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Some agencies will miss 2016 email records deadline
Federal agencies are required to man- age all email records in electronic for- mat by the end of 2016. According to self-assessment reports filed with the National Archives and Records Admin- istration, most agencies are on track to meet the deadline. However, a few will miss the mark.
The Office of the Comptrol-
ler of the Currency (OCC), the Defense Intelligence Agency
and the Nuclear Regulatory Commission have said they
will not meet the deadline.
The Department of Homeland Security has not yet turned in its self- assessment report. The reports were due by Jan. 29.
NARA and the Office of Management and Budget issued the Managing Gov- ernment Records Directive in 2012. It requires federal agencies to save email messages that qualify as temporary or permanent government records in elec- tronic format. NARA also released guid- ance dubbed Capstone to give agencies a path to capturing email records based on job functions.
“There are a few notable exceptions,”
said Lisa Haralampus, NARA’s director of records management policy and out- reach. “That doesn’t mean they’re not managing their email, but it means they don’t feel they’re where they need to be with the whole life cycle of email management.”
She said budget, policies and not having the right tech- nical staff were some of the reasons agencies gave for not being able to comply with the directive.
for copying or forwarding personal email messages related to work by the 2016 deadline.
NRC said its records team is imple- menting a solution based on Capstone and putting together an email capture and management working group.
On April 13, NARA published the cri- teria for managing email on its “Records Express” blog in an effort to clarify the requirements. The post said successful electronic email management means “having policies and systems in place to ensure that email records can be used [and] accessed.”
“Their concern was everybody had a different idea of what managing email meant,” Haralampus said in a presen- tation at Alfresco Software’s Content. gov event. Some agencies would have plans and working groups in place, but not systems.
The directive also requires agencies to manage all electronic records, includ- ing social media posts, in their original format by the end of 2019. According to the self-assessments, 80 percent of agen- cies are on track to meet that deadline.
— Bianca Spinosa
18th is where government ranked on cybersecurity
when compared to 17 private-sector industries in a new report
Lisa Haralampus
“A lot of times, they may be saying, ‘I’m not meeting 2016. I’m going to need another few months,’ which is much different than saying, ‘I don’t know how I’m going to manage my email,’” she said, adding that 54 per- cent of agencies plan to use the Cap-
stone approach.
OCC officials said they would not
meet the 2016 deadline because they are establishing a cross-functional team to comply with the directive for email and instant messaging. DIA officials said they’re awaiting internal approval for NARA’s Capstone approach, but they planned to meet the 20-day requirement
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