1. Quarterly IT Forum Federal CIO Council IRMCO Federal IT Summit Screen shot of GSA Logo On each page in the footer is a logo of GSA and a logo from NARA

2. Quarterly IT Forum E-Discovery Records Management and Email Retention

3. Email and Records Management National Archives and Records Administration Michael Kurtz, Assistant Archivist for Records Services General Services Administration Keith Thurston, Assistant Deputy Associate Administrator

4. Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007 INTRODUCTION Today’s Program is a follow-up to E-Discovery briefing at the April 2007 IRMCO NARA has the lead in agency federal records management (RM) guidance and implementation oversight (44 USC chapter 29) GSA provides support to NARA for RM Issue guidance to agencies to ensure economical and effective RM (44 USC chapter 29, sec. 2904 (b)) Promote economy and efficiency in selection, utilization of space, equipment, supplies for RM (44 USC chapter 29, sec. 2904 (d)) SmartBUY acquisition for electronic RM software products (OMB Memos M-04-08 and M-04-16 dated 2/25/04 and 7/1/04 respectively)

5. Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007 GSA SMARTBUY ELECTRONIC RECORDS MANAGEMENT (ERMS) ACQUISITION BUSINESS CASE DEVELOPED NOV 2006 MARKET RESEARCH RFI FED BIZ OPS FEB 2007 RFQ FOR DOD 5015.2 AND NARA COMPLIANT ERM PRODUCTS AUG 2007 ANTICIPATED GSA SCHEDULE CONTRACT BLANKET PURCHASE AGREEMENT AWARDS SEP 2007

6. Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007 Overview The Current Environment & Increased Attention E-Gov Act of 2002 Litigation and Electronically Stored Information (ESI) GAO Email Management Engagement NARA Records Management Requirements Records Management Products & Services to Support Agencies Specific Products to Help CIOs GSA Federal Management Regulations Efficiency and Effectiveness of Records Management Smart BUY Electronic Records Management Acquisition Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

7. NARA: Records Management Requirements E-Gov Act of 2002 – Section 207(e) – implemented in NARA Bulletin 2006-02 – states: By 9/30/2009, agencies must have NARA-approved records schedules for all records in existing electronic information systems (EIS). For EIS’s that are in a system life cycle stage earlier than steady-state or are developed after 12/15/2005, agencies will work with NARA to schedule the records from these systems. Bulletin Link: http://www.archives.gov/records-mgmt/bulletins/2006/2006-02.html OMB Exhibit 300, Question 23, Page 13, asks: Are the records produced by this investment appropriately scheduled with the National Archives and Records Administration’s approval? Email, Records Management, and the CIO Email records must be managed in a recordkeeping system (36 CFR 1234.24). CIOs should work with the Agency Records Officers and Program Managers to ensure an email policy is in place AND is carried out across the agency. Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

8. NARA: RM Products & Services to Support Agencies Records Management Handbook http://www.archives.gov/records-mgmt/handbook/ Records Management Toolkit http://toolkit.archives.gov/ Records Management Training http://archives.gov/records-mgmt/training/ Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

9. NARA: Specific Products to Help CIOs General Records Schedules GRS 24 - Information Technology Operations and Management Records GRS 27 - Records of the Chief Information Officer http://www.archives.gov/records-mgmt/ardor/ Records Management Profile Business Process Design CPIC Systems Design http://www.archives.gov/records-mgmt/policy/rm-profile.html http://www.archives.gov/records-mgmt/pdf/rm-profile.pdf Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007

10. ( FEDERAL MANAGEMENT REGULATIONS Agencies must follow part 102-193 and NARA regulations in 36 CFR Subchapter B—records management, in carrying out their records management (RM) responsibilities including electronic records. Each agency must issue a directive establishing its RM program and apply appropriate RM practices regardless of medium (paper, electronic). GSA is responsible for subchapter G, administrative programs, part 102-193—creation, maintenance and use of records

11. Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007 NARA and GSA: Points of Contacts NARA Michael Kurtz Assistant Archivist for Records Services Michael.Kurtz@nara.gov 301-837-3110 www.archives.gov/records-mgmt/ GSA Keith Thurston Assistant Deputy Associate Administrator keith.thurston@gsa.gov 202-501-0202 www.gsa.gov Email and RM – IT Quarterly Forum – Tuesday, August 14, 2007