Federal Records Management

AC 31.2013

August 29, 2013

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Release of NARA Bulletin 2013-02: Guidance on a New Approach to Managing Email Records (Capstone) and Training Workshop

I am happy to announce that NARA has issued guidance for federal agencies on a simplified approach to managing email. NARA Bulletin 2013-02: Guidance on a New Approach to Managing Email Records introduces a new approach to managing the billions of email messages that are sent or received in federal agencies. The approach is called “Capstone.”

The Capstone approach will help agencies satisfy requirements in the Managing Government Records Directive. Specifically, it will help them manage all email records electronically by December 31, 2016 (Goal 1.2 of the Directive).

Agencies are not required to adopt the Capstone approach. It is meant to be flexible and allows agencies to tailor the approach to meet their needs. NARA encourages agencies to adopt Capstone and we are offering a free training workshop.

You are invited to attend a workshop on this new approach. It will be offered six times throughout September and October. Both in-person sessions at the National Archives and Records Administration downtown building and virtual sessions are available. Below is a breakout of the dates for the in-person and virtual sessions. The workshop will feature an overview of this Bulletin and an introduction to planning and tools for Capstone implementation.

Archives I Workshop Sessions

  • September 12, 2013
  • October 1, 2013
  • October 22, 2013

The Archives I sessions will begin at 9:30 a.m. and end no later than 12:00 p.m. Each session is identical in content. These in-person sessions will be held at the National Archives and Records Administration downtown building, 700 Pennsylvania Avenue, NW (Metrorail's Yellow or Green lines to the Archives/Navy Memorial station) in the McGowan Theater. Please enter on the Constitution Avenue side of the building, the "Special Events" entrance (which is actually the exit for the general public). To reserve a place at an in-person session, email the date you wish to attend, your name, telephone number, and agency name to rm.communications@nara.gov no later than Monday, September 9, 2013. You may reserve places for several staff in the same email, but for security purposes we must have each individual's name, telephone number, and email address.

Virtual Workshop Sessions

  • September 18, 2013
  • October 16, 2013
  • October 30, 2013

The virtual sessions will begin at 1:00 p.m. and end no later than 3:30 p.m. Registration for each virtual session is limited to 100 participants. Each session is identical in content. To register for a virtual workshop session, click on the following link https://nara.ilinc.com/public/pmurray.You will receive a confirmation email after registration.

The first virtual workshop session will be recorded and made available 4-6 weeks after on NARA’s YouTube account for those who are unable to attend either an in-person or virtual workshop session.

Please email Shannon Olsen at shannon.olsen@nara.gov call 301-837-3486 if you need assistance for registration or logistics.

NARA reserves the right to postpone or cancel a meeting at any time. We will make every effort to contact registrants by e-mail and telephone if that occurs, so complete information at the time of registration is very important. Meetings WILL BE CANCELED if the Office of Personnel Management (OPM) announces a "closed," "unscheduled leave," "liberal leave," or "delayed arrival" policy for Federal employees for that day of if there has been an elevation to threat level RED in the Homeland Security status. Official Government closing and leave information is located on the OPM web site at www.opm.gov.

Chief Records Officer
for the U.S. Government