NARA 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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