Records Managers

AC 17.2017


December 19, 2016

MEMORANDUM TO FEDERAL AGENCY RECORDS OFFICERS: Records Management Self-Assessment 2016 and Federal Email Management Report 2016 questionnaires

This year’s annual reporting period is January 9, 2017 to March 17, 2017. Agencies will be required to submit via a survey tool the annual RMSA and a supplemental report on email management. The Senior Agency Official Report will be submitted separately using a template that will be released on January 9, 2017.

Agency Record Officers and others officially assigned to respond to the 2016 RMSA will receive on January 9, 2017, two separate links to enter your agency's data. These links cannot be forwarded to other individuals so it is imperative that we have the correct point-of-contact information for your agency. If you are no longer responsible for completing the RMSA for your agency, please contact by December 23, 2016.

Attached are MS Word and fillable PDF versions of the 2016 RMSA and Federal Email Management Report questionnaires for your convenience to use while gathering information and compiling the official response. Please do not return either of these forms to us. Your agency's official response must be entered into the survey tool using the link described above. Also attached is a tip sheet answering frequently asked questions about the survey tool.

This year the RMSA will again ask if your agency has identified unscheduled records that have not yet been reported to NARA. If your agency has identified additional unscheduled records, you should complete the attached spreadsheet and send it to no later than March 17, 2017.

We plan to publicly release your response to the supplemental email management report on

Additionally, your responses to questions in the RMSA may be subject to public release pursuant to FOIA. However, we will not release responses to RMSA questions that contain detailed descriptions of agency activities without consulting your agency.

As in previous years we will be conducting a validation process. Your agency may be selected at random to provide additional documentation and/or take part in interviews to discuss your records management program activities.

You will have until 11:59 p.m. EST Friday, March 17, 2017, to complete the RMSA and email management report. We will be unable to accept submissions through the online system after this date.  

If you have any questions regarding the RMSA and/or the Federal Email Management Report, please contact


Chief Records Officer
for the U.S. Government

AC 17.2017 - Attachment- 2016 RMSA Questionnaire - Word
AC 17.2017 - Attachment- 2016 RMSA Questionnaire – PDF
AC 17.2017 - Attachment- Federal Email Management Report template – Word
AC 17.2017 - Attachment- Federal Email Management Report template - PDF
AC 17.2017 - Attachment- M-12-18_ 2.5 spreadsheet
AC 17.2017 - Attachment- Qualtrics Tip Sheet