How Federal Agencies Are Approaching Email Disposition
Download NARA's Email Disposition Spreadsheet for more information about specific approaches and disposition authorities that agencies are using. Please note this is not a comprehensive list of agencies. Details of the spreadsheet are in the table below.
Agencies have several options to approach email disposition and may use a combination of any of the following:
- Implement the General Records Schedule (GRS) 6.1 disposition authority, otherwise known as the Capstone GRS. Agencies must request to use this GRS authority with a NARA form 1005, Verification for Implementing GRS 6.1.
- Request disposition authority through the submission and approval of an agency-specific schedule.
- The traditional approach to records management which requires individuals to make a records disposition decision on every email they send or receive based on its content. Users determine if the email is permanent or temporary; and if temporary, how long the records schedule requires it be kept.
- Combination of the above
The information in the spreadsheet is derived from several NARA data collection sources. They show:
- An agency has submitted a NA-1005 for NARA’s review (form is approved or pending approval);
- An agency has a NARA- approved records schedule for their email;
- An agency reported via the annual Records Management Self-Assessment (RMSA) that they use traditional records management to manage their email;
- An agency reported via the RMSA that it has not decided which approach it will use to manage its email; or
- We have no information from the agency.
NARA's Email Disposition Spreadsheet contains the following information:
|Organizational Placement (Executive Branch unless otherwise indicated). (Column A)||Name of Department OR Boards, Commissions and Committees OR Independent Agencies.|
|Agency Name. (Column B)||Name of the component within a department, if applicable.
(NOTE the letter A in this column is so the column has proper alphabetical sorting)
|GRS 6.1: Email Managed under a Capstone Approach. Agency has an approved NA-1005 form. (Column C)||Agency has an approved form.|
|GRS 6.1: Email Managed under a Capstone Approach. Agency has submitted a NA-1005, pending approval. (Column D)||Agency has submitted a form, it is under review.|
|GRS 6.1: Email Managed under a Capstone Approach. Agency has submitted a NA-1005, pending approval. (Column E)||Agency is using an agency-specific schedule.|
|An agency reported via the RMSA that it will use Tradition RM. (Column F)||Agency responded to the RMSA stating they are using traditional records management for email.|
|An agency reported via the RMSA that it has not decided which approach it will use to manage its email. (Column G)||Agency responded to the RMSA stating they are still deciding how to manage their email.|
|Agency did not report status in RMSA. (Column H)||Agency does not receive RMSA survey so we have no data|
For questions about this list or to request that additional agencies be added, please contact us at GRS_Team@nara.gov