Shows & Panels
- The 2014 Big Picture on Cyber Security
- AFCEA Answers
- Ask the CIO
- Building the Hybrid Cloud
- Connected Government: How to Build and Procure Network Services for the Future
- Continuing Diagnostics and Mitigation: Discussion of Progress and Next Steps
- Federal Executive Forum
- Federal Tech Talk
- The Future of Government Data Centers
- The Future of IT: How CIOs Can Enable the Service-Oriented Enterprise
- The Intersection: Where Technology Meets Transformation
- Maximizing ROI Through Data Center Consolidation
- Moving to the Cloud. What's the best approach for me
- Navigating Tough Choices in Government Cloud Computing
- The New Generation of Database
- Satellite Communications: Acquiring SATCOM in Tight Times
- Targeting Advanced Threats: Proven Methods from Detection through Remediation
- Transformative Technology: Desktop Virtualization in Government
- The Truth About IT Opex and Software Defined Networking
- Value of Health IT
- Air Traffic Management Transformation Report
- Cloud First Report
- General Dynamics IT Enterprise Center
- Gov Cloud Minute
- Government in Technology Series
- Homeland Security Cybersecurity Market Report
- National Cybersecurity Awareness Month
- Technology Insights
- The Cyber Security Report
- The Next Generation Cyber Security Experts
Shows & Panels
New email archiving method attempts to ease burden on agencies
Friday - 8/30/2013, 10:34am EDT
The agency released a bulletin Thursday explaining its newly-developed approach to email management called "Capstone." The Capstone approach seeks to help federal agencies manage all of their email records electronically by Dec. 31, 2016.
Capstone will help agencies satisfy requirements outlined by the Managing Government Records Directive, released in August of 2012. The directive aims to "develop a 21st-century framework for the management of government records."
NARA's Capstone will specifically address Goal 1.2 of the directive:
"By 2016, Federal agencies will manage both permanent and temporary email records in an accessible electronic format.
By December 31, 2016, Federal agencies must manage all email records in an electronic format. Email records must be retained in an appropriate electronic system that supports records management and litigation requirements (which may include preservation-in-place models), including the capability to identify, retrieve, and retain the records for as long as they are needed. Beginning one year after issuance of this directive, each agency must report annually to OMB and NARA the status of its progress toward this goal."
The Capstone approach is designed to "preserve permanently valuable email and provide a pathway to dispose of temporary email." The approach accomplishes this goal through use of an automated system, rather than relying on agencies to manually sort emails. The bulletin said these changes will be especially helpful as agencies move toward cloud-based solutions.
NARA outlines several advantages of using the Capstone approach:
- Cuts down reliance on print-and-file, click-and-file, drag-and-drop or other
- Optimizes access to records to respond more quickly and effectively to FOIA requests
- Reduces the risk of unauthorized destruction of email records
- Eases the burden of email management on the end user
To adopt the Capstone approach, agencies need to identify email accounts that are most likely to contain records that should be preserved as permanent, according to NARA. These accounts may include department heads, agency leaders and armed forces officers.
NARA will hold workshop sessions in September and October to introduce planning for Capstone implementation.
NARA encourages agencies to adopt the Capstone approach, but it is not a requirement.