Capstone Policy Overview

6 April 2016

Office of the Chief Records Officer

National Archives and Records Administration

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Transition to Digital Government

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Directive Goals

Require electronic recordkeeping to ensure transparency, efficiency, and accountability

Demonstrate compliance with Federal records management statutes and regulations

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Goal #1:

By 2019, agencies manage all permanent electronic records in electronic formats

By 2016, agencies manage permanent and temporary email in accessible, electronic format

OMB/NARA Memo

• Released September 15th

• Affirms Directive goals

• Focus on training and awareness

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NARA Bulletin 2014-06 Addresses:

• Agency responsibilities for email management

• The role of Federal employees in email management

• The Capstone approach

• How agencies can mitigate against loss of email records and how to report email loss

• Related guidance from NARA

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Capstone Accounts

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Benefits Reduces reliance on user-dependent policies

Optimizes access for information requests

Preserves permanent email records

Approach for managing legacy email accounts

Eases the burden on end-user

Simplifies disposition

Reduces unauthorized destruction

Leverages existing technologies

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Capstone General Records Schedule

• Divides email accounts into three categories:

– Permanent

– 7- year temporary

• Largest category, most employees

– 3-year temporary

• Employees responsible for routine, administrative tasks

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Presidential Records Act and Federal

Records Act Amendments of 2014

• Signed November 26, 2014

• Updates the Federal Records Act (FRA) of 1950 and Presidential Records Act (PRA) of 1978

• PL 113-187

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Summary of the Major Updates • Strengthening the Federal Records Act by expanding

the definition of Federal records to clearly include electronic records.

• Clarifying the responsibilities of federal government officials when using non-government email systems.

• Confirming that Federal electronic records will be transferred to the National Archives in electronic form.

• Authorizing the early transfer of permanent electronic federal and to the National Archives.

• Granting the Archivist of the United States final determination as to what constitutes a federal record.

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Questions and Discussion

Arian D. Ravanbakhsh Supervisor, Policy and Program Support Team Office of the Chief Records Officer arian.ravanbakhsh@nara.gov