Federal Electronic Records Management

Federal agencies are increasingly using electronic means to create, exchange, and store info., and in doing so, they frequently create fed. records: that is, info., in whatever form, that documents gov¿t. functions, activities, decisions, and other important transactions. As the volume of electronic info. grows, so does the challenge of managing electronic records. Both fed. agency heads and the National Archives and Records Admin. (NARA) have responsibilities for managing fed. records. After providing some context about records management in the fed. gov¿t. and the roles of fed. agencies and NARA, this testimony describes the challenges of electronic records management and potential means of addressing these challenges. Illustrations.

Fed. agencies are increasingly using electronic mail (e-mail) for essential communication. In doing so, they are potentially creating messages that have the status of fed. records, which must be managed and preserved in accordance with the Fed. Records Act. Under the act, both the Nat. Archives and Records Admin. (NARA) and fed. agencies have responsibilities for managing fed. records, including e-mail records. In view of the importance that e-mail plays in documenting gov¿t. activities, this report reviews the extent to which NARA provides oversight of fed. records mgmt., describes selected agencies¿ processes for managing e-mail records, and assesses these agencies¿ e-mail policies and key practices. Includes recommendations. Charts.