Creating Users and Assigning Permissions in ERA 2.0
In the digital age, managing electronic records has become a crucial task for federal agencies. One such system is the Electronic Records Archive (ERA), a platform used to store, manage, and preserve electronic records. Here's a breakdown of the ERA account management process.
The process involves three key aspects: role designations, training, and account request submission.
- Role Designations
Users are assigned specific roles based on their responsibilities within the agency. Common ERA roles include Administrators, Submitters, and Reviewers. These roles determine the level of access and actions a user can perform in the ERA system.
- Training Requirements
Before requesting an ERA account or a specific role, users are expected to complete prescribed training modules. These modules cover the ERA system functionality, security and compliance requirements, and procedures for submitting, reviewing, or managing electronic records. Completion of training ensures users understand their responsibilities and how to operate within ERA.
- Account Request Submission
To obtain an ERA account, users or their supervisors must fill out an official account request form or online submission, specifying the requested role and justification. The request is then submitted to the agency’s Records Management Office or designated ERA Account Administrator. Users are also required to provide confirmation of completed training as proof that they are prepared to operate within ERA.
Once the account is created and the user is granted appropriate permissions, they can access the ERA system to perform their duties according to their assigned role.
This process ensures controlled access to ERA, compliance with records management policies, and that users receive adequate training to handle electronic records properly.
It's important to note that each user in ERA must complete training for their assigned role prior to submitting an ERA Account Request Form (NA 3070). For more information about ERA user roles, refer to the ERA 2.0 Agency User Manual.
ERA users must have a MAX.gov account to access ERA. Agencies unable to employ a PIV/CAC card for access can contact [email protected].
The agency should designate an ERA Account Manager who will be responsible for approving access to ERA. The ERA Account Manager should review the ERA 2.0 Agency User Manual.
When submitting an account request, the agency should notify NARA's ERA Account Official at [email protected] with the name and contact information of the ERA Account Manager. The ERA Account Manager should verify that the request is correct and complete, and then forward the request via email back to the NARA ERA Account Official at [email protected].
Individual users must complete the online ERA User Account Request Form (NA 3070) and submit it to NARA by clicking on the Submit Form button.
For more complex or technical instructions or forms related to ERA 2.0, please consult your agency’s ERA user manual or contact your Records Management office directly, as procedures can vary between agencies and ERA implementations.
- The ERA system, a data-and-cloud-computing solution, adheres to strict training requirements for users to ensure they are competent in operating its technology, thus maintaining efficient and compliant electronic records management.
- To facilitate seamless technology integration and maintain proper controls, each federal agency should designate an ERA Account Manager, responsible for managing and supervising user access to the ERA system, a vital component of data-and-cloud-computing technology.
