Other Useful RMA Features

DOE-STD-4001-2000

C3.1.11. Internet Interface. The acquisition and/or using activity should determine if and

in what manner the RMA is to interface with the Internet.

C3.1.12. File Code Selection/Search Capability. The acquisition and/or using activity

should specify the desired methods for assisting the user in the selection of the file code to be

assigned to a record such as priority ordered lists or directed searches.

C3.1.13. End-User Orientation and Training. The acquisition and/or using activity

should specify record manager and end-user training requirements.

C3.1.14. Government Information Locator Service. An organization may determine

that RMAs should have the capability to implement the requirements of the Government

Information Locator Service (GILS). (FIPS 192-1, reference 3.c) 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.

C3.2. OTHER USEFUL RMA FEATURES

Many RMA products provide the following time and labor saving functions either as standard or

optional features to enhance the utility of the system: (The acquisition/using activity should

determine local requirements for any of the following RMA features.)

C3.2.1. Making Global Changes. RMAs should provide the capability for authorized

individuals to make global changes to the record categories, record category codes, disposition

instructions, and disposition instruction codes. In addition, RMAs should provide the capability to

detach part of the file schema, re-attach to any specified file; move files from one location to

another within the schema; and delete a file and all of its sub-files.

C3.2.2. Bulk Loading Capability. RMAs should provide the capability for authorized

individuals to bulk load, as a minimum:

C3.2.2.1.

An Agency's pre-existing file plan.

C3.2.2.2.

Disposition instructions and codes.

C3.2.2.3.

Electronic records.

C3.2.2.4.

Record profiles.

C3.2.3. Record Version. RMAs should provide the capability to store version(s) of a

record in a RMA repository. These should be associated and linked.

C3.2.4. Retrieval of Latest Version. When the user selects a record for retrieval, RMAs

should check for the latest version of the record and prompt the user that it is a later version, but

allow the user the flexibility to retrieve any version.

C3.2.5. Interfaces to Other Software Applications. RMAs should interface to various

office automation packages such as electronic mail, word processors, spreadsheets, databases,

desktop publishers, and electronic data interchange systems as specified by the using activity.