NARA Bulletin 2006-04

July 12, 2006

TO: Heads of Federal agencies

SUBJECT: Scheduling Electronic Copies of E-mail and Word Processing 

Records

EXPIRATION DATE: July 31, 2009 (per NARA Bulletin 2007-01)

1. What is the purpose of this bulletin? This bulletin directs agencies to 

use General Records Schedule (GRS) 20, Item 13 as disposition authority 

for electronic copies of records created using word processing applications 

that are not the copies maintained in a recordkeeping system, and GRS 20, 

Item 14 as disposition authority for electronic copies of e-mail records that 

are also not maintained in a recordkeeping system. This bulletin also 

announces a change in procedure for submitting an SF 115, Request for 

Records Disposition Authority (i.e., records schedule).

2. When you say recordkeeping system, does this mean an electronic 

recordkeeping system? No, the recordkeeping system can be for 

electronic, paper or microform records.

3. What are the procedures for submitting records schedules to the 

National Archives and Records Administration (NARA) for new or 

revised series that contain e-mail or word processing records?

Agencies should submit records schedules to NARA that provide only for the 

disposition of the word processing or e-mail copies that are saved and 

maintained in a recordkeeping system. The copies maintained in the 

recordkeeping system may be electronic, paper or microform.

4. What disposition authority do I use for the electronic copies of email 

and word processing records that are not maintained in the record 

keeping system? You may use GRS 20, items 13 and 14, for the disposal 

of electronic word processing and e-mail copies of records that reside on the 

"live" computer system, where the records themselves have been 

transferred to and are maintained in the recordkeeping system. It is no 

longer necessary to submit separate schedule items for these copies as 

temporary records.

5. Why is NARA making these changes? NARA is clarifying its guidance 

to agencies regarding the scheduling of copies of electronic documents 

created using word processing applications, and copies of e-mail records 

maintained on "live" e-mail systems. NARA's experience over the past eight 

years in processing schedules with these items indicates that the 

requirement that agencies include e-mail and word processing copies when 

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they schedule permanent series or submit schedules changing the retention 

period of previously scheduled temporary series has resulted in no adverse 

comment or revision to such schedules, but in at least some cases has 

delayed the approval of such schedules since notice must be published in 

the Federal Register. That is, if agencies are not required to schedule 

electronic copies of e-mail and word processing records as temporary 

records, Federal Register publication would not be needed for any remaining 

scheduled record series proposed for permanent retention. Removing the 

requirement for submitting separate schedule items for electronic copies of 

e-mail and word processing files will reduce the scheduling burden for 

agencies. It will also accelerate the approval process while still providing for 

adequate and proper documentation of government activities. 

6. Whom do I contact for additional information?

1. NARA's Life Cycle Management Division provides assistance and 

advice to agency records officers of agencies headquartered in the 

Washington, DC, area and the Records Management staff in NARA's 

regional offices provides assistance and advice to agency records 

officers of agencies headquartered in the field. Your agency's records 

officer may contact the NARA appraiser or records analyst with whom 

your agency normally works for support in carrying out this bulletin. A list 

of the appraisal and scheduling work group and regional contacts is 

posted on the NARA web site at http://www.archives.gov/recordsmgmt/appraisal/ .

2. The Records Management staff in NARA's regional offices provides 

assistance to agency records officers across the country. A complete list 

of NARA regional facilities may be found at 

http://www.archives.gov/locations/index.html.

3. If you need more general information about the contents of this bulletin, 

please contact Laurence Brewer, Director of the Life Cycle Management 

Division at Laurence.Brewer@nara.gov or on 301-837-1539.

ALLEN WEINSTEIN

Archivist of the United States

Contact Us Accessibility Privacy Policy Freedom of Information Act No FEAR Act USA.gov

The U.S. National Archives and Records Administration

1-86-NARA-NARA or 1-866-272-6272 

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