Notice ID: 19AQMM24N0015
In response to M-19-21 and M-23-07, the Department will transition the RSC to a holding and processing facility necessitating an overall adjustment in posture from a records storage facility to a records processing center. The RSC will provide services including, but not limited to, the following: data analytics, hard-copy record intake, electronic records ingestion, records management compliance, records disposition, analog records digitization, FOIA case analysis and box searches, training, database development, fleet management, and facilities management. This transition will begin immediately and coincide with NARA’s June 2024 M-23-07 deadline…
In preparation for future requirements, DOS is planning a possible move of the RSC facility to a yet to be determined location, with the tentative time frame of 2026 or sooner. There will be an optional requirement for the contractor to provide program transition and movement support to the new facility. Support may include record asset inventory, staging, transportation, and shelving[BCC1] [CB2] [DJ3] as well as the packing, staging, and transportation of office supplies and tools. The Department will provide the contractor with official preparation guidance prior to the move.
To support modernization and to meet NARA guidelines, the Department has already begun transitioning the records program to an electronic environment, and the RSC encourages offices and bureaus to adopt electronic retirement as their primary means of records transmittal if feasible…
The RSC coordinates receipt of both the physical retirement and the migration of electronic retired records into the Department’s electronic repository, eRecords. Upon receipt of the finalized hard-copy Records Retirement Transmittal form (DS-693), the RSC works with the originating office, validates that the information on the transmittal form is correct, resolves discrepancies, and ensures that all metadata is uploaded properly into the Department’s web-based Retired Records Inventory Management System (RIMS).
Archives Technicians on the logistics team coordinate the pickup/delivery of material and courier records from Department offices to the RSC. On average, the RSC logistics staff perform 20 trips monthly to retrieve or deliver approximately 200 boxes among the Harry S Truman building, Department annexes, and the RSC. Roughly 300 boxes are transported monthly between Washington National Record Center (WNRC) and the RSC.
The RSC submits records for retirement to Federal Records Centers (FRCs) and transfer to NARA at an estimated rate of 450 boxes monthly. The RSC staff prepares FRC transmittals and requests within the Archives and Records Centers Information System (ARCIS) for approximately 55 accessions monthly.
The RSC provides on demand digitization[RD4] of analog records (including but not limited to paper, microfilm, microfiche, film and photos) up to the TS/SCI level to Bureaus/Posts/Offices across the Department of State. Archives technicians coordinate the pickup/delivery of material and courier records from Department offices to the RSC or to an offsite location for digitization. They digitize analog records in accordance with standards in the federal regulations for digitizing permanent and temporary federal records (36 CFR 1236, Subpart E and Subpart D). Archives technicians coordinate and verify the ingestion of digitized records into the Department’s electronic repository, eRecords, and coordinate the destruction of analog records in accordance with records disposition schedules…
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