Over the past few weeks, there have been several articles written describing upcoming changes Google is in the process of rolling out to their email service. One of these features, “confidential mode,” allows senders to select how long the recipient will be able to read and access the messages, disables forwarding or copying/pasting, and sets … Continue reading Email System Features and Records Management
Category: Email Management 2.0
Why does NARA ask for additional metadata for email records?
Email records include fields of information such as the sender, recipient, date, and subject that may be considered to be a form of metadata. However, since these fields can be populated in multiple ways, they may not provide sufficient information to make email records retrievable and useable for as long as they are needed. Agencies … Continue reading Why does NARA ask for additional metadata for email records?
Review of Accessioned Email
NARA is receiving more schedules and NA-1005 forms for Federal Records Act (FRA) email scheduled under a Capstone approach, raising questions about how we screen permanent email for public access and what agencies and requesters can expect when having access to these records. While we have taken legal custody of a number of Federal agency email … Continue reading Review of Accessioned Email
Top 5 Reasons Why NA-1005 Forms for Capstone Email Are Rejected for Registration
We have a few tips to assist agencies as they prepare an NA-1005 for approval to use GRS 6.1 and to ensure the process goes quickly and smoothly. The following list contains the top 5 reasons a NA-1005 might be returned for revisions after being submitted for registration. Not using the most recent form. The … Continue reading Top 5 Reasons Why NA-1005 Forms for Capstone Email Are Rejected for Registration
The Capstone Approach and Legacy Email
Agencies using GRS 6.1, Email Managed Under a Capstone Approach, are expected to apply items the agency uses to all existing email, including legacy email. Legacy email is defined as email that still exists in an electronic format, at the time of Capstone implementation (see GRS 6.1 FAQ #19). When submitting an NA-1005 form, agencies … Continue reading The Capstone Approach and Legacy Email
First Approvals to Use Capstone GRS
We are pleased to announce the first two agencies approved to use General Records Schedule (GRS) 6.1 for email managed under a Capstone approach are the National Archives and Records Administration (NARA) and the National Security Agency (NSA). Goal 1.2 of the Managing Government Records Directive (M-12-18) (.pdf) requires all agencies to manage permanent and temporary … Continue reading First Approvals to Use Capstone GRS
Criteria for Managing Email Records
We are pleased to announce the publication of the Criteria for Managing Email Records in Compliance with the Managing Government Records Directive (M-12-18). The criteria was developed to provide clarification of the existing requirements directly related to email management. It is a synthesis of the statutory, regulatory, and NARA guidance requirements. Agencies should use this … Continue reading Criteria for Managing Email Records
Capstone GRS Published
We are happy to announce the publication of GRS Transmittal 25 (.pdf), which issues GRS 6.1, Email Managed Under a Capstone Approach. The transmittal only adds new chapter GRS 6.1; all schedules in Transmittal 24 are still current and active. GRS 6.1 is available only to agencies implementing a Capstone approach to managing email. Agencies choosing to … Continue reading Capstone GRS Published
DRAFT Capstone GRS Available
General Records Schedule 6.1: Email Managed Under a Capstone Approach Given public interest in Federal Government email management, and in conjunction with its publication in the Federal Register, NARA is soliciting comments on General Records Schedule 6.1: Email Managed under a Capstone Approach. To facilitate the comment process, a copy of the review package comprised … Continue reading DRAFT Capstone GRS Available
Release of OMB M-14-16
Yesterday, the Office of Management and Budget and the National Archives released a Memorandum (.pdf) to the heads of agencies on Guidance for Managing Email. This Memorandum also includes NARA Bulletin 2014-06. This Memorandum reinforces the importance for each agency to manage their email properly and the need for all Federal employees to be aware of their … Continue reading Release of OMB M-14-16