# Presentation: 831906

## Quarterly IT Forum

**Quarterly IT Forum**

- Federal CIO Council

***IRM******CO***

- Federal IT Summit

- Screen shot of GSA Logo

- On each page in the footer is a logo of GSA and a logo from NARA

## Quarterly IT Forum

**Quarterly IT Forum**

**E-Discovery**
**Records Management and Email Retention**

## Email andRecords Management

- National Archives and Records Administration
- Michael Kurtz, Assistant Archivist for Records Services
- General Services Administration
- Keith Thurston, Assistant Deputy Associate Administrator

## INTRODUCTION

- Today’s Program is a follow-up to E-Discovery briefing at the April 2007 IRMCO
- NARA has the lead in agency federal records management (RM) guidance and implementation oversight (44 USC chapter 29)
- GSA provides support to NARA for RM
- Issue guidance to agencies to ensure economical and effective RM (44 USC chapter 29, sec. 2904 (b))
- Promote economy and efficiency in selection, utilization of space, equipment, supplies for RM (44 USC chapter 29, sec. 2904 (d))
- SmartBUY acquisition for electronic RM software products (OMB Memos M-04-08 and M-04-16 dated 2/25/04 and 7/1/04 respectively)

## GSA SMARTBUY ELECTRONIC RECORDS MANAGEMENT (ERMS) ACQUISITION

**      **BUSINESS CASE DEVELOPED                                 NOV 2006
-       MARKET RESEARCH RFI FED BIZ OPS                   FEB  2007
-      RFQ FOR DOD 5015.2 AND NARA COMPLIANT
- ERM PRODUCTS                                  		 AUG 2007
-      ANTICIPATED GSA SCHEDULE CONTRACT
-              BLANKET PURCHASE AGREEMENT AWARDS      SEP 2007

## Overview

- The Current Environment & Increased Attention
- E-Gov Act of 2002
- Litigation and Electronically Stored Information (ESI)
- GAO Email Management Engagement
- NARA
- Records Management Requirements
- Records Management Products & Services to Support Agencies
- Specific Products to Help CIOs
- GSA
- Federal  Management  Regulations
- Efficiency and Effectiveness of Records Management
- Smart BUY Electronic Records Management Acquisition

- Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

## NARA:Records Management Requirements

- E-Gov Act of 2002 – Section 207(e) – implemented in NARA Bulletin 2006-02 – states:
- By 9/30/2009, agencies must have NARA-approved records schedules for all records in existing electronic information systems (EIS).
- For EIS’s that are in a system life cycle stage earlier than steady-state or are developed after 12/15/2005, agencies will work with NARA to schedule the records from these systems.
- Bulletin Link: http://www.archives.gov/records-mgmt/bulletins/2006/2006-02.html
- OMB Exhibit 300, Question 23, Page 13, asks:
- Are the records produced by this investment appropriately scheduled with the National Archives and Records Administration’s approval?
- Email, Records Management, and the CIO
- Email records must be managed in a recordkeeping system (36 CFR 1234.24).
- CIOs should work with the Agency Records Officers and Program Managers to ensure an email policy is in place _**AND**_ is carried out across the agency.

- Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

## NARA:RM Products & Services to Support Agencies 

- Records Management Handbook
- http://www.archives.gov/records-mgmt/handbook/
- Records Management Toolkit
- http://toolkit.archives.gov/
- Records Management Training
- http://archives.gov/records-mgmt/training/

- Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

## NARA:Specific Products to Help CIOs

- General Records Schedules
- GRS 24 - Information Technology Operations and Management Records
- GRS 27 - Records of the Chief Information Officer
- http://www.archives.gov/records-mgmt/ardor/
- Records Management Profile
- Business Process Design
- CPIC
- Systems Design
- _[http://www.archives.gov/records-mgmt/policy/rm-profile.html](http://www.archives.gov/records-mgmt/policy/rm-profile.html)_
- http://www.archives.gov/records-mgmt/pdf/rm-profile.pdf

- Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

## FEDERAL MANAGEMENT REGULATIONS 

**(**

**FEDERAL MANAGEMENT REGULATIONS**

- Agencies must follow part 102-193 and NARA regulations in 36 CFR Subchapter B—records management, in carrying out their records management (RM) responsibilities including electronic records.
- Each agency must issue a directive establishing its RM program and apply appropriate RM practices regardless of medium (paper, electronic).
- GSA is responsible for subchapter G, administrative programs, part 102-193—creation, maintenance and use of records

## NARA and GSA:Points of Contacts

**NARA**
**Michael Kurtz**
- Assistant Archivist for Records Services
- _[Michael.Kurtz@nara.gov](mailto:Michael.Kurtz@nara.gov)_
- 301-837-3110
- www.archives.gov/records-mgmt/
**GSA**
**Keith Thurston**
- Assistant Deputy Associate Administrator
- _[keith.thurston@gsa.gov](mailto:keith.thurston@gsa.gov)_
- 202-501-0202
- www.gsa.gov

- Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007