Federal Records Management

AC 42.2022

 September 7, 2022

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Request for Comments on Draft NARA Bulletin for Electronic Messages

We are requesting comments on a draft NARA Bulletin: Expanding the Use of a Role-Based Approach (Capstone) for Electronic Messages.

Please send comments or questions to rmpolicy@nara.gov by September 30, 2022.

This bulletin recognizes that the use of additional types of electronic messaging often now replaces conversations previously occurring over email. A role-based approach for managing email records, also known as Capstone, has been widely adopted by a large percentage of federal agencies. Therefore, NARA is planning to expand the Capstone approach to include other types of electronic messages beyond email. 

The original bulletin, NARA Bulletin 2013-02: Guidance on a New Approach to Managing Email Records, will remain in effect. This new bulletin will expand rather than supersede this approach. 

To support this new bulletin, we are developing other guidance related to Capstone implementation. We are expanding the GRS 6.1 to specifically include texts, chats, and instant messages. In addition, we are requiring those agencies that have adopted Capstone to resubmit their Capstone forms every four years starting in January 2023.

We appreciate you taking the time to review this draft bulletin and provide comments.

Chief Records Officer 
for the U.S. Government