prior to filing the record except for data captured electronically. (C2.2.2.6.)

4.2.3 The electronic recordkeeping system shall provide the capability for only system administrators to add new user defined metadata elements to meet customers business needs. (C2.2.2.7.)

4.2.4 The electronic recordkeeping system shall provide the capability to view, save, or print the record metadata information identified in Appendix A. (C2.2.2.8.)

4.2.5 The electronic recordkeeping system shall automatically provide the metadata value for record creation date when it is saved as a record and shall preserve the date of receipt on records received. This date shall remain constant, without being changed when accessed, read, copied, or transferred. (C2.2.18.)

4.2.6 The electronic recordkeeping system shall conduct logic checks and assist with error checking for required metadata elements. (C3.2.16.)

4.2.7 In order to ensure consistency in searching Agency-wide (across many systems), the electronic recordkeeping system shall utilize the exact metadata element names when defining the metadata schema. However, metadata names reflected in the user interface may be tailored based on business need.

4.2.8 The electronic recordkeeping system shall store all metadata date fields in a date format that allows date range searching.

4.2.9 The electronic recordkeeping system shall provide the capability for only authorized users to modify the metadata values of stored records that have not been specified as uneditable in Appendix A. (C2.2.2.20.) (C3.2.1.)

4.3 Organizing Information

4.3.1 File Plan

4.3.1.1 The electronic recordkeeping system shall provide users with the capability to select and assign a file tag(s) to a record. (C2.2.2.1.)

4.3.1.2 The electronic recordkeeping system shall present valid file tags to the user for selection before filing. (C2.2.2.9.)

4.3.1.3 The electronic recordkeeping system shall provide the capability for more than one file tag to be assigned to a record when appropriate. (C2.2.2.10.)

4.3.1.4 Electronic recordkeeping system shall provide the capability to assign a NARA approved disposition, the Records Control Schedule (RCS) item number or General Records Schedule (GRS) item number to a record when it is filed.

4.3.1.5 The electronic recordkeeping system shall provide the capability for only authorized users to create, add, edit, and delete disposition instructions and their associated disposition codes. Each disposition code shall be linked to its associated disposition instruction. (C2.2.1.2.)

4.3.1.6 The business area must specify the desired methods for assisting the user in the selection of the file tag to be assigned to a record such as priority ordered lists or directed searches. (C3.1.12.)

4.3.1.7 The electronic recordkeeping system shall provide the capability for only authorized users to create, add, edit, and delete File Plan entries to include file tags and their associated disposition information. Each file tag shall be linked to its associated or higher-level file tag(s). (C2.2.1.1.)

4.3.1.8 The electronic recordkeeping system shall provide the capability to limit the available value set of file tags based on a user or work group responsibility. (C2.2.2.9.)

4.3.1.9 The electronic recordkeeping system shall provide the capability for only authorized users to change a file tag assigned to a filed record. (C2.2.2.11.)

4.3.1.10 The electronic recordkeeping system shall provide authorized users with the capability to assign the following data when generating and maintaining the file plan: (C2.2.1.3.)

File Tag Name. (C2.2.1.3.1.)

File Tag Code. (C2.2.1.3.2.)

File Tag Description. (C2.2.1.3.3.)

File Tag Title.

Disposition Authority. (C2.2.1.3.4.)

Vital Record Indicator. (C2.2.1.3.5.)

Disposition Instruction Name. (C2.2.1.3.6.)

Disposition Instruction Code. (C2.2.1.3.7.)

Disposition Instruction Type. (C2.2.1.3.8)

User Definable Fields. (C2.2.1.3.9.)

4.3.1.11 Thesaurus

The electronic recordkeeping system shall provide an index to all records including online, near-line, and off-line storage.

4.3.2 Versions

4.3.2.1 The electronic recordkeeping system shall provide the capability to store version(s) of a record. These shall be associated and linked. (C3.2.3.)

4.3.2.2 When the user selects a record for retrieval, the electronic recordkeeping system shall check for the latest version of the record and inform the user that it is a later version. The system shall allow the user the flexibility to retrieve any version. (C3.2.4.)

4.3.2.3 The electronic recordkeeping system shall provide the capability to link original superseded records to their successor records. (C2.2.2.16.)

4.4 National Security Classification

4.4.1 The electronic recordkeeping system shall have the capability to provide reports detailing the number of records by classification.

4.4.2 Mandatory Metadata Fields for Classified Records. The electronic recordkeeping system shall provide a capability by which a user must provide the following metadata when filing a record. [EO 12958, Section 1.6, (d) and Part 1, Section 1.7, (a), 32 CFR 2001.21(a)(4)(iii)(A), references (pp) and (tt)]. (C4.1.1.)

4.4.2.1 Initial Classification. (C4.1.1.1.)

Confidential. (C4.1.1.1.1.)

Secret. (C4.1.1.1.2.)

Top Secret. (C4.1.1.3.)

Other. (C4.1.1.1.4.)

No Markings. (C4.1.1.1.5.)

4.4.2.2 Current Classification. (C4.1.1.2.)

Confidential. (C4.1.1.2.1.)

Secret. (C4.1.1.2.2.)

Top Secret. (C41.1.2.3.)

Other. (C4.1.1.2.4.)

No Markings. (C4.1.1.2.5.)

4.4.2.3 Classified By. (C4.1.1.3.)

4.4.2.4 Derived From. (C4.1.1.3.)

4.4.2.5 Declassify On. (C4.1.1.4.)

Date of Event or Both. (C4.1.1.4.1.)

Exemption Category. (C4.1.1.4.2.)

Classifying Agency. (C4.1.1.5.)

4.4.3 Other Classification. When "Other" is selected as the "Initial Classification" or "Current Classification," the Electronic Recordkeeping System shall require that the user select at least one classification from a pre-populated list. [EO 12958, Sec.1.1, (d), Sec. 1.7, (e), reference (pp)]. (C4.1.2.)

4.4.4 NATO and Foreign Government Information. The electronic recordkeeping system shall provide the capability for authorized individuals to create and maintain multi-level lists for NATO and Foreign Government markings that will be used to populate "Initial Classification" and "Current Classification" fields if "Other is selected. [DoD 5200.1-R, Appendix F, reference (dd)]. (C4.1.3.)

4.4.5 Initial and Current Classification. The electronic recordkeeping system shall populate the "Current Classification" field with the "Initial Classification" data when the "Initial Classification" is first entered. (C4.1.4.)

4.4.6 Current Classification. The electronic recordkeeping system shall provide a capability by which a user can edit the "Current Classification" field prior to filing. (C4.1.5.)

4.4.7 Originally Classified Records. The electronic recordkeeping system shall require that when the "Derived From" field is not completed, the "Classified By" and "Reasons(s) for Classification" fields must be completed. [EO 12958, Part 1, Section 1.7, reference (pp)]. (C4.1.6.)

4.4.8 Derivatively Classified Records. When the "Derived From" field is populated, the electronic recordkeeping system shall provide the option of capturing multiple "Reason(s) for Classification." [32 CFR Part 2001.22, (b), reference (aaa)]. (C4.1.7.)

4.4.9 Derivative Sources. When the classified information is derived from multiple sources, the electronic recordkeeping system shall provide the capability to enter multiple sources in the "Reasons(s) for Classification" and/or "Derived From" fields. [EO12958, Section 2.2, (b), 32 CFR Part 2001.22, (b), references (pp) and (aaa)]. (C4.1.8.)

4.4.10 Declassify on Event. When "Event" is selected in the "Declassify On" field, the electronic recordkeeping system shall prompt the user to enter text that describes the declassification event. (C4.1.9.)

4.4.11 Declassify On Time Frame. When a date is inserted in the "Declassify On" field, the electronic recordkeeping system shall verify that the date is no more than the mandated period of time from the Document Creation Date. If that time frame is exceeded, an alert will be presented to the user. This mandatory period is currently 10 years. [EO 12958, Section 1.6, (b), reference (pp)]. (C4.1.10.)

4.4.12 Maintaining the Declassify On Time Frame. The electronic recordkeeping system shall provide the capability for authorized individuals to establish and maintain the period of time used to verify the "Declassify On" Field, both to make the retention period more restrictive or to accommodate changes to the mandatory retention period. [EO12958, Section 1.6, (b), reference (pp)]. (C4.1.11.)

4.4.13 Classification Guides. The electronic recordkeeping system should provide a capability that allows an authorized user to establish an automatically triggered classification database guide. When a designated classification guide rule is entered in the "Derived From" field, the following fields are automatically populated. [32 CFR 2001.14, "Classification Guides," reference (zz)]. (C4.1.12.)

4.4.13.1 Classified By.

4.4.13.2 Reason(s) for Classification. (C4.1.12.1.)

4.4.13.3 Initial Classification. (C4.1.12.2.)

4.4.13.4 Declassify On. (C4.1.12.3.)

4.4.14 Limiting Screens nd Data Fields. The electronic recordkeeping system shall provide the capability for authorized individuals to limit the screens and data fields available to users and work groups. [EO 12958, Section 1.6, (d) and Part 1, Section 1.7, (a), 32 CFR 2001.21 (a)(4)(iii)(A), references (pp) and (tt)]. (C4.1.13.)

4.4.15 Downgrade On. The electronic recordkeeping system shall provide a capability by which a user may complete the following metadata fields. [EO 12958, Sec 3.1, (g), reference (pp)]. (C4.1.14.)

4.4.15.1 Downgrade On. (C4.1.14.1.)

Date or Event or Both. (C4.1.14.1.1.)

Instructions. (C4.1.14.1.2.)

4.4.16 Confirming Accuracy Prior to Filing. The electronic recordkeeping system shall provide the capability to confirm the accuracy of the following metadata items prior to filing. (C4.1.15.)

4.4.16.1 Initial Classification. (C4.1.15.1.)

4.4.16.2 Current Classification. (C4.1.15.2.)

4.4.16.3 Classified By. (C4.1.15.3.)

4.4.16.4 Reason(s) for Classification. (C4.1.15.4.)

4.4.16.5 Derived From. (C4.1.15.5.)

4.4.16.6 Classifying Agency. (C4.1.15.6.)

4.4.16.7 Downgrade On. (C4.1.15.7.)

4.4.16.8 Declassify On. (C4.1.15.8.)

4.4.17 Editing Records. The electronic recordkeeping system shall allow only authorized individuals to edit the following metadata items after a record has been filed. (C4.1.16)

4.4.17.1 Initial Classification. (C4.1.16.1.)

4.4.17.2 Current Classification. (C4.1.16.2.)

4.4.17.3 Classified By. (C4.1.16.3.)

4.4.17.4 Reason(s) for Classification. (C4.1.16.4.)

4.4.17.5 Derived From. (C4.1.16.5.)

4.4.17.6 Classifying Agency. (C4.1.16.6.)

4.4.17.7 Downgrade On. (C4.1.16.7.)

4.4.17.8 Declassify On. (C4.1.16.8.)

4.4.17.8.1 Restricted Data and Formerly Restricted Data.

4.4.18 Restricted Data and Formerly Restricted Data. The following metadata items shall not be available for records containing Restricted Data or Formerly Restricted Data. ["Supplemental Marking(s)"]. [EO 12958, Section 6.1, (a), reference (pp)]. (C4.1.17.)

4.4.18.1 Downgrade On. (C4.1.17.1.)

4.4.18.2 Declassify On. (C4.1.17.2.)

4.4.19 Regrading and Declassifying Metadata Fields. Electronic recordkeeping systems shall provide the capability for an authorized user to add the following metadata information to records that have already been filed. [EO 12958, Part 3, section 3.2, a-b, Section 3.6; 32 CFR, Sec. 159.a.21, references (pp) and (ss)]. (C4.1.18.):

4.4.19.1 Reviewed On. (C4.1.18.1.)

4.4.19.2 Reviewed By. (C4.1.18.2.)

4.4.19.3 Downgraded On. (C4.1.18.3.)

4.4.19.4 Downgraded By. (C4.1.18.4.)

4.4.19.5 Declassified On. (C4.1.18.5.)

4.4.19.6 Declassified By. (C4.1.18.6.)

4.4.19.7 Upgraded On. (C4.1.18.7.)

4.4.19.8 Upgraded Authority. (C4.1.18.8.)

4.4.20 Changes to Current Classification. When the "Current Classification" is changed, the following shall occur. [EO 12958, Part 3, 3.2 a-b, 3.6; 32 CFR, Sec. 159a.21, references (pp) and (ss)]. (C.4.1.19.)

4.4.20.1 If raised to a classification level of "Confidential," "Secret," or "Top Secret," the electronic recordkeeping system shall prompt the user to enter or update information in the "Upgraded On" and "Upgraded Authority" fields. (C.4.1.19.1.)

4.4.20.2 If lowered to a classification level of "Secret" or "Confidential," the electronic recordkeeping system shall prompt the user to enter or update information in the "Downgraded On" and "Downgraded By" fields. (C.4.1.19.2.)

4.4.20.3 If changed to "Unclassified," the electronic recordkeeping system shall prompt the user to enter information in the "Declassified On" and "Declassified By" fields. (C.4.1.19.3.)

4.4.20.4 If changed to "Other" or "No Markings," the electronic recordkeeping system shall prompt the user to enter or update information in one of the following. (C4.1.19.4.)

"Upgraded On" and "Upgrade Authority." (C4.1.19.4.1.)

"Downgraded On" and "Downgraded By." (C4.1.19.4.2.)

"Declassified On" and "Declassified By." (C4.1.19.4.3.)

4.4.21 Exemption Categories. The electronic recordkeeping system shall provide the capability for a user to enter or update exemption category(ies) in the "Declassification On" field. [EO 12958, Section 3.4 (b), 32 CFR 2001.21, (e)(2), references (pp) and (tt)]. (C4.1.20.)

4.4.22 Editing Metadata. After the regrading or declassifing metadata have been saved, the electronic recordkeeping system shall allow only authorized users to edit the following metadata items (C4.1.21.):

4.4.22.1 Reviewed On. (C4.1.21.1.)

4.4.22.2 Reviewed By. (C4.1.21.2.)

4.4.22.3 Downgraded On. (C4.1.21.3.)

4.4.22.4 Downgraded By. (C4.1.21.4.)

4.4.22.5 Declassified On. (C4.1.21.5.)

4.4.22.6 Declassified By. (C4.1.21.6.)

4.4.22.7 Upgraded On. (C4.1.21.7.)

4.4.22.8 Upgrade Authority. (C4.1.21.8.)

4.4.23 Record History. The electronic recordkeeping system shall provide a capability to provide a history of each record by tracking changes to the following metadata items and appending them to a record history file [EO 12958, Section 3.4, 3.5, and 3.6, 32 CFR 20001.21, Section (d), references (pp) and (tt)] (C4.1.22.):

4.4.23.1 Current Classification. (C4.1.22.1.)

4.4.23.2 Reviewed On. (C4.1.22.2.)

4.4.23.3 Reviewed By. (C4.1.22.3.)

4.4.23.4 Downgraded On. (C4.1.22.4.)

4.4.23.5 Downgraded By. (C4.1.22.5.)

4.4.23.6 Declassified On. (C4.1.22.6.)

4.4.23.7 Declassified By. (C4.1.22.7.)

4.4.23.8 Upgraded On. (C4.1.22.8.)

4.4.23.9 Upgrade Authority. (C4.1.22.9.)

4.4.23.10 Declassify On. (C4.1.22.10.)

4.4.23.11 Originating Organization. (C4.1.22.11.)

4.4.24 Displaying Current Metadata. The electronic recordkeeping system shall display only current metadata information; however, the user will be allowed to view the historic metadata information, if requested. (C4.1.23.)

4.4.25 Classifying Metadata Fields. The electronic recordkeeping system shall provide a capability whereby selected metadata fields may be classified. Authorized users shall have the ability to specify which metadata fields require classification for a given organization. (C4.1.24.)

4.4.26 "Current Classification" shall be a required metadata item, for both displays and printouts, of reports, queries, review lists, etc. [32 CFR 2001.20, "General," reference (uu)]. (C4.1.25.)

4.4.27 Tracking Distribution. The electronic recordkeeping system shall provide the capability to enter and update the following metadata elements when a record is distributed. [EO 12958, Part 4, sec. 4.2g, 4.3b, 32 CFR, Sec. 159a.21, references (pp) and (ss)]. (C4.1.26.).

4.4.27.1 Distribution Recipient(s). (C4.1.2.9.1.)

4.4.27.2 Distribution Organization(s). (C4.1.2.9.2.)

4.4.28 Restricting Access to Records. The electronic recordkeeping system shall provide a capability whereby access to records can be restricted based on certain access criteria. These criteria include. [EO 12958 Part 4, sec. 4.2a, Sec. 1.2, Sec. 2.2, sec 4.2b, Sec 4.3, 32 CFR 2001.31(b), references (pp) and (rr)]. (C4.1.27.)

4.4.28.1 Current Classification. (C4.1.27.1.)

4.4.28.2 Supplemental Marking(s). (C4.1.27.2.)

4.4.28.3 File Code. (C4.1.27.3.)

4.4.29 Individual Access. The electronic recordkeeping system, in conjunction with its operating environment, shall ensure that access to classified records is based on the individual’s access criteria and not a group’s access criteria. [EP 12958 Part 4, sec. 4.2a, Sect 1.2, Sec. 2.2, sec. 4.3, 32 CFR 2001.31 (b), references (pp) and (rr)]. (C.4.1.28.)

4.4.30 Safeguarding. The electronic recordkeeping system, in conjunction with its operating environment, shall have the capability to activate a keyboard lockout feature and a screen-blanking feature, both of which are to be controlled by the system administrator. [EO 12958, sec. 4.2a, reference (pp)]. (C4.1.29.)

4.4.31 Minimum Authentication Measures. The electronic recordkeeping system, in conjunction with its operating environment, shall use authentication measures that allow only authorized persons access to the RMA. As a minimum, the electronic recordkeeping system will implement authentication measures that require [EO 12958, sec. 4.2a, reference (pp)]. (C4.1.30.)

4.4.31.1 Userid. (C4.1.30.1.)

4.4.31.2 Password. (C4.1.30.2.)

4.4.32 Restricting Access to Actions. In conjunction with its operating environment, the electronic recordkeeping system shall have the capability to restrict a user’s access to records and groups of records by selected rights to the following actions. [EO 12958, sec. 2c, sec. 4.2f, DoDD 5200.1-R, Chap 6, NIST SP 800-12, 17.1.7, "Common Access Modes", references (pp), (dd), and (bbb)]. (C4.1.31.)

4.4.32.1 View. (C4.1.31.1.)

4.4.32.2 Create. (C4.1.31.2.)

4.4.32.3 Copy. (C4.1.31.3.)

4.4.32.4 Delete. (C4.1.31.4.)

4.4.32.5 Move. (C4.1.31.5.)

4.4.32.6 Edit. (metadata only)(C4.1.31.6.)

4.4.33 Audit Selected Actions. The electronic recordkeeping system shall provide an audit capability to log actions performed on each record. These actions include: view, create, copy, delete, move and edit actions. [EO 12958, Part 4, sec. 4.2e, sec. 4.3a, NIST SP 800-12, 18.2.2, "Audit Events", references (pp) and (bbb)]. (C4.1.32.)

4.4.34 Specifying Selected Audit Actions. The electronic recordkeeping system shall provide a capability whereby an authorized individual can specify which of the above actions are audited. [EO 12958, Part 4, sec. 4.2e, sec. 4.3a, NIST SP 800-12, 18.2.2, "Audit Events", references (pp) and (bbb)]. (C4.1.33.)

4.4.35 Audit Query Functions. The electronic recordkeeping system, in conjunction with its operating environment, shall provide a query function whereby an organization can set up specialized reports to determine what level of access a user has, what records each user accessed, and what operations were performed on those records. [EO 12958, Part 4, sec. 4.2g, NIST SP 800-12, 18.3.2, "Review of Audit Trails", references (pp) and (bbb)]. (C4.1.34.)

4.5 Search and Retrieval

4.5.1 The electronic recordkeeping system shall provide capabilities to search and retrieve of any the metadata elements defined in Appendix A. (C2.2.7.1.)

4.5.2 The electronic recordkeeping system shall provide the capability for an authorized user to specify whether or not an exact match of case is part of the search criteria. (C2.2.7.2.)

4.5.3 The electronic recordkeeping system shall provide the capability for an authorized user to specify partial matches for multiple word fields such as subject and date and shall allow designation of "wild card" fields or characters. (C2.2.7.3.)

4.5.4 The electronic recordkeeping system shall allow searches using Boolean logic: and, or, greater than (>), less than (<), equal to (=), and not equal to (/=). (C2.2.7.4.)

4.5.5 The electronic recordkeeping system shall present the user a list of records meeting retrieval criteria, or notify the user if there are no records meeting the retrieval criteria. (C2.2.7.5.)

4.5.6 The electronic recordkeeping system shall provide the capability for the user to define the information contained in the list of records from the set of record metadata elements. (C2.2.7.5.)

4.5.7 The electronic recordkeeping system shall provide to the user's workspace (filename, location, or path name specified by the user), copies of electronic records, selected from the list of records meeting the retrieval criteria, in the format in which they were provided to the ERKS for filing. (C2.2.7.6.)

4.5.8 The electronic recordkeeping system shall provide the capability to generate standard reports on the information held within the ERKS based upon developed report templates or query. (C3.2.6.)

4.5.9 The electronic recordkeeping system shall provide the capability to view each file in its stored format or its equivalent. (C3.2.17.)

4.6 System Requirements

4.6.1 The electronic recordkeeping system shall correctly accommodate and process information containing the year 2000 and beyond as well as dates in the current and previous centuries. The capability shall include, but not be limited to, date data century recognition, calculations, and logic that accommodate same century and multi-century formulas and date values, and date data interface values that reflect the century. In addition, leap year calculations shall be accommodated (i.e. 1900 is not a leap year, 2000 is a leap year). (C2.1.2.)

4.6.2 The electronic recordkeeping system shall delete information stored in its repository in a manner such that it can not be physically reconstructed.

4.6.3 The business area must specify what is acceptable ERKS system availability, reliability, response times, and downtimes that will satisfy the user's business requirements. (C3.1.5.)

4.6.4 The electronic recordkeeping system shall comply with the Agency Information Systems Strategic Architecture Document (AISSA) as well as INFOSEC requirements.

4.6.5 Government Information Locator Service.

An business areas may determine that the electronic recordkeeping system must have the capability to implement the requirements of the Government information Locator Service (GILS). (FIPS 192, reference (hh)) GILS was established to identify public information resources throughout the Federal Government, describe the information available in those resources, and provide assistance in obtaining the information. GILS may also serve as a tool to improve Agency electronic records management practices. (C3.1.14.)

4.6.6 Bulk Loading Capability

The electronic recordkeeping system must provide the capability for authorized users to bulk load, (i.e., import) the following, as a minimum (C3.2.2.):

An Agency's Pre-existing File Plan. (C3.2.2.1.)

Disposition Instructions and Codes. (C3.2.2.2.)

Electronic Records. (C3.2.2.3.)

Record Metadata. (C3.2.2.4.)

Approved Classification Guides.

4.6.7 Interfaces to Other Software Applications

The electronic recordkeeping system must interface to various office automation packages such as electronic mail, word processors, spreadsheets, databases, desktop publishers, directory services and electronic data interchange systems as specified by the business area. (C3.2.5)

4.6.8 Fax Integration Tools

A business area must determine that there is a requirement for electronic recordkeeping system to interface with desktop or server-based fax products to capture fax records in their electronic format. (C3.2.9.)

4.6.9 Bar Code Systems

A business area must determine that there is a requirement to use a bar code system with an electronic recordkeeping system. Bar code technology can be used to support the following records management tasks (C3.2.10.):

File and Correspondence Tracking to Positions, Sections, or Staff Members. (C3.2.10.1.)

Creating, Printing, and Reading of Labels for Non-electronic records.

Boxing of Records for Transfer. (C3.2.10.2.)

Box Tracking for Records Holding Facility Operations.

Workflow Tracking. (C3.2.10.3.)

Posting Changes in Disposition. (C3.2.10.4.)

Record Audit and Census Functions. (C3.2.10.5.)

4.6.10 Workflow Features

A business area must determine that the electronic recordkeeping system should have the capability to manage working and draft versions of documents and other potential record material as they are being developed. (C3.2.13.)

4.6.11 Security and Access Controls

4.6.11.1 The electronic recordkeeping system shall provide the capability to define different groups of users and access criteria such as the following: (C2.2.10.1.)

System Administrator/DBA - Full Systems Privileges to Include Full Edit and Delete Capabilities.

IMO - Perform Disposition/Archive Functions to include Transfer and Delete of Records and Associated Metadata.

General User - Normal Privileges Based on Need-to-know.

Others as Required.

4.6.11.2 The electronic recordkeeping system shall provide the capability to define access control at the individual record level.

4.6.11.3 The electronic recordkeeping system shall control access to records based on business needs and established privileges by work group membership, assigned role(s) and user identity. (C2.2.10.1.)

4.6.11.4 The electronic recordkeeping system shall support multiple-user access. (C2.2.10.2.)

4.6.11.5 The electronic recordkeeping system shall control access to transfer and destroy functions based on user account information. (C2.2.10.3.)

4.6.11.6 The electronic recordkeeping system shall control access to audit functions based upon user account information. (C2.2.10.4.)

4.6.12 Repository

4.6.12.1 The electronic recordkeeping system shall provide or interface to a repository for storing electronic records and prevent unauthorized access to the repository. If the repository is contained in an electronic database management system (EDBMS), the query interface between the electronic recordkeeping system and the DBMS shall comply with current Agency DBMS query language standard. (C2.2.4.1.)

4.6.12.2 The electronic recordkeeping system shall allow only authorized users to move or delete records from the repository. (C2.2.4.4.)

4.6.13 Backup Procedures

4.6.13.1 Backup of Stored Records

The system shall provide the capability, as determined by the Agency, to automatically create backup or redundant copies of the records as well as their metadata. (C2.2.12.1.)

4.6.13.2 Storage of Backup Copies

The method used to backup the electronic recordkeeping system database files shall provide copies of the data that can be stored off-line and at separate location(s) to safeguard against loss of records, record metadata, and other records management information due to system failure, operator error, disaster, or willful destruction. (C2.2.12.2.)

4.6.13.3 Recovery/Rollback Capability

4.6.13.3.1 Following any system failure, the system shall provide the backup and recovery capability to complete updates (records, record metadata, and any other information required to access the records) to the electronic recordkeeping system, ensure that these updates are reflected in the electronic recordkeeping system files, and ensure that any partial updates to the electronic recordkeeping system files are backed out. (C2.2.12.3.)

4.6.13.3.2 The system shall provide the capability during recovery/rollback for any user whose updates are incompletely recovered, upon next use of the application, be notified that a recovery has been executed. The electronic recordkeeping system (ERKS) shall also provide the option to continue processing using all in-progress data not reflected in the electronic recordkeeping system files. (C2.2.12.3.)

4.6.13.4 Rebuild Capability

The system shall provide the capability to rebuild forward from any backup copy, using the backup copy and all subsequent audit trails. This capability is typically used to recover from storage media contamination or failures. (C2.2.12.4.)

4.6.13.5 Storage Availability and Monitoring

The system shall provide for the monitoring of available storage space. The storage statistics shall provide a detailed accounting of the amount of storage consumed by the electronic recordkeeping system processes, data, and records. The system shall notify only authorized users of the need for corrective action in the event of critically low storage space. (C2.2.12.5.)

4.6.13.6 Storage Availability

The business area must define the size of the storage space required for its organizational records with their related record metadata and associated audit files. (C3.1.3.)

4.6.14 Audit

The electronic recordkeeping system audit utilities shall provide an account of records capture, records maintenance, retrieval, and preservation activities to assure the reliability and authenticity of a record. (C2.2.11.1.)

4.6.14.1 The electronic recordkeeping system shall provide the capability to store audit data as a record. (C2.2.11.3.)

4.6.14.2 The electronic recordkeeping system shall provide record management audit report writing capabilities. (C2.2.11.4.)

Total Number of Records. (C2.2.11.4.1.)

Number of Records by Record File Tag. (C2.2.11.4.1.)

Number of Accesses by File Tag. (C2.2.11.4.1.)

Number of Classified Records.

Others to be Identified.

4.6.14.3 The electronic recordkeeping system shall log the following audit information for each record delete operation (C2.2.11.5.):

Record Identifier. (C2.2.11.5.1.)

File Tag. (C2.2.11.5.2.)

User Account Identifier. (C2.2.11.5.3.)

Date/Time. (C2.2.11.5.4.)

Authorizing Individual Identifier (if different from user Account Identifier). (C2.2.11.5.5.)

Disposition Information to Include Disposition Date.

4.6.14.4 The electronic recordkeeping system shall log the following audit information for each access (C3.2.18.):

Record Identifier. (C3.2.18.1.)

File Tag. (C3.2.18.2.)

User Account Identifier. (C3.2.18.3.)

4.6.14.5 The electronic recordkeeping system shall allow only authorized users to create/generate record management audit reports.

4.6.14.6 The electronic recordkeeping system shall allow only authorized users to enable/disable the audit functions and to backup and remove audit files from the system. (C2.2.11.6.)

4.6.14.7 The electronic recordkeeping system audit utilities shall provide a record of transfer and destruction activities to facilitate reconstruction, review, and examination of the events surrounding or leading to mishandling of records, possible compromise of sensitive information, or denial of service. (C2.2.11.2.)

4.6.14.8 Audit records shall be retained until authorized for disposition according to the RCS/GRS.

4.7 Disposition

4.7.1 Records Schedule/Destruction

4.7.1.1 Electronic recordkeeping system shall provide the capability to automatically track the disposition schedules of records. (C2.2.5.1.)

4.7.1.2 The electronic recordkeeping system shall provide the capability for only authorized users to assign a disposition instruction code to a file tag code, file tag name or file title. (C2.2.1.4.)

4.7.1.3 The electronic recordkeeping system shall provide the capability for an authorized user to reschedule records already in the system when disposition instructions change from the original designations. (C2.2.1.5.)

4.7.1.4 The electronic recordkeeping system shall provide the capability for only authorized users to extend or suspend (freeze) the retention period of individual file tags, which are required beyond their scheduled disposition because of special circumstances (such as a court order or an investigation) that has altered the normal administrative, legal, or fiscal value of the records. (C2.2.1.6.)

4.7.1.5 The electronic recordkeeping system shall be capable of scheduling each of the following three types of disposition instructions (C2.2.5.2.):

Time Dispositions, where records are eligible for disposition immediately after completion of a fixed period of time. (C2.2.5.2.1.)

Event Dispositions, where records are eligible for disposition immediately after a specified event takes place. (C2.2.5.2.2.)

Time-Event Dispositions, where the retention periods of records are triggered after a specified event takes place. (C2.2.5.2.3.)

4.7.1.6 For a record with two or more file tags associated, the system will base the disposition on the longest disposition.

4.7.1.7 The electronic recordkeeping system shall be capable of implementing cutoff instructions for scheduled and unscheduled records. (C2.2.5.3.)

4.7.1.8 The electronic recordkeeping system shall provide the capability to identify files scheduled for cutoff and present them only to the authorized user for retirement approval. (C2.2.6.4.)

4.7.1.9 The electronic recordkeeping system shall identify records that have been exempted from destruction and provide authorized users with the capability to reactivate or change their assigned dispositions. (C2.2.6.5.)

4.7.1.10 The electronic recordkeeping system shall provide the capability for an authorized user to view, save, and print lists of records (regardless of media or location) that have no assigned disposition (i.e., unscheduled records). (C2.2.6.6.)

4.7.1.11 The electronic recordkeeping system shall provide the capability for an authorized user to view, save, and print list(s) of records (regardless of media) within a file tag based on disposition instruction code; file tag; and/or disposition event to identify records due for disposition processing. The information contained in the list(s) shall be user selected record metadata elements. (C2.2.6.1.)

4.7.1.12 The electronic recordkeeping system shall provide the capability to identify records with event driven dispositions and provide authorized users with the capability to indicate when the specified disposition event has occurred. (C2.2.6.2.)

4.7.1.13 The electronic recordkeeping system shall provide the capability to identify records with time-event dispositions and provide authorized users with the capability to indicate when the specified event has occurred and when to activate applicable cutoff and retention instructions. (C2.2.6.3.)

4.7.1.14 If the disposition of the superseded record is to destroy when replaced, the electronic recordkeeping system shall identify that the record is eligible for destruction. (C2.2.2.16.)

4.7.1.15 The electronic recordkeeping system shall identify and display records that are eligible for destruction based on the disposition instructions identified by the Records Control Schedule and Item Number. (C2.2.9.1.)

4.7.1.16 The electronic recordkeeping system shall, for records approved for destruction and for records that have been transferred, present a second confirmation requiring authorized users to confirm the delete command, before the destruction operation of the records and metadata is executed. (C2.2.9.2.)

4.7.1.17 The electronic recordkeeping system shall delete records and metadata that are stored in its repository and have been approved for destruction in a manner such that the records cannot be physically reconstructed. (C2.2.9.3.)

4.7.1.18 The electronic recordkeeping sytem shall restrict execution of the records destruction commands to only authorized users. (C2.2.9.4.)

4.7.1.19 Allow authorized user to select records for destruction.

4.7.1.20 Allow authorized user to indicate or flag records eligible for destruction but not approved for destruction to review at specified date not to exceed one year.

4.7.1.21 Once record is destroyed, it must also be removed from backup tapes.

4.7.2 Record Transfer

4.7.2.1 The electronic recordkeeping system shall, using the disposition instruction associated with each file tag, identify and present those records eligible for transfer. (C2.2.8.1.)

4.7.2.2 The electronic recordkeeping system shall, for records approved for transfer that are stored in the system, copy the pertinent records and associated metadata to a user-specified filename, path, or device. (C2.2.8.2.)

4.7.2.3 The electronic recordkeeping system shall, for records approved for transfer and that are not stored in the system, copy the associated metadata to a user-specified filename, path, or device. (C2.2.8.3.)

4.7.2.4 The electronic recordkeeping system shall, for records approved for transfer, provide the capability for only authorized users to suspend the deletion of records and related metadata until successful transfer has been confirmed. (C2.2.8.4.)

4.7.2.5 The electronic recordkeeping system shall provide the capability to move associated records and related metadata for each record approved for transfer. (New)

4.7.3 Preservation/Migration

4.7.3.1 Electronic recordkeeping system shall select and manage media in such a manner that ensures access and readability for the life of the records contained in the system.

4.7.3.2 The busi 

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Directeur de la publication : Joël-François Dumont
Comité de rédaction : Jacques de Lestapis, Hugues Dumont, François de Vries (Bruxelles), Hans-Ulrich Helfer (Suisse), Michael Hellerforth (Allemagne).
Comité militaire : VAE Guy Labouérie (†), GAA François Mermet (2S), CF Patrice Théry (Asie).

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