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Release of OMB M-14-16

by on September 16, 2014


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 responsibilities for managing email records. As you know, this has been an important issue for Congress and the Administration over the last few months. It is also an animating issue as we continue to work towards the goal in the Managing Government Records Directive (OMB M-12-18) that all email be managed electronically by the end of 2016.

Our Bulletin 2014-06 reminds agency heads of existing NARA guidance and resources to assist in managing email. This includes our Capstone Bulletin and other resources located here.

 

 



Sometimes, you get so caught up in the day-to-day world of work that it is easy to overlook some significant milestones. The end of August is the time of year when our office has two significant milestones to celebrate. In 2012, the Managing Government Records Directive was released on August 24. And on August 29, 2013, we issued the groundbreaking Capstone approach to managing email. Earlier this week, we took time to mark these milestones, with, what else, cake.

Image of two cakes

 

 

 

 

 

 

 

 

Our staff enjoyed the opportunity to take a few moments to mark all the work that has been accomplished over the last few years. It’s been a busy few years and we anticipate it will get even more busy as all of us in the Federal records community work toward the 2016 and 2019 goals in the Directive. Use the comments to let us know how we are doing. Stay tuned.

And yes, no Federal records were harmed in the baking, cutting or consuming of these cakes.

Chief Records Officer for the US Government Paul Wester cutting into the cakes

Chief Records Officer for the US Government Paul Wester cutting into the cakes



We are requesting comments on a draft NARA Bulletin entitled “Determining the Appropriate Age for Scheduling Permanent Records Transfers to the National Archives.”

This draft Bulletin provides Federal agencies with guidance on determining the appropriate age at which permanent records, regardless of their media or format, should be scheduled for transfer to the National Archives and Records Administration (NARA). The Bulletin also has a questionnaire for agencies to use when determining appropriate transfer age.

NARA Bulletins are designed to provide fundamental guidance to Federal agencies who must then determine the most appropriate ways to incorporate the guidance into their work.

Please make your comments about the draft Bulletin and questionnaire by September 10, 2014. We will review all the comments we receive. Thank you.



We will offer The Case for Records Management: Issues for Federal Agency Counsel in College Park, MD on October 21, 2014.

Why attend?

Legal professionals know when business-critical information is missing or inaccessible, an agency risks damage to its reputation, failure to perform its mission, and expensive litigation. This half-day briefing by National Archives and Records Administration legal and records management staffs will discuss issues related to discovery, records retention and legal holds, and electronic information.

Who should attend?

This briefing is targeted toward general counsel, inspectors general, attorneys and paralegals interested in the management of their own records and/or responsible for providing legal direction in Federal agencies regarding agency records management and litigation.

Location:  Archives II, College Park, MD

Date:  Tuesday, October 21, 2014

Length – 1/2 Day   9:00AM – 12:00 Noon

Cost: none

Enroll by clicking here

For persons unable to travel to College Park, a recording of an earlier briefing is available on our YouTube channel.

Part I: Approximately 80 minutes.

  • Key points in Federal statutory and regulatory requirements that relate to agency records
  • Best practices in building a defensible records management program
  • Counsel’s role in an agency records management program
  • Challenges and legal issues associated with electronic records

Part II: Approximately 75 minutes.

  • The Nexus Between E-Record Keeping and E-Discovery
  • Email, Backup Tapes, Metadata
  • Legal Holds on Records and the Duty of Agency Counsel
  • The Presidential Memorandum and Implementing the Managing Government Records Directive



The National Archives unit involved with Federal agency records storage standards (36 CFR 1234, formerly numbered 1228 subpart K) has resumed contacting Federal agencies regarding the specific locations where they store records and the status of the certification of those facilities. The efforts now are to make contact with agencies that did not reply to previous attempts for the information or were not on the agency list we used when the initial effort to obtain this information took place in 2008 and 2009.

We seek information about agency records centers and commercial records centers that have not been previously certified by an agency as compliant with the standards. For those agencies that HAVE indicated an agency records center or commercial facility is compliant in the annual Records Management Self Assessment survey, but have not sought or received NARA approval to store records, we’ll ask for certification and documentation of compliance if we do not already have that material.

Our current effort will be directed to certain agencies using the Records Management Officer list maintained by NARA’s National Records Management Program unit and/or using information gleaned from question 38 of the 2013 Records Management Self Assessment survey which asked: “Where does your agency store its inactive records?”

Should your agency be contacted, or if any readers have a question about this, please contact standards compliance manager Rick Blondo at rick.blondo@nara.gov.

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