Digital Archive for Electronic Documents (DAED)
In a significant development for electronic records management, the latest updates to the Electronic Records Archive (ERA) system, ERA 2.0, are now live and available for agencies to use since June 2023. This new version aims to improve user experience, streamline workflows, and bolster security measures.
### Secure Account Creation
To create an ERA 2.0 account, users must register with a unique email, verify this email through a code sent that works for about 5 minutes, then create a password. Users will also undergo multi-factor authentication by verifying their mobile phone number via a sent code or voice message. Identity verification is further ensured through the Australia Post Digital iD application.
### Automated and Role-Based Account Management
The Account Management Module (AMM) supports creating new user accounts, with an automatic approval process if submitted identifying information matches existing profiles. Any mismatches or duplications in profiles, or comments in funding/committee histories, result in requests being denied, and notifications are sent to both the requester and the eRA Service Desk.
System-generated account invitations are sent to new Principal Investigators (PIs), reviewers, or trainees, who receive emails with usernames and temporary passwords with instructions to activate their accounts the same day.
### Integrated Scheduling Systems
While explicit instructions for adding legacy schedules in ERA 2.0 aren't detailed, the broader ecosystem shows a growing emphasis on integrated, supported scheduling systems. This trend towards integration of scheduling with timekeeping and role management is expected to enhance workflow efficiency and compliance.
### Additional Resources and Features
Users have access to comprehensive guides, eLearning, and support materials to facilitate smooth transitions and operations within ERA 2.0. New features in parallel enterprise tools focus on improving performance, scalability, and user experience through better caching, task scheduling, and job monitoring features.
### Availability and Support
The ERA Help Desk operates from 6 a.m. to 8 p.m. EST and can be reached at 1-877-372-9594 or via email at [email protected]. The Annual Move timeline and guide for agencies is also available. The availability of ERA 2.0 for records scheduling is scheduled for September 18, 2023.
ERA 2.0 allows Federal agencies to perform records management transactions with NARA online, including the request for the transfer of permanent records in all formats and media to NARA, the official submission of proposed schedules for approval, and the initiation of the Annual Move or direct offer for the transfer of permanent records. Agency records management staff can also draft new records retention schedules for records within ERA 2.0.
For more specific operational instructions for legacy schedules or advanced role setups in ERA 2.0, consulting the official ERA user guides and support services is recommended, as the system emphasizes structured workflows and verification processes.
Technology plays a crucial role in the security measures of ERA 2.0, with multi-factor authentication, Australia Post Digital iD application, and integrated scheduling systems enhancing user account creation, management, and workflow efficiency. This technological advancement aims to bolster the overall user experience and security of the Electronic Records Archive (ERA) system, ensuring a seamless transition for Federal agencies in their records management transactions.
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