NARA Bulletin 99-05
September 24, 1999
TO: Heads of Federal Agencies
SUBJECT: Disposition of electronic records (NARA Bulletin 98-02)
EXPIRATION DATE: October 1, 2001
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 Bulletin 98-02. 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:
- 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
- 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 ch. 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.
- 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.
- 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