FOIA, Privacy & Records Management Conference 2009

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Presentation transcript:

FOIA, Privacy & Records Management Conference 2009 Office of the Administrative Assistant to the Secretary of the Army Records Management & Declassification Agency Records Management, Electronic Records, Email and Automated Systems Ms. Shirley Kinson-Jones Ms. Lois A. Holden Army Records Branch Army Records Branch (703) 428-6411 (703) 428-6393 Shirleyk.jones@us.army.mil lois.a.holden@us.army.mil

Agenda Effective Records Management Electronic Records E-Mail Army Information Systems (AIS) Questions

Effective Records Management WHY? Protects the rights and interests of the Army and its employees Supports Soldiers with documentation to validate health- related claims (e.g., PTSD) Documents the Army’s history and provides Lessons Learned Responds to official requests for information from the public, Congress and the media Complies with the Federal Records Act (44 USC)

What is a Federal Record? Made or received by an agency of the government. Contains information on agency policies, functions, decisions, activities, operations, etc. Documentary materials. *Personal Records: Documentary materials belonging to an individual not used to conduct agency business Email Videos Electronic Media Photos Paper

Electronic Records AR 25-400-2, Army Records Information Management System (ARIMS) Keep (K) - Short Term Records – Retention 6 years or less Transfer (T) - Long Term Records – Retention over 6 years and up to Permanent AR 25-2, Information Assurance Unclassified Sensitive Classified Information 5

Is Email a Federal Record??? YES!!! E-Mail messages are official records when they are created or received in the transaction of public business

Examples of E-Mail Records Policies and directives. Correspondence related to official business. Work schedules and assignments. Agendas and minutes of meetings. Drafts of documents circulated for comment or approval. Document that initiates, authorizes/completes a business transaction. Final reports or recommendations. We should all protect e-mail messages, files, and records from unauthorized release to third parties in accordance with AR 25-400-2, AR 25-55, amnd AR 340-21. Remove personal and transitory messages from person in-boxes on a regular basis; protect e-mail messages form inadverdent loss or destruction by complying with backup requirements; coordinate disposition of official records with your organization’s records management officer to ensure that retention requirements are met.

Examples of Non-Record E-Mail Personal messages and announcements not related to official business. Duplicate copies of extracts of documents distributed for convenience or reference. Out-of-office auto-replies. Announcements of social events such as retirement parties or holiday celebrations. “Thank you” messages.

Automated Information System (AIS) Definition An organized set of procedures and techniques designed to store, retrieve, manipulate, analyze, and display information. If automated, information system also includes hardware and software.

Scheduling Records in Army Automated Information Systems (AIS) The E-Government Act of 2002 A memorandum co-signed by the AASA and the CIO/G-6 There are over 1,772 AIS currently listed in the Army Portfolio Management System (APMS) AIS Surveys Received AIS Surveys Outstanding

QUESTIONS?