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| SectionsRecords Management Main PageWhat's NewRecords Management Redesign (RMI)Records Management BasicsMajor InitiativesVital Records & Disaster RecoveryRecords Management RedesignTargeted AssistanceDOD Standard 5015.2Electronic Records Archives (ERA) ProgramElectronic Records Management InitiativePolicy & GuidanceCommunicationsTrainingResourcesRecords Center ProgramFederal Agency Records OfficersCIO LinkFederal Laws Relating to Records ManagementOther Federal Laws & RegulationsOther ResourcesFederal Web Site Snapshot InformationRecords SchedulesRecords Management PublicationsServicesContactsQuestions and CommentsSearch in Records ManagementNARA Bulletin 2001-03
**September 24, 2001**

**NARA Bulletin 2001-03**

**TO:** Heads of Federal Agencies

**SUBJECT:** Disposition of electronic records (NARA Bulletin 99-05)

**EXPIRATION DATE:** October 1, 2003

1. **What does this bulletin do?** This bulletin notifies   agencies to continue to submit records schedules covering new or revised   series to NARA using the procedures established by NARA Bulletins 98-02 and   99-05. It also reminds agencies of their general recordkeeping   responsibilities.

2. **What are the procedures for submitting records schedules for new   or revised series?**New and revised items on SF 115s, Request for   Records Disposition Authority, submitted for NARA approval must include   provision for the disposition of both the copy of a record that resides on   electronic mail or other office automation application, and the copy   maintained in the recordkeeping system:

    a. When new and revised items include records   generated on office automation applications, the description on the proposed   schedule should indicate that records were generated using office automation,   AND

    b. For each such item the proposed schedule should   provide separate disposition instructions for the recordkeeping system   described in the schedule and for the electronic copy created by the office   automation application.

3. **What are agency recordkeeping responsibilities?**NARA   regulations in 36 CFR chapter XII, Subchapter B provide guidance and   requirements on recordkeeping policies and practices to assist agencies in   ensuring adequate and proper documentation of agency activities. To support   operational needs, protect rights, and allow accountability, agencies must   create and preserve complete records in designated recordkeeping systems.

    a. To ensure complete documentation, records   (including those generated electronically with office automation applications)   should include proper identification of originators and recipients,   appropriate dates, and any other information needed by the agency to meet its   business needs. Records generated with an office automation application must   be copied to a recordkeeping system where they will be maintained as long as   they are needed by the Government.

    b. Proper recordkeeping systems organize or index   records to provide context and to allow appropriate staff access to all   records relating to a specific transaction, project, study, or subject.   Recordkeeping systems may be in paper, micrographic, or electronic format.

4. **Who do I contact for further information?** Address   questions to the appraiser in our Life Cycle Management Division with whom   your agency normally works.

**JOHN W. CARLIN***Archivist of the United   States* |
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