my responsibilities for managing my email?
44 U.S.C. 3301 defines records as all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics that are:
(1) made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business, and
preserved or appropriate for preservation by that agency or its legitimate
successors as evidence of the organization, functions, policies, decisions,
procedures, operations, or other activities of the Government or because
of the informational value of data in them.
are informational material that does not meet the definition of a record;
e.g., extra copies of documents kept for convenience; reference stocks
of publications; blank forms, formats, or form letters; documents that
do not contain unique information or that were not circulated for formal
approval, comment, or action; or documents that provide no evidence of
agency functions and activities.
As a guide for determining whether or not a document, such as an email message, meets the statutory definition of a record, the Department of Justice applies 10 criteria. In IRM Bulletin 1999-001, February 1999, the Department adopted the criteria for Department of the Interior use. If the email or other document meets any of the following criteria, it is considered a record and should be preserved using established procedures:
Email messages and attachments, word processing files, database files, spreadsheets, and all other electronic files are subject to release in litigation and under the Freedom of Information Act. You may not delete any email messages that are (1) the subject of active FOIA requests, congressional requests, or litigation, or (2) part of an administrative record (e.g., rule, permits) until you print out the message, including the essential transmission data and all attachments, and file it in your official paper recordkeeping system. Essential transmission data includes author, transmittal date, all message recipients, and subject.
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