More flexibility for managing permanent email under GRS 6.1!

Transmittal 26 includes a revision to GRS 6.1, Email Managed Under a Capstone Approach, that provides a more flexible period for transferring permanent email to NARA. Agencies raised concerns about transferring records containing highly sensitive or personally identifiable information (PII) 15 years after cutoff. The new instructions provide a retention band, allowing agencies to select a transfer period between 15 and 25 years. Agencies should indicate the transfer period for their permanent email on the NA-1005. The disposition instruction still allows for transfer after declassification as well. Please refer to question 8 of our FAQ for GRS 6.1 for additional information on the new transfer instruction.

Also, just as a reminder, NARA issued a change to the cutoff instructions for permanent email in GRS 6.1 in AC 18.2016. Originally, GRS 6.1, item 010, required cutting off records at the end of the calendar year. The current instruction allows for cutoff in accordance with agency business needs. The agency does need to indicate the cutoff instruction it will use on the NA-1005.

If you have any questions about these changes, please feel free to contact the GRS Team at GRS_Team@nara.gov.

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