August 1, 2008
MEMORANDUM TO FEDERAL AGENCY CONTACTS: NARA Bulletin 2008-05.
I am pleased to notify you that NARA has issued NARA Bulletin 2008-05, Guidance Concerning Use of E-Mail Archiving Applications to Store E-Mail. This bulletin states that Federal agencies may have a business need for e-mail archiving products that store e-mail messages in a central repository for later retrieval. If agencies adopt e-mail archiving, they still must manage Federal records contained in the systems in accordance with NARA regulations, specifically 36 CFR 1236.22 and 36 CFR 1222.12.
E-Mail archiving applications are relatively new in the marketplace. These applications are advertised as solutions to control e-mail and allow it to be searched in response to subpoenas, Freedom of Information Act requests, and for other business reasons. However, by themselves, the technologies are not DoD Standard 5015.2 compliant Records Management Applications and they do not necessarily provide any recordkeeping capabilities. Therefore, agencies that adopt e-mail archiving systems must select, adapt, or configure these systems and promulgate policies, training, and procedures to address limitations in this technology and to ensure compliance with recordkeeping laws and regulations.
The bulletin has been posted to our website at http://www.archives.gov/records-mgmt/bulletins/2008/2008-05.html.
If you would like additional information regarding this bulletin, please contact ERM@nara.gov.
PAUL M. WESTER, JR.
Modern Records Programs