Open Recommendations

The Bureau of Information Services should develop and implement records management policies and procedures required for separating employees, including the detailed roles and responsibilities of the separating employee and other Railroad Retirement Board officials. Work with the Office of Administration in implementing the policies and procedures agencywide.

The Bureau of Information Services should update existing policies and procedures to include explicit notification of criminal penalties that may be charged to employees for unlawful removal or destruction of agency records.

The Bureau of Information Services should develop and implement policies and procedures for managing and preserving records created or received using electronic messaging systems.

The Bureau of Information Services should develop and implement policies and procedures for metadata, enterprise rights management, and encryption considerations when transferring electronic records to National Archives and Records Administration.

The Bureau of Information Services should develop supplemental records management training materials that are specific to Railroad Retirement Board’s vision, including Railroad Retirement Board specific requirements and initiatives, and ensure the Railroad Retirement Board records management training curriculum includes this additional content.

The Bureau of Information Services should develop and implement roles-based training for senior officials (as defined by the National Archives and Records Administration) to ensure full understanding of their responsibilities under the Railroad Retirement Board’s records management program. This training should also include content on actions to be taken when the senior official separates from Railroad Retirement Board employment.

The Bureau of Information Services should prepare and disseminate additional training content to records liaisons on their responsibilities under the Capstone program. The training content should include practical examples of what actions the records liaisons should take to fulfill their responsibilities.

The Bureau of Information Services should develop specific records management performance goals with target completion dates and performance measures for significant Office of Management and Budget and National Archives and Records Administration requirements.

The Bureau of Information Services should ensure a comprehensive inventory of nonelectronic records, including paper and other forms of media, is performed and used to prepare or update Railroad Retirement Board records disposition schedules. Resulting records schedules should be approved by the National Archives and Records Administration in accordance with Office of Management and Budget Circular A-130.

The Bureau of Information Services should perform a comprehensive review and update of Administrative Circular IRM-4 to ensure the roles and responsibilities of agency employees involved in records management are complete and include accurate timeframes for performing their respective duties.

Classified Report. Recommendation is SSI. Topic = Strategy

Classified Report - Recommendation is SSI. Topic = Study on throughput

Classified Report. Recommendation is SSI. Topic = Assisting features

Pursue technological solutions to mitigate the need for, or reduce the risk of, stand-alone systems.

Ensure user activity monitoring (UAM) coverage over all classified systems and networks and identify a component to maintain an accurate inventory of all information technology assets that have user activity monitoring coverage.

Provide documentation to show that payroll costs totaling $2,019,496 and any payroll costs incurred outside our audit period, including fiscal year 2017, were reasonable and necessary expenses for the operation of the project or repay the project from nonproject funds for any amount that it cannot support.

Provide documentation to show that other direct costs totaling $56,021 and any direct costs incurred outside our audit period, including fiscal year 2017, were reasonable and necessary expenses for the operation of the project or repay the project from nonproject funds for any amount that it cannot support.

Rec. 1.a: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics review the current implementation and execution of the Acquisition and Cross-Servicing Agreement program and update DoD Directive 2010.9, "Acquisition and Cross-Servicing Agreements," November 24, 2003.

Rec. 1.a.1: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics review the current implementation and execution of the Acquisition and Cross-Servicing Agreement program and update DoD Directive 2010.9, "Acquisition and Cross-Servicing Agreements," November 24, 2003. The updated guidance should clearly define Office of the Secretary of Defense, Military Department, Defense Agency, Joint Staff, and Combatant Command oversight responsibilities.

Rec. 1.a.2: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics review the current implementation and execution of the Acquisition and Cross-Servicing Agreement program and update DoD Directive 2010.9, "Acquisition and Cross-Servicing Agreements," November 24, 2003. The updated guidance should require the use of a DoD system of record for maintaining all Acquisition and Cross-Servicing Agreement transactions and supporting documentation.

Rec. 1.a.3: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics review the current implementation and execution of the Acquisition and Cross-Servicing Agreement program and update DoD Directive 2010.9, "Acquisition and Cross-Servicing Agreements," November 24, 2003. The updated guidance should clearly define roles and responsibilities of Acquisition and Cross-Servicing Agreement order and billing officials (financial management staff), including appointment requirements.

Rec. 1.a.4: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics review the current implementation and execution of the Acquisition and Cross-Servicing Agreement program and update DoD Directive 2010.9, "Acquisition and Cross-Servicing Agreements," November 24, 2003. The updated guidance should clarify requirements for an implementing arrangement and what is acceptable for establishing parameters under Acquisition and Cross-Servicing Agreement authorities.

Rec. 1.c: The DoD OIG recommended that the Under Secretary of Defense for Acquisition, Technology, and Logistics develop a training program or training program requirements for the implementation of the Acquisition and Cross-Servicing Agreement program and execution of Acquisition and Cross-Servicing Agreement authorities.