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AGENCY REVIEW OF NARA TECHNICAL
REQUIREMENTS FOR PERMANENT ELECTRONIC
RECORDS

E-Mail Messages with Attachments

Please respond to the following questions by circling "yes" or "no ". For each question where a "no" response is indicated, please attach supplemental information explaining how the question is handled in your agency.

Upon completion please sign and submit to NARA with the proposed SF-ll5 for the related permanent electronic records.

Record Series/System: This is a general response for all Office of Director of
National Intelligence (ODNI) email, both permanent and temporary. Individual
record series are described in the proposed ODNI Records Control Schedules.

1. Can e-mail messages and their attachments be transferred to NARA in a
standard markup language (e.g., XML, HTML)?

NO
Generally, ODNI uses Lotus Notes for classified email and Microsoft
Outlook for unclassified email. Although it would be feasible to use an
application to convert the email to a standard markup language, it would
take substantial resources to do so.

2. If no, is there technical documentation that identifies the proprietary

YES format and message structure of the e-mail records (Le., to, from, date,

subject)?

3. Does the e-mail system capture the intelligent, plain-English names of
senders and recipients?

YES

4. Are transmission and receipt data automatically captured by the system
and associated with the message content?

YES

5. Are attachments to e-mail messages either stored with or linked to the
parent message?

YES
Attachments are stored with the email messages.

6. Are there provisions for assuring the integrity and continued usability of
the electronic records until they are ready for transfer to NARA?

YES

Assuring future integrity of and access to permanent records is a major , ODNI objective as the Information Management staff proceeds with its I program of inventorying records, counseling components on proper record keeping practices, and preparing Records Control Schedules. In keeping with this objective we issue guidance consistent with the language proposed in ODNI Records Control Schedules for permanent electronic records:

Maintain electronic files in active system until no longer needed, copy to verified accessible format and medium as required for preservation and continued reference. Transfer to NARA when 30 years old in a medium and format acceptable to NARA in accordance with standards set forth in Federal regulations.

In addition to the aforementioned efforts, ODNI recently has begun two
major initiatives to establish file plans and build support for an electronic
records management (ERM) system that is DOD 5015.2 compliant:

  • * Our ODNI Draft File Plan is nearly complete and aligns to the Federal Enterprise Architecture Framework. We have tested our file plan with several offices, applying it to their records on share drives and assessing how it links to disposition instructions in proposed Records Control Schedules. We have been pleased with the results. We will continue to roll out our file plan in the coming months.
  • * We have made a compelling case for a corporate ERM system to our senior management and information technology (IT) staff. We have formalized an ERM Working Group to actively pursue the acquisition and implementation of an ERM system. We are scheduled to present our requirements to the corporate IT board. Until an agency-wide ERM solution is available, we will continue our efforts to insert electronic recordkeeping requirements into the system development process. Certain ODNI systems that house some of its most important mission records virtually assure that the records will be properly protected from deletion or alteration. For example, electronic records posted to such repositories cannot be deleted or altered except by the system administrators.

    • Finally, every new employee to ODNI must participate in an orientation training session, which includes a briefing on records management. ODNI believes that with proper training, it has employees of the highest integrity who will do their utmost to obey both the letter and spirit of the records preservation provisions of the Federal Records Act.

    2 Rev 12/22/2008