ELOUISE PEPION COBELL, et al___:, ) ) D1 o;nf; _e.fe "_ GALE NORTON, Secretary of the Interior, et al____., ) ) Defendants. ) The Department of the Treasury has prepared its Twenty-First Quarterly Report on December 21, 1999. A copy of the report is attached hereto. Associate Attorney General PETER D. KEISLER Assistant Attorney General J: CHRISTOPHE_ KOHN D.C. Bar No. 212357 k..,LIllllll_lk;ldl LAU_dUOII DI_IIUII Civil Division Washington, D.C. 20044-0875 (202) 514-7194 (phone) (202) 514-9163 (fax) I hereby certify that, on March 3, 2005 the foregoing Notice of Filing of the Twenty-First Quarterly Report For the Department of the Treasury was served by Electronic Case Filing, and on the following who is not registered for Electronic Case Filing, by facsimile: Browning, MT 59417 Fax (406) 338-7530 ,. /'_ , J t,- District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-birdDispatch.pl?67071561587898 U.S. District Court ll_ietrlot nf _nlnrnhi_ I ne IOllOwlng transaction was recelvea irom r_onn, J. enterea on ._/l/ZVUD at ,_:Du rlvl L_ 1 ano ille(1 on 3/1/2005 Case Name: COBELL, et al v. NORTON, et al Case Number: 1:96-cv- 1285 NOTICE Notice of Filing of the Twenty-First Quarterly Report for the Department of the Treasury by ALL FEDERAL DEFENDANTS (Attachments: # (1) Department of the Treasury's 21 st Quarterly Report)(Kohn, J.) Electronic document Stamp: [STAMP dcecfStamp_ID-973800458 [Date=3/1/2005] [FileNumber=687615-0] [ 482422773 e7b22c420a625af0995d9b59cb2a72d4190f4e2 lab 18d31563ce0892dfgb8 afl b275b498d97da9bb839cbd5aa96eab62bd7a65 fe8add2a0742efdae] ] LOlZ-_xvlx kl.k_k_k.,Lb,Jl, O, llllJILl--P'l..)UtllJ"l',,)¢O Lt._aL_--j/l/._uuJj i x xiw±,_uxtlu_t uu;u1_-Ij L 862fba45507cc320fScc86f812aabcfSd735 a2d8b82e288 f6afa56168bdba87e203 e9a 38c2ae48f6aa673d7aad 10824eea4cd3eSd44a2add4f7247bdd2742ebe]] .......... • oH . .. °. . Donald Michael Barnes dbarnes@porterwright.com, Alan I. Baron Alan.Baron@hklaw.com David Booth Beers dbeers@sheagardner.com, StevenF. Benz sbenz@khhte.corn, District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-bin/Dispatch.pl?67071561587898 Dwight Phillip Bostwick dwight.bostwick@baachrobinson.com, Stanley M. Brand sbrand@brand-frulla.com, William H. Briggs, Jr bbriggs@rdblaw.com, Mark Kester Brown mkesterbrown@attglobal.net, Plato Cacheris pcacheris@troutrichards.com Christina M. Carroll ccarroll@mckennalong.com, Robert Christopher Cook ccook@jonesday.com, John Charles Cruden john.cruden@usdoj.gov, Timothy Edward Curley timothy.curley@usdoj.gov, Richard Lee Cys rickcys@dwt.com, carolkaltenbaugh@dwt.com William Aaron Dobrovir dobrovirpc@aol.com, Alessio D. Evangelista aevangelista@bdlaw.com, Herbert Lawrence Fenster hfenster@mckennalong.com, Lisa Freiman Fishberg lfishberg@coburnandschertler.com Hamilton Phillips Fox, III phil.fox@sablaw.com William Leonard Gardner wgardner@morganlewis.com, John Albert Gibbons gibbonsj@dsmo.com, Dennis M. Gingold dennismgingold@aol.com, grempel@earthlink.net Michael D. Goodstein mdg@reslawgrp.com, Jill Elise Grant jgrant@nordhauslaw.com, dgrove@nordhauslaw.com;sj oshi@nordhauslaw.com;kdunlop@nordhauslaw.com Richard A. Guest richardg@narf.org, jeremy@narf.org Keith M. Harper harper@narf.org, hargrow@narf.org;apaige@narf.org Andrew Dewald Herman aherman@brand-frulla.com, jcohen@brand-fruUa.com 2 of 9 03/01/2005 4:59 PM District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-bin/Dispatch.pl?67071561587898 Tracy Lyle Hilmer tracy.hilmer@usdoj.gov, Charles Allen Hobbs chobbs@hsdwdc.com, judan@hsdwdc.com John F. Hundley jhundley@troutcacheris.com Douglas B. Huron huron@hellerhuron.com, Michael X. Imbroscio mimbroscio@cov.com, Amy Berman Jackson abj@troutrichards.com, DanielGordon Jarcho djarcho@mckennalong.com, Julie B. Kaplan julie.kaplan@reslawgrp.com, Lisa BondareffKemler lisa@zwerlingkemler.com, J. Christopher Kohn chris.kohn@usdoj.gov, David Sidney Krakoff dkrakoff@mayerbrownrowe.com, John R. Kresse john.kresse@usdoj.gov, Elliott H Levitas elevitas@kilpatrickstockton.com, Bradley S. Lui blui@mofo.com, Robert D. Luskin rluskin@pattonboggs.com, Christopher B. Mead cmead@londonandmead.com, Mark E. Nagle mnagle@sheppardmullin.com, Larry Allen Nathans nathans@nathanslaw.com Jonathan Brian New jonathan.new@usdoj.gov, Anne DorisNoto anoto@sonosky.com, Nathaniel D. Owens wwlwms@aol.com, Terry M. Petrie terry.petrie@usdoj.gov, Brian Michael Privor bprivor@morganlewis.com Michael John Quinn michael.quinn3@usdoj.gov, B. Michael Rauh rauh@blankrome.com John T. Richards, Jr jtr@troutrichards.com, 03/01/2005 4:59 PM 3 of 9 District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-bin/Dispatch.pI?67071561587898 Marc Evan Rindner mrindner@rdblaw.com, Jennifer R. Rivera jennifer.rivera@usdoj.gov, MarthaPurcell Rogers mrogers@ober.com Steven John Roman romans@dsmo.com, Henry Rose henryrose@mac.com, rdean@74erisa.com Robert A. Salerno robert.salerno@piperrudnick.com, Phillip Martin Seligman phillip.seligman@usdoj.gov, John Joseph Siemietkowski john.siemietkowski@usdoj.gov Mary Lou Soller msoller@milchev.com, glnnclrn Pony|or _nnnn_r qnnclrn qnnnnt_rt"_nqclni onv John Thomas Stemplewicz john.stemplewicz@usdoj.gov, j_hn._'c_nn_r2@usd_j.g_v;sandra.sp__ner@usd_j.g_v;kevin.kingst_n2@usd_j.g_v;james.st.j_hn@usd_j.g_v William M. Sullivan, Jr wsullivan@winston.com Ilana Z. Sultan isultan@mayerbrownrowe.com Jonathan Turley jturley@law.gwu.edu, JonathanK. Tycko jtycko@tzslaw.com BarbaraAnn Van Gelder bvangeld@wrf.com, Gino D. Vissicchio gino.vissicchio@usd@gov, Stephen R. Ward sward@cwlaw.com, lspears@cwlaw.com a u,x,L ,v ..oH.vv o_y j w,,,x, vv t_. ,_,x_ vv ox,.y _ uo,auj .g:,v ,, _ j,-,,,l,.u ww,,,.,t.,_. _ uouwj. _w, Dodge Wells dodge.wells@usdoj.gov, Judith Lynne "_"neat judith.wheat@verizon.net, Emily M. Yinger emyinger@hhlaw.com Roger Eric Zuckerman rzuckerman@zuckerman.com, John Kenneth Zwerling jz@zwerlingkemler.com, 1:96-cv-1285 Notice will be delivered by other means to: Jason B. Aamodt 4 of 9 03/01/2005 4:59 PM District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-birdDispatch.pl?67071561587898 WRIGHTSMAN MANSION 1645 South Cheyenne Avenue Tulsa, OK 74119 Henry A. Azar, Jr U.S. DEPARTMENT OF JUSTICE Federal Programs Branch 901 E Street, NW Suite 1056 Washington, DC 20530 ALBERT LEE BYNUM 492-2948 504 Brewton Street Gadsden, AL 35903-3804 Bruce Allen Baird COVINGTON & BURLING 1901 Pennqvlvnnin AvenIIe NW ........... j ................ _ .... Washington, DC 20004-2401 E. Lawrence Barcella, Jr nATTT TTAO_I_FkTf'_C_ TA_]I_%'_TTX7 O. XITATV_Y) T l T') JF'/_kUL_ [12_iOlilNOO, dZ_lN_k_ll'Oi_.l (Y_ VV l_.bl'%.lblk_ b.b.K . 1299 Pennsylvania Avenue, NW 10th Floor Washington, DC 20004-2400 Robert W. Biddle BENNETT & NATHANS, L.L.P. 120 East Baltimore Street Baltimore, MD 21202 Edith R. Blackwell 1849 C Street NW Washington, DC 20240 Michael R. Bromwich t_I_T]_T_ Vl_ ANTV 14ARI_]_ _DII_'I'VFI_ 2r ]ACORglO]M 1001 Pennsylvania Avenue, NW Suite 800 Washington, DC 20004 Stephen M. Byers CROWELL & MORING, L.L.P. 1001 Pennsylvania Avenue, NW Washington, DC 20004-2595 Tom C. Clark U.S. DEPARTMENT OF JUSTICE Land & Natural Resources Division Ben Franklin Station P.O. Box 7611 5 of 9 03/01/2005 4:59 PM Melissa Heitmann McNiven BAACH, ROBINSON & LEWIS PLLC Nicole Jo Moss COVINGTON & BURLING 1201 Pennsylvania Avenue, NW Washington, DC 20004-2401 District of Columbia live database https://ecf.dcd.uscourts.gov/cgi-bin/Dispatch.pl?67071561587898 March 1, 2005 CIVIL DIVIblUN _e'J FROM: BRIAN L. FERRELL Z__''-- CHeF CO_SEL //WZ./ BUREAU OF THE N.JBLIC DEBT Included with this cover memorandum is the 'q'wenty-First Quarterly Report on Actions T',tken by the Department of the Treasury to Retain IIM-Related Documents Necessary for an Accounting" (the "Report'S). The Report has been prepared by the Department of the Treasury pursuant to the Court Order and Opinion in Cobell, et at. v. Babbitt,. et al. circulation of drafts of the Report to program offices lhat are responsible for the actions described in the Report. Comments were received from those omces and incorporated in the Report. I)ric_r t¢_ ,:nhmlttln_, lhe Rer,ort to the Det3artment of Justice, senior officials of FMS, BPD TWENTY-FIRST QUARTERLY REPORT ON ACTIONS TAKEN BY THE DEPARTMENT OF THE TREASURY TO RETAIN IIM-RELATED DOCUMENTS NECESSARY FOR AN ACCOUNTING Cobell, et al. v. Norton, et al. D.D.C. CV No. 96-!285 March 1, 2005 This is the Department of the Treasury's ("Treasury") Twenty-First Quarterly Report, iuea pursuant to the _ourt............. s _ecemoer z _, _vv uruer t wruer ) in the aoove-capuonea case. It covers activities occurring over a three-month period from December 1, 2004 through February 28, 2005. The Order requires Treasury to report on the steps it has taken since the last quarterly report to rectify a single breach of its trust responsibilities, namely the destruction of IIM trust materials after their age exceeded six years and seven months. Cobell, et al. v. Babbitt, et al., 91 F. Supp. 2d 1, 50, 59 (D.D.C. 1999). Treasury continues to preserve IIM-related documentation pursuant to the Court's August 12, 1999 Order, which defines the trust records that Treasury must retain. During the past quarter, Treasury again issued reminders to ensure the retention of required records. Among the reminders Treasury issued this quarter are letters reminding Secret Service (see Attachment A), NIAR A (_o_ Attnahmontq 1:i nncl F] hnnk_ (qPo Attnehmontq _ and FI] nnd n aontrnc'tnr (qe_a Attachment E), to continue retaining pertinent records. In addition, employees of Financial Management Service (FMS) and the Bureau of the Public Debt (BPD) were again reminded to continue preserving records related to this litigation (see Attachments G and H), and retention insti-actions ....... ' ...... r, .............. , ,-,_-_.__ _,-,,-,, ..... , .......... : ........ ,_ ...... _ ___ ,-,,-,,_ UII UU 5 UIIIIU_ OK; pUbLCU tL'_) cmp_uyccb cummuc to L/Cli:ll UllIglltill CO p_l tlllt_llL intranet site. In the June 1, 2004 status report, we reported that DO's IT staff had developed a technical solution to run the ESEUTIL and ISINTEG utility software on the Microsoft Exchange database containing DO's local area network (LAN) data. The purpose of running the utilities is to ascertain the effects of a hardware failure that occurred in May 2003. Before the ESEUTIL and ISINTEG utilities can be run, Treasury must load a copy of the Exchange database from a backup tape onto a storage area network (SAN). This process is called a "data restore." We also reported in September 2004 that Treasury had determined that its copy of the Microsoft Exchange database contains some classified information. The rules governing the handling of classified infarmntion _trictlv limit acce_ to the hackun tunes and Treasury IT _taff'_ ability to ................................ d ......................... 1- --'17 ................ d ................ d "- use the SAN. DO's IT staff has developed a proposal to address this situation and coordinated with the Treasury officials responsible for ensuring compliance with the rules for handling classified information. We are now able to report that we have concurrence from Treasury oversight officials on the plan to copy the data from the backup tapes onto a SAN and run the Microsoft Exchange utilities. Before running the utilities, Treasury must coordinate with another agency to use the "data restore" process. We will keep the Court apprised of our progress and the results of the utility analysis. On December 7, 2004, representatives from BPD and FMS attended a conference entitled "Voices from the Desert: The Sedona Principles, the Courts, and Legal Issues Affecting Federal Agency Electronic Records Management." l lYe l.)cp(lrlo2eHl oj tilt" i r_u.)uQv ._ _ H¢,,,/7 ..... _ ......... z ---t ..... March 1, 2005 Attachment A February 2, 2005 letter issued by FMS, reminding the U.S. Secret C, .... ;_,, _ .... _;_,,_ _rocorxlln_ troll[ fiiMher nnliee all Treasury Records Centers Attachment C Examples oI'February 2005 Business Alert Message sent by FMS to all banks that act as Treasury's financial agents and February )nng _,,m,r _ont hv FMS m all banks that formerly acted as Bank and Bank of America) that administer lockboxes for llM deposits, reminding them to continue preserving all records pertinent to those lockbox accounts A* _htIi" _'ehr, l,_rv 17 2(lOS letter from FMS Contractin_ Officer An_elia Attachment G Global c-mail issued February 24, 2005 to all BPD employees, and posted on BPD's intranet site, reminding employees to continue preserving IIM-relaled record_ indefinitely and _t_ndin g al'l C_bell- related e-mail to BPD's dedicated mailbox related e-mail Brian K. Nagel Aoslstant Diroctor, Dear Mr. Nagel: This is a reminder that Treasury remains subject to a continuing court ord_ in the above- ...... _ _ .. ¢ . it • . • • _ t _. .... ¥_J:_.._J.._IT_J.¢__ As stated in our previous letters to Secret Service (dated January 14, 2000, October 13, 2000, February 28, 200l, August 29, 2001, August 28, 2002, February 12, 2003, August 26, 2003, January 16, 2004 and August 2, 2004), among the types of records that Treasury must preserve to comply with the court order and Stipulation ate all Treasun, ch_:ks and check-related r_or_. ,- ._1 _ _t ..... ___ _ll ,T,........ L---L- ,,.1-__ 1n'lLiO co_tact Beth I_er in the FMS Chief Counsel's office, at (202) 874-7036, or me, at (202) 874- 7913. Thank you for your continued cooperation and assistance. cc: Thomas Dougherty, Office of Chief Counsel, U.S. Secret Service -Fax #202/406-65.44 Attachment B DEPARTMENT OF THE TREASURY BUREAU OF THE PUBLIC DEBT PARKERSBURG, WV 26106-1328 February 8 2005 National Archives and Records Administration Life Cycle Management Division Attention: Stephen Cooper 8601 Adelphi Road Re- Snspending Destruction Dear Mr. Cooper: As you are aware, the Bureau of the Public Debt (BPD), Department of the Treasury, has been under court order since August 1999 to preserve all documents relating to the pending litigation, Cobe[l v. Norton, et al._ which challenges the government's management of the Individual Indian Monies (TIM). records indefinitely for purposes of the Cobell litigation. Therefore, we request that the Federal Records Centers continue to implement the fi'ee_e on all records from I_PD Record Group_ 53 and 82 and preserve all such records until further notice. Thank you for your cooperation in this matter. Sincerely, Vieki Thorpe, Manager, Graphics, Printing, and Records Branch Records Officer Attachment C (1 of 2) This is a reminder to continue preserving records in accordance with FMS' prior instructions to • • . , : .... :_:.:M 1_¢*.._ .t_toA hth_ O I QQQ and each reminder your financial instltullon, AS stateu |n OUl lltltlai t_tL_t ua ...... d., .......... letter, including the most recent Broadcast Administrative Message on August 12, 2004, due to ongoing litigation [Cobell, et al. v. Norton, et al.., Cir. No. 1-96CV01285 (D. D.C.)], your financial institution must retain, until further notice: ...... • J r. .... ¢¢1 _ .... t .......... ,.tin,, ,tnenmenlation IN ALL Standard Form z 13, _tanaaru rutm J-, ,._ a.u .,,: o-re ...... e ................. , -- FORMS AND MEDIA, associated with transactions relating to deposits received from the Department of the Interior for credit to the Treasury's General Account (TGA). This includes paper, electronic, microfilm, microfiche, or any other media• I : ............ :--¢ ,,_" .... t¢_f _,* ,,n,r Gn_neinl in,_titntinn to If you have not already done so, please uesLgnatc _t VumL u, ,.u ........ : ............... 7 -_--....... disseminate these record retention instructions to appropriate personnel at your orgamzatton (including records management personnel). Please ensure that an appropliutc dissemination and compliance process is in place to ensure these instructions are being followed at your financial institution. If these retention instructions create a problem for your operations, please send your conccrns in writing to the Over-the-Counter Revenue Collection l)ivision at 401 14 m Street, SW, Room 304D, Washington, DC 20227• .... u_ rT_4_.t o ....... II,_L- c, fRt 1 nni_: mt 1-R66-771-tg42 or if you have any questions, contact titc l-cu_,tal l'_ ............................ Ava Singleton on (202) 874-9986. Ii " ,=, ....... ,. m_lnt_ln BAM5 "To ...................................... -- .................. ,_. -_j -sJmect l "_e_sage + ., i:,++ " ...... _ '' _- ..... +. .... _ ++ " ...... 2 ..... _. ' i + ................ • .... : ........ • , + . , , • , . :, • . ., • . _.. ......... • ...... . . ...... : + ,, ...... ...... I ,i...J ...... I _le+er February08, 2005 your financial institution. As stated in our initial letter dated July 9, 1999 and each reminder letter, due to ongoing litigation [Cobell, et al. v. Nurton, et al., Cir. No. 1-96CV01283 (D. D.C.)], your financial institution must retain, until further notice: ltllk.tUllallI_ IIIJUIUII_,IIC_ UI till)' Uttl_,t IIIL_I_. If you have not akeady done so, please designate a point of contact at your fmancial institution to disseminate these record retention instructions to appropriate personnel at your organization (including records management personnel). Please ensure that an appropriate dissemination and Room __Uql._, wastungton, L_t, ZUZZ/, as soon as posslote. Thank you for )'our continuing cooperation in this matter. If you have any questions, the first pohlt of contact is the Federal Reserve Bank of St. Louis at 1-866-771-1842. Should you have further questions, feel ti'ee to contact Ava Singleton on (202) 874-9986. CorveLa A. McDamei, Director Over-the-i_:ounter Revenue Coliectlon l)ivisloJa (OICD) A/C Federal Finance '_/_ DEPARTMENT OF Tilt. TREASURY FINANCIAL MANAGEMENT SERVICE WASHINGTON, D.C. 20227 Attachment D Y ..... (I of 2) Ms. Elaine Friedman Vice President Mellon Bank Mellon Client Service Center Suite 1260 Pittsburgh, PA 15259-0001 Re: Minerals Mamagement o^_,;_ T ,_v_,_v a,._,-, ,_t L3_t VtW_ _u_u_ • ....... Agency Location Code 14170001, Lockbox Number 911-4258 Dear Ms. Friedman: As you i ...... e_,fe ...... , ..... ,_ _ o,',,,t;m,ino enlarl nrder in Cobell. et al. v. Norton_Net al__:, to preserve, indefinitely, all records relating to Individual Indian Money (IIM) trust funds and trust assets. Accordingly, please continue to retain all documentation pertaining to the above-referenced lockbox account until further notice. You have eanfirraed that the records for this account include: Standard Form 215 Standard Form 5515 ACH Receiving Remittance/Payment Report Demand Deposit Account Activity Statements #my fo..rm.s used to facilitate internal processing, such as the CASHLINK II Deposit Report Form You must retain the records for this account IN ALL FORMS AND MEDIA generated for the account. This includes paper, electronic, microfilm, microfiche, or any other media. If you create the same record in multiple media, you must retain the record in all media. Please distribute this letter to appropriate bank pe__rsmmel, including records management personnel. If you have any que_tion_ regardin_ the_c retention instructions, please contact me at (202) 874-6847. Thank you for your continued cooperation. Sheryl R. Morrow, Director Gencral Revenue Collection Division '_ DEPARTMENT OF THE TREASURY ,Attachment D FINANCIAL MANAGEMENT SERVLCE (2 of 2) WASHINGTON, D.C. 20227 February 9, 2005 Mr. Stephen C. Hemdon Senior Vice President Bank of America Federal Government Banking Division 600 Peachtree Street, NE Dear Mr. Herndon: As you know, FMS remains under a continuing court order in Cobell, etal. v. Norton, et al_ to preserve, indefinitely, all records relating to Individual Indian Money (I1M) trust rutld5 a[_d tt_st a_ct_. Accordingly, plcnnc continue to retain all documentation (ChecK copies Monthly Account Activity Reports (MAAR) Monthly Account Analysis Statements (MAAS) Standard Listing Any forms used to facilitate internal processing, such as the Daily Balance Sheet As of this time, the Court has not acted on Treasury's July 9, 2001 Motion to replace the existing August 12, 1999 retention order in this case. Accordingly, notwithstanding that you began generating photocopies of checks associated with this account on October 1, 2001, you must continue retaining any duplicate copies on microfilm, unless and until [Tb,uf_ .l_i_; .... i,r_" ....r-,u_| tn r_,fnin nnlv nra-flctober 200l microfilm conies and nest- Please distribute this letter to appropriate bank personnel, including records management personnel. If you have any questions regarding these retention instructions, please contact me at (202) g74-6947. Thank yau for your continued cooperation. 3tteryl K. tvlon-ow, UL[_I.UL General Revenue Collection Division cc: Linda S. Corbett, Senior Vice President, Bank of America February 17, 2005 Re: FMS Contract NumOer lPlVl._-llk_-u_.-lx-_uvt _LUliLL_.L_y • ,,'._ ........ t Dear Ms, Hughes: Please continue to ensure that appropriate personnel at your company who perfoma work ........... a ................... #" .... -I _r_ r'r_mnlvin¢, wilh 17M_ _ Our letter to you dated August 7, 2001 included a copy of the retention order issu_ August 12, 1999 in the Cobell, et al. v. Norton, et al. litigation. If you need another copy of the retention order, please let me know. r_, ...... 1.^ r:x_c ....... _'_n,, _n,,prn_ vcm m_v have. re_,ardin_ these instructions. cc: Marilyn Haynes, COTR Beth Kramer, Office of Chief Counsel _v I February 22. 2005 lhl_d.LIUlllll /_lk.lllY_ O.IIU l'_.k,k.UtU3 _l.ulllll|lo_l._lvll Office of Regional Records Services 8601 Adelphi Road, Suite 3600 College Park, MD 20740 on all records from FMS Record Groups 39, 50 and 425 and preserve all such records until further notice. If you have any questions, you may contact Charles Brett at (202) 874-6156. Thank you for vnnr eoc_noraticm in lhi_ roamer. S_aron M. King, Director Administrative Programs Division Attachment G Anno M¢iototlBPD TO All - BPD (Business use onlyq) 02/24/2005 06:31 PM cc Subject IMPORTANT REMINDER FOR ALL EMPLOYEES I'd like to again remind all employees that BPD remains subject to a court order that governs the retention of records relating to the Individual Indian Money (IIM) trust fund and IIM trust assets. To ensure compliance with this court order, you should not destroy a__w_ records unless you receive written approval from the Chief Counsel or his designated representative. In addition, you should continue to copy or tbrward all e-mails relating to the IIM trust fund, IIM trust assets, and the Cobcll litif_.ation to the dedicated "IIM Mailbox" unless you can tell from the: message that the initiator of the e-mail has already copied the "IIM Mailbox." To insert the mailbox address on an cmail, simply type "IIM Mailbox" and press the "Enter" key. The Federal Reserve Banks have also been instructed not to destroy any fiscal agency records unless they have received specific permission in writing from Treasury authorizing tlhe destruction. Please refer any inquiries from FRB personnel regarding record retention to Jimmy Phillips at (202) 504-3683, fax number (202) 504-3630. Don't attempt to give guidance on record retention matters to any FRB employee. I appreciate your continued compliance with these instructions and encourage you to occasionally review the pertinent memoranda and e-mails, which are posted on PD Web under the Office of the Chief Counsel's (CC) website. Just double click on the office icon "CC" and double click on "Cobell v. Norton"which appears in the "Litigation" section. Thanks again for the great support you have shown in helping Public Debt comply with a very challenging court order. Anne Meistcr Deputy Commissioner Attachment It t'_C-4:it-i_l FMS I::t,,_in,',¢:¢: [
] To: Office of the Commissioner Agency Services Debt Management :serrates Federal Finance Financial, Governmentwide Accounting Information Resources AC Management Regional Operations HQ Austi Birmingham Kansas City Philadelphia San Francisco Date: 02/25/2005 From: William Higgins Subject: Cobell and Tribal Trust Litigation - FMS Retention Requirements Date: February. 25, 2005 To: All FMS Employees From: Richard L. Gregg Commissioner Subject: Cobell and Tribal Trust Litigation - FMS Retention Requirements All FMS employees are again reminded that FMS remains subject to continuing court orders and Treasury directives, requiring us to retain and safeguard all documents, data and tangible things that relate to Individual Indian Money (iiM) and Tribal trust funds and assets, indefinitely. To ensure that wc remain ill compliance with the court orders and directives, please continue to adhere to the following FMS requirements: I. Do not destroy any documents, data or tangible things unless you have received written approval from the Chief Counsel. Prepare a disposition request, following the instructions contained in the Chief Counsel's March 7, 2000 memorandum entitled "Process tbr Obtaining Disposition Approval" (posted on the FMS intranet on the "Cobell/Trlba[ Litigation" page)• 2. Continue copying or forwarding all Cobell-related and Tribal-related e-mail and other electronic documents to their respective dedicated mailboxes ("Cobell Archive(_,fms" for Cobell-related e-mail/electronic documents and "Tribal Mailbox@fms" for Tribal-related e-mail/electronic documents). To insert a mailbox address on an e-mail, simply type "Cobell" or "Tribal" and press the "fTnter" key. 3. Promptly forward any voicemail messages that relatc to the Jiearilla Apache: Nation or The Pueblo of Laguna Tribe to FMS' dedicated "Tribal" voicemail repository= Step-by-step instructions for forwarding voicemail messages to the repository are 4. Do not archive (move) data from any FMS electronic production systems that contain litiRation-related data, except pursuant to a written archive plan that has been approved by the Commissioner's Office. Please refer to the Deputy Commissioner's Marclh 24. 2000 reter all such quesUons to I ern Dawson at (goz) b/4-og / / or to _em Nramer at (2UL) 874-7036. 1 appreciate your continued compliance with these instructions and encourage you to review the pertinent memoranda posted on the FMS intranet. To locate the memoranda, double ,click on the Thank you. "** END OF ANNOUNCEMENT ***