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FCW : September 15, 2013
The National Archives and Records Administration will release a bulletin to agencies in the coming days describ- ing new processes for managing email records as part of a plan to have all such communications handled elec- tronically by the end of 2016. The Capstone approach is designed to take some of the guesswork out of preserving agency email messages that qualify as permanent records under federal law. Under Capstone, email accounts for senior agen- cy officials, employees deemed "mission centric" and public affairs staff will be desig- nated permanent and automatically stored. "Our thinking here is that there are pockets within agencies we can iden- tify and target and use tools against to capture email and declare it perma- nent, preserve it and make it available," Chief Records Officer Paul Wester said at a Digital Government Institute NARA seeks to improve email preservation FCW CALENDAR Big data Speakers from NASA, the CIA and the departments of Defense, Energy and Homeland Security will talk about government s needs and challenges when it comes to large-scale analytics. Washington, D.C. http://is.gd/qucemu civilian Defense Department workers could beletgoifthe sequester extends to scal 2014 6,272 Trending 930Gov conference on Aug. 21. He said NARA has voluminous and complete email records from the White House and agencies covered by the Presidential Records Act, but it's a different story at agencies governed by the Federal Records Act. Most agencies print and le paper copies of email messages that qualify as permanent records. Agen- cies that have electronic ling still require users to drag relevant messages into a special folder. Fur- thermore, those ling sys- tems are not applied con- sistently at all agencies, Wester said. The kinds of email sorting tools needed to accomplish the task are already in use for legal discovery, com- pliance with congressional oversight and responding to Freedom of Informa- tion Act requests. NARA of cials plan to explain the technical demands of the Capstone policy to vendors at an industry event scheduled for Sept. 10. NARA is testing Capstone on its own email --- a cloud-based Google system that connects with BlackBerry. Agen- cies should be able to incorporate the archival functionality described by Capstone into cloud-based email serv- ices because of the existing records management requirements built into federal contracts. In addition, Wester said he expects the next revision of the Of ce of Man- agement and Budget's Circular A-130 to add cloud and application services to the records management requirements for federal information systems. Some observers have expressed con- cern that Capstone will gather person- ally identi able information on users that will be folded into publicly avail- able records. Another concern is the archiving of a large quantity of extrane- ous email messages that do not meet the criteria for permanence. Wester said he, too, is concerned about the large volume of "pick up milk on the way home" messages being archived. "We have to gure out how to tease that out," he added. "That's going to be the bigger technology issue." --- Adam Mazmanian Biometrics Government and industry leaders will discuss the role of biometrics in homeland security, identity management and other missions at the Biometric Consortium Conference and Technology Expo. Tampa, Fla. http://is.gd/uyiwim 9/24-25 9/17-19 ARCHVIES.GOV Financial management AFCEA Bethesda will host a breakfast discussion titled "Financial Innovation and Transformation Initiatives" to explore lessons learned from two current Treasury Department projects. Bethesda, Md. http://is.gd/ile j 9/25 September 15, 2013 FCW.COM 3 Paul Wester
August 30, 2013
September 30, 2013