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Capstone Policy Overview
6 April 2016
Office of the Chief Records Officer
National Archives and Records Administration
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Transition to Digital Government
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Directive Goals
Require electronic recordkeeping to ensure transparency, efficiency, and accountability
Demonstrate compliance with Federal records management statutes and regulations
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Goal #1:
By 2019, agencies manage all permanent electronic records in electronic formats
By 2016, agencies manage permanent and temporary email in accessible, electronic format
OMB/NARA Memo
• Released September 15th
• Affirms Directive goals
• Focus on training and awareness
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NARA Bulletin 2014-06 Addresses:
• Agency responsibilities for email management
• The role of Federal employees in email management
• The Capstone approach
• How agencies can mitigate against loss of email records and how to report email loss
• Related guidance from NARA
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Capstone Accounts
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Benefits Reduces reliance on user-dependent policies
Optimizes access for information requests
Preserves permanent email records
Approach for managing legacy email accounts
Eases the burden on end-user
Simplifies disposition
Reduces unauthorized destruction
Leverages existing technologies
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Capstone General Records Schedule
• Divides email accounts into three categories:
– Permanent
– 7- year temporary
• Largest category, most employees
– 3-year temporary
• Employees responsible for routine, administrative tasks
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Presidential Records Act and Federal
Records Act Amendments of 2014
• Signed November 26, 2014
• Updates the Federal Records Act (FRA) of 1950 and Presidential Records Act (PRA) of 1978
• PL 113-187
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Summary of the Major Updates • Strengthening the Federal Records Act by expanding
the definition of Federal records to clearly include electronic records.
• Clarifying the responsibilities of federal government officials when using non-government email systems.
• Confirming that Federal electronic records will be transferred to the National Archives in electronic form.
• Authorizing the early transfer of permanent electronic federal and to the National Archives.
• Granting the Archivist of the United States final determination as to what constitutes a federal record.
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Questions and Discussion
Arian D. Ravanbakhsh Supervisor, Policy and Program Support Team Office of the Chief Records Officer [email protected]