Government Agency Document Management and Reporting Analysis
In the realm of federal records management, three key reports play a significant role: the Senior Agency Official for Records Management (SAORM) Annual Report, the Records Management Self-Assessment (RMSA), and the Federal Electronic Records and Email Management (FEREM) Report. These reports are submitted to the National Archives and Records Administration (NARA) annually, helping NARA assess federal agencies' compliance with records management policies.
Submission Process Overview
The SAORM, appointed by the agency head, submits the annual report to NARA, reflecting the agency’s records management program status, challenges, and progress. Typically, the report is submitted through an online system or designated NARA portal during the annual reporting cycle, with the deadline usually announced by NARA, often aligned with the federal fiscal year or calendar year.
The RMSA is conducted by designated records management officials within the agency, assessing agency compliance with records management policies, including disposition schedules implementation, training, electronic records management, and more. This report is submitted electronically to NARA via the designated RMSA platform or email by a deadline set by NARA.
The FEREM Report focuses on agency compliance with federal electronic records and email management mandates. It includes tracking of email archiving and overall electronic information management capabilities. This report is typically submitted via a NARA-provided web portal or system specifically designed for the FEREM report.
Submission Guidelines & Format
NARA provides standardized questionnaire templates and forms for the reports, which can be in the form of structured online forms or survey tools hosted on secure NARA platforms, downloadable Excel spreadsheets or Word documents with specific questions to be filled out, or PDF templates with checkboxes and narrative sections. Key features of the formats include consistent questions to standardize responses across agencies, quantitative and qualitative sections, a certification statement, and agency metadata such as agency name, office, and reporting period.
How to Obtain the Templates and Submission Details
NARA publishes the latest guidance, templates, and instructions on its Records Management or Government-wide policy site. Agencies typically receive notification from NARA’s Office of Records Management (or relevant office) about submission windows and updated templates. The National Archives' website or the Federal Records Management website contains downloadable templates or links to online submission portals. Agency Records Management Officers or SAORMs should subscribe to NARA communications for updates and instructions.
Summary Workflow
- Prepare report: Using the current year's NARA template/form.
- Gather data: Consult agency records, IT, RM staff.
- Complete questionnaire: Enter information in the prescribed format.
- Review and certify: SAORM or designated official signs off.
- Submit report: Upload or email to NARA via official channel.
- Confirmation & follow-up: NARA confirms receipt; agency responds to queries if any.
For additional guidance or specific templates, you can access the NARA website or contact your agency’s Records Management office. You can also find records from previous years on the SAORM Annual Reports Previous Years' Web page.
NARA uses a risk-based maturity model survey to measure electronic records and email management by Federal agencies, with a maximum maturity model score of 4 for each part. The Federal Electronic Records and Email Management reports are submitted annually as part of the overall Federal Agency Records Management annual reporting, and the SAORM Report page contains individual agency reports from 2020 to the present.
If you need specific templates or sample questionnaires, you should access the NARA website or contact your agency’s Records Management office, as they maintain the current versions in alignment with evolving compliance requirements. Agency scores and responses for the Federal Electronic Records and Email Management reports are available for download in a spreadsheet for the years 2020, 2021, 2022, 2023, and 2024. To view the 2016-2018 Federal Email Management maturity model scores, risk levels, and answer choices and comments for all responding agencies, download the 2016-2018 Federal Email Management spreadsheet.
The SAORM Annual Report, the Records Management Self-Assessment (RMSA), and the Federal Electronic Records and Email Management (FEREM) Report, key reports in federal records management, are submitted to NARA annually via online systems, designated portals, or email, following guidelines provided by NARA. These reports help NARA assess federal agencies' compliance with records management policies and legislation in the realm of politics and general news, aligning with the agency's overall policy-and-legislation framework.
