Federal Records Management

AC 29.2013

August 20, 2013  

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Senior Agency Official Annual Report Template

Attached is the template providing guidance for the first Senior Agency Official (SAO) Annual Report to the Chief Records Officer for the U.S. Government. The SAO Annual Report documents progress towards the successful implementation of the OMB/NARA Managing Government Records Directive (M-12-18). This template was created in consultation with focus group representatives from the Federal Records Council. The requirement to report is described in Section B Item 1, and referred to in RM Communications AC 23.2013: Goals Due On or Before December 31, 2013.

The report requires that SAOs identify plans, concrete steps, annual progress, and challenges focusing on the following areas:

  • Electronic Records Management for Permanent Records (1.1): By December 31, 2019, all permanent electronic records in Federal agencies will be managed electronically to the fullest extent possible for eventual transfer and accessioning by NARA in electronic format. By December 31, 2013, each agency will develop and begin to implement plans to achieve this transition. Agencies should also consider the benefits of digitizing permanent records created in hard-copy format or other analog formats (e.g., microfiche, microfilm, analog video, and analog audio).

  • Electronic Email Management (1.2): By December 31, 2016, Federal agencies must manage all email records in an electronic format. Email records must be retained in an appropriate electronic system that supports records management and litigation requirements (which may include preservation in-place models, including the capability to identify, retrieve, and retain the records for as long as they are needed).

  • Use of Cloud Computing Services (A4.1): By December 31, 2013, NARA will incorporate into existing reporting requirements an annual agency update on cloud initiatives, including a description of how each new initiative meets Federal Records Act obligations and the goals outlined in this Directive. For the initial report the agency will identify any existing use of cloud services or storage, and the date of implementation. 

Agencies are also encouraged to provide additional information on current practices, short- to intermediate-term plans, and new or proposed initiatives that are responsive to these three areas.

Reports will be accepted electronically at prmd@nara.gov beginning  October 1, 2013, and received no later than close-of-business December 31, 2013.

If you have any questions, please contact prmd@nara.gov.

Chief Records Officer
for the U.S. Government

Attachment: AC 29.2013 SAO Template.docx