Electronic Message Preservation Act of 2015

To amend title 44, United States Code, to require preservation of certain electronic records by Federal agencies, to require a certification and reports relating to Presidential records, and for other purposes. 1. Short title This Act may be cited as the Electronic Message Preservation Act of 2015 2. Preservation of electronic messages and other records (a) Requirement for Preservation of Electronic Messages Chapter 29 2912. Preservation of electronic messages and other records (a) Regulations required Not later than 120 days after the date of the enactment of this section, the Archivist shall promulgate regulations governing Federal agency preservation of electronic messages that are determined to be records (as such term is defined under section 3301 of this title). Such regulations shall, at a minimum— (1) require the electronic capture, management, and preservation of such electronic records in accordance with the records disposition requirements of chapter 33 of this title; (2) require that such electronic records are readily accessible for retrieval through electronic searches; and (3) include timelines for Federal agency compliance with the regulations that ensure compliance as expeditiously as practicable but not later than December 31, 2016. (b) Ensuring compliance Not later than 2 years after the date of the enactment of this section, the Archivist shall promulgate regulations that— (1) establish mandatory minimum functional requirements for electronic records management systems to ensure compliance with the requirements in paragraphs (1) and (2) of subsection (a); and (2) establish a process to ensure that Federal agencies’ electronic records management systems meet the functional requirements established under paragraph (1). (c) Coverage of other electronic records To the extent practicable, the regulations promulgated under subsections (a) and (b) shall also include requirements for the capture, management, and preservation of other electronic records. (d) Compliance by Federal agencies Each Federal agency shall comply with the regulations promulgated under subsections (a) and (b). (e) Review of regulations required The Archivist shall periodically review and, as necessary, amend the regulations promulgated under subsections (a) and (b). (f) Reports on implementation of regulations (1) Agency report to Archivist Not later than December 31, 2017, the head of each Federal agency shall submit to the Archivist a report on the agency’s compliance with the regulations promulgated under this section and shall make the report publicly available on the website of the agency. (2) Archivist report to Congress Not later than 90 days after receipt of all reports required by paragraph (1), the Archivist shall submit to the Committee on Homeland Security and Governmental Affairs of the Senate and the Committee on Oversight and Government Reform of the House of Representatives a report on Federal agency compliance with the regulations promulgated under subsection (a) and shall make the report publicly available on the website of the agency. . (b) Clerical amendment The table of sections at the beginning of chapter 29 2912. Preservation of electronic messages and other records. . (c) Definitions Section 2901 of title 44, United States Code, is amended— (1) by striking and (2) by striking paragraph (15) and inserting the following new paragraphs: (15) the term electronic messages (16) the term electronic records management system (A) categorizing and locating records; (B) ensuring that records are retained as long as necessary; (C) identifying records that are due for disposition; and (D) ensuring the storage, retrieval, and disposition of records. . 3. Presidential records (a) Additional Regulations Relating to Presidential Records (1) In general Section 2206 of title 44, United States Code, is amended— (A) by striking and (B) by striking the period at the end of paragraph (4) and inserting ; and (C) by adding at the end the following: (5) provisions for establishing standards necessary for the economical and efficient management of electronic Presidential records during the President’s term of office, including— (A) records management controls necessary for the capture, management, and preservation of electronic messages; (B) records management controls necessary to ensure that electronic messages are readily accessible for retrieval through electronic searches; and (C) a process to ensure the electronic records management system to be used by the President for the purposes of complying with the requirements in subparagraphs (A) and (B). . (2) Definitions Section 2201 of title 44, United States Code, is amended by adding at the end the following new paragraphs: (6) The term electronic messages (7) The term electronic records management system . (b) Certification of President’s Management of Presidential Records (1) Certification required Chapter 22 2210. Certification of the President’s management of Presidential records (a) Annual Certification The Archivist shall annually certify whether the electronic records management controls established by the President meet requirements under sections 2203(a) and 2206(5) of this title. (b) Report to Congress The Archivist shall report annually to the Committee on Homeland Security and Governmental Affairs of the Senate and the Committee on Oversight and Government Reform of the House of Representatives on the status of the certification. . (2) Clerical amendment The table of sections at the beginning of chapter 22 2210. Certification of the President’s management of Presidential records. . (c) Report to Congress Section 2203(g) of title 44, United States Code, is amended by adding at the end the following: (4) One year following the conclusion of a President’s term of office, or if a President serves consecutive terms one year following the conclusion of the last term, the Archivist shall submit to the Committee on Homeland Security and Governmental Affairs of the Senate and the Committee on Oversight and Government Reform of the House of Representatives a report on— (A) the volume and format of electronic Presidential records deposited into that President’s Presidential archival depository; and (B) whether the electronic records management controls of that President met the requirements under sections 2203(a) and 2206(5) of this title. . (d) Effective date The amendments made by this section shall take effect one year after the date of the enactment of this Act. September 19, 2016 Committed to the Committee of the Whole House on the State of the Union and ordered to be printed

Summary: Electronic Message Preservation Act of 2015 (Sec. 2) This bill requires the Archivist of the United States to promulgate regulations governing federal agency preservation of electronic messages that are federal records and to periodically review and amend, as necessary, such regulations. Such regulations, at a minimum, shall: (1) require the electronic capture, management, and preservation of such electronic records in accordance with the Federal Records Act; (2) require such records to be retrievable through electronic searches; and (3) include timelines for federal agency compliance with the regulations that ensure compliance not later than December 31, 2016. The Archivist shall promulgate regulations not later than two years after the enactment of this Act that: (1) establish mandatory minimum functional requirements for electronic records management systems and a process to ensure that such systems meet the functional requirements; and (2) include requirements for the capture, management, and preservation of other electronic records. The bill defines "electronic records management system" as software designed to manage electronic records, including by categorizing and locating records, ensuring that records are retained as long as necessary, identifying records that are due for disposition, and ensuring the storage, retrieval, and disposition of records. Federal agency heads must report to the Archivist on agency compliance with the regulations promulgated by this Act and make such reports publicly available on the agency's website. (Sec. 3) The bill requires the Archivist to: (1) establish standards for the management of electronic presidential records during a President's term of office, including records management controls necessary for the capture, management, and preservation of electronic messages and for ensuring that electronic messages are readily accessible for retrieval through electronic searches; (2) certify annually whether electronic records management controls established by a President meet the requirements of the Presidential Records Act; and (3) report annually to specified congressional committees on the status of such certification. The Archivist must report to Congress one year after the conclusion of a President's term of office on: (1) the volume and format of electronic presidential records deposited into the presidential archival depository, and (2) whether electronic records management controls of a President met the requirements of this Act and the Presidential Records Act.