Management of Email and Electronic Communications
Managing Federal Email and Electronic Records: A Guide by the National Archives and Records Administration (NARA)
The National Archives and Records Administration (NARA) offers comprehensive guidance to federal agencies on managing email and electronic records. This crucial task is achieved through approved records schedules, regulations, and specific bulletins.
Records Scheduling and Retention
All federal records, including electronic and email records, must be covered by a NARA-approved schedule that authorises their disposition. Agencies cannot destroy records until approved by NARA. Temporary records must be destroyed according to these schedules, while permanent records are transferred to NARA per schedule instructions.
Destruction and Culling of Electronic Records
For temporary records, destruction must follow specific CFR regulations (36 CFR 1226.24). Culling—removing short-term or non-record materials from series—is allowed but cannot replace proper filing and requires careful analysis.
Capstone Approach for Email
NARA has promoted a Capstone approach, where agencies identify senior officials' email accounts as permanent and apply standardised retention to most other email, easing management complexities.
Electronic Records Format and Management
Federal agencies are instructed to maintain permanent electronic records in electronic formats and manage digital records carefully, including using official accounts for electronic communications to ensure trustworthiness and compliance.
Relevant Laws and Regulations
Key laws and regulations informing NARA guidance include:
- The Federal Records Act (FRA)
- 36 CFR Chapter XII, Subchapter B (Records Management)
- NARA Bulletins
Additional Operational Supports
Agencies submit records schedules via NARA's Electronic Records Archives (ERA) system using detailed tools and checklists to ensure compliance. Agencies are encouraged to avoid Bring Your Own Device (BYOD) scenarios without strong management controls, as personal devices can complicate recordkeeping and pose compliance risks.
Further Learning Opportunities
Training on managing email records, email policy, developing a Capstone Approach for the Management of Email, and understanding what Capstone is is offered online. An Expanding Capstone: NA-1005 Agency Webinar is also available.
For any questions about this page or NARA's federal records management guidance, contact [email protected]. Key resources include the GRS 6.1 Email Managed Under a Capstone Approach, available in PDF and WORD formats, and The NA-1005 Form. There are also FAQs about transitory records in electronic messages, contact lists used for email and electronic messaging communications, and the Capstone approach.
- In the management of federal email and electronic records, it is essential for federal agencies to adhere to NARA-approved schedules for both temporary and permanent records, applying specific regulations from the Code of Federal Regulations (CFR) and following NARA's Capstone approach, which includes the identification of senior officials' email accounts as permanent and the application of standardized retention to most other email.
- Federal agencies are instructed to manage digital records carefully, ensuring they are maintained in electronic formats, and following key laws and regulations, such as the Federal Records Act (FRA), 36 CFR Chapter XII, Subchapter B (Records Management), and NARA Bulletins, while also being mindful of operational supports like NARA's Electronic Records Archives (ERA) system and avoiding Bring Your Own Device (BYOD) scenarios without strong management controls to ensure compliance and trustworthiness.
