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  • The Salient Regulation Regarding E-Mail Record Keeping Is 36 CFR 1236

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    CREW
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    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    Responsive Document - CREW: Regarding Record Management and Cloud Computing: General Services Administration: 10/3/2011 -Gmail Training - Records Management v 2 4 28 2011

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    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    28 views2 pages

    The Salient Regulation Regarding E-Mail Record Keeping Is 36 CFR 1236

    Uploaded by

    CREW
    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    The salient regulation regarding E-mail record keeping is 36 CFR 1236

    Transitory e-mail is not to be kept beyond 180 days


    (36 CFR 1236.22 (c) Agencies may elect to manage electronic mail records with very short-term NARA-approved retention periods (transitory records with a very short-term retention period of 180 days or less as provided by GRS 23, Item 7, or by a NARA-approved agency records schedule) on the electronic mail system itself, without the need to copy the record to a paper or electronic recordkeeping system....)

    E-mail that is a record is to be kept in accordance with the Agency's records disposition schedule
    ( 1236.20 What are appropriate recordkeeping systems for electronic records? (a) General. Agencies must use electronic or paper recordkeeping systems or a combination of those systems, depending on their business needs, for managing their records. Transitory e-mail may be managed as specified in 1236.22(c). (b) Electronic recordkeeping. Recordkeeping functionality may be built into the electronic information system or records can be transferred to an electronic recordkeeping repository, such as a DoD- 5015.2 STD-certified product.)

    Neither Lotus Notes nor GMail are records management systems


    (36 CFR 1236.22 (d)(1) Agencies must not use an electronic mail system to store the recordkeeping copy of electronic mail messages identified as Federal records unless that system has all of the features specified in 1236.20(b) of this part. )

    Contact Records@GSA.gov with questions

    RECORD KEEPING IMPLICATIONS FOR MOVE FROM LOTUS NOTES TO GMAIL


    THEREFORE, To prepare for the record-keeping aspects of migration from Lotus Notes to GMail:
    Delete Transitory E-mail; Develop a meaningful set of program/subject folders outside of e-mail; Move e-mails you want to save to those program/subject folders or to a document management system.

    AFTER transition to GMail, continue to pay attention to record-keeping:


    Delete transitory GMail on a daily basis; Continue to move subject-matter e-mails to subject files in shared drive or to a document management system; Use Google Docs to collaborate on documents rather than Gmail.
    Records@GSA.gov (202)501-2514

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