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Organizational mailboxes do not have archive mailboxes. An owner may create an archive folder in the organizational mailbox and move older messages there to keep the inbox current and clutter-free. Organizational mailboxes, with few exceptions, are maintained as temporary twenty 20 year accounts.
Duplicate emails may be deleted. Preservation of the email record also means ensuring retention for situations where incoming emails are forwarded to other IRS staff including staff outside the organization to which the mailbox is assigned for response based on subject matter expertise.
The organizational mailbox record must preserve the incoming email and the outgoing email that provides documentation of the request, who is being tasked for response, and response due date.
This role-based approach does not replace existing business practices that require email messages and other related records to be retained together in established recordkeeping systems and maintained per approved records retentions. Use of employer-sponsored email accounts or personal email accounts for FAC-related work is permitted and expected.
Excluded from this sub-set of substantive permanent committee member communications are records relating to purely logistical or administrative aspects of committee activities, such as meeting planning e. These records including emails can be deleted when no longer needed, and do not require copying the committee mailbox. However, if committee member email contains a mix of administrative and substantive FAC business, the email should be preserved.
The DFO or other designated committee official should assume primary responsibility for overall management of the FAC mailbox. Permanent records generated by or for an advisory committee must be transferred to NARA when records are fifteen 15 years old or upon termination of the committee, whichever is sooner. Business-related emails sent or received on government-issued devices such as cell phones, smart phones, etc. Refer to IRM Business-related emails sent or received as part of BYOD will be managed in accordance with the account-based email policies set forth in previous sections.
In accordance with IRM Maintain business-related communications in accordance with the appropriate records management policies. Copies left behind on personal devices must be appropriately managed and deleted in a timely manner after they are saved in a compliant recordkeeping system. All government-owned information is subject to discovery and FOIA. For email accounts containing permanent email, work with the appropriate Business Unit functions to ensure that encrypted emails are unencrypted prior to transfer to NARA.
This includes deactivation of passwords or other forms of file level encryption that would impede access to record data. For email accounts subject to litigation holds IRM If account holders are separating from the Service, and their information is under a litigation hold, they MUST notify the Chief Counsel Attorney who issued the hold, and they MUST notify their managers who MUST ensure that upon separation, all information is maintained and accessible until the litigation hold is lifted.
For further information on separating employee guidance, see IRM 1. Email or instant messages may be subject to other holds, such as in connection with congressional inquiries and FOIA requests, and procedures in which the preceding paragraph will apply. Email backup systems and media do not provide the appropriate recordkeeping functionalities and must not be used as the agency electronic recordkeeping system.
Electronic records may be used as digital evidence for use in court proceedings, provided the electronic records have established "trustworthiness" as set forth in the Federal Rules of Evidence 8. IRS offices must implement the following procedures to enhance the legal admissibility of electronic records:. Document that similar kinds of records generated and stored electronically are created by the same processes each time and have a standardized retrieval approach;.
Verify that security and audit procedures prevent unauthorized addition, modification, or deletion of a record and ensure system protection against such problems as power interruptions;. Identify the electronic media on which records are stored throughout their life cycle, the maximum time span that records remain on each storage medium, and the NARA-approved disposition of all records; and.
IT and IRS offices with responsibility for electronic records will implement and maintain an effective records security program that incorporates the following:. Ensures that appropriate agency personnel are trained to safeguard sensitive or classified electronic records. Protects federal information that is collected, maintained, processed, disseminated, or disposed of by cloud service offerings, in accordance with Federal Risk and Authorization Management Program FedRAMP requirements.
Disposition is the third and final stage of the lifecycle of electronic records. Disposition refers to the actions taken regarding IRS records after they are no longer needed in office space to conduct current agency business. NARA authorizes either the disposal of records or transfer of records to the National Archives for preservation and research. Disposition actions of electronic records include:.
Disposal of temporary records no longer needed to conduct agency business, usually by destruction or occasionally by donation. See IRM Exhibit 1. NARA Bulletin , Metadata Guidance for the Transfer of Permanent Electronic Records, defines the minimum set of metadata elements that must accompany transfers of permanent electronic records to the National Archives. Federal agencies are required to transfer documentation adequate for NARA to identify, service, and interpret permanent electronic records for as long as they are needed.
Metadata elements such as Coverage and Relation must also be provided if they apply to the records being transferred. Per 36 CFR Examples of documentation include records required to plan, develop, operate, maintain, and use electronic records and software, including, but not limited to, systems specifications, file specifications, codebooks, record layouts, user guides, and output specifications. IRS offices must provide adequate technical documentation for each permanent electronic file identified for transfer to NARA to allow the records to be interpreted and understood in context.
The extent, format, and content of the documentation varies for different types of electronic records. The documentation for a text file differs from the documentation for survey data or statistical files and from that for indices or tracking files.
Within the types of records, documentation can vary as well. One survey might have very different documentation than another survey. This subsection provides some guidance to IRS offices regarding the content and potential sources of adequate documentation for permanent electronic records. Sources of documentation might be in publications, administrative reports, annual reports, memoranda, user notes, system guides, inventories or control systems for electronic records, file descriptions, Privacy Act notices, or manual or automated data dictionaries.
Some IRS Records Control Schedules contain specific instructions concerning documentation that must accompany the transfer of electronic records. In general, technical requirements for hardware, software, and media, and requirements for metadata and contextual information are needed. Some of the documentation for electronic records may only exist in paper form and may need to be digitized in order to transfer the documentation to NARA.
When the documentation is in electronic format, identify and transfer the documentation data as separate files along with the files containing the electronic records. The transfer format standards for electronic records also apply to documentation files.
Microform copies of documentation, when available, are also useful. Content - that which conveys information e. Structure - appearance and arrangement of the content e.
Context - background information that enhances the understanding of technical and business environments to which the records relate e. The scope of the documentation consists of technical specifications, information about file content and structure, and context. Provided below is more information on each type:. Maintaining content, structure and context of electronic records is vital. In order for records to serve as evidence, these three essential characteristics must be maintained.
Whenever one of the characteristics is altered, the ability of records to accurately reflect the activities of an agency is diminished. Each file requires a specific definition of its structure and content. This includes a record layout and a codebook for each field containing coded information. Documentation may be in data dictionaries, file, user, codebooks, or system manuals. Contextual information explains how the electronic records fit into the IRS programs or mission.
This information answers the questions: "Who created the Records? If several data files containing related information are transferred, the documentation should include a description or diagram of how the files relate to each other. At a minimum, the documentation should specify the key fields, including primary keys, used to uniquely identify each record in a file, and the foreign keys, which relate records in one file to records in another file.
NARA determines which sustainable formats are acceptable for transfer. IRS Business Units must submit electronic records in files that are valid both according to the wrapper and any specified codec standards. Records will not be compressed unless NARA has approved the transfer in the compressed form in advance. Data files and databases must be transferred as flat files or as rectangular tables, that is, as two-dimensional arrays, lists, or tables.
All records in a database or elements in a relational database should have the same logical format. Each data element within a record should contain only one data value. A record should not contain nested repeating groups of data items. IRS offices may transfer electronic records to NARA on magnetic tape using either open-reel magnetic tape or tape cartridges.
Tape cartridges should be track class cartridges recorded at 37, bpi and blocked at no more than 32, bytes per block. If DLT tape IV cartridges are used, the data must be blocked at no more than 32, bytes per block and must conform to the standards cited in the table listed in 36 CFR The CD-ROM may contain software files and temporary records, but permanent records must be in files that contain only permanent records.
DVDs may be used to transfer certain types of permanent files. It is recommended to look for gold or silver colored DVDs for the best quality. If transferring records that have been copied to a DVD from another media, agencies must transfer the premaster videotape and two copies of the discs.
All permanent files must be on one DVD and not mixed with temporary files. The RIM Program office will assist with completing all required forms.
Otherwise, FTP file structure must conform to an 8. Permanent electronic records must be transferred in discrete files, separate from temporary files. All permanent records must be transferred in files that contain only permanent records.
The requirements for the maintenance of electronic records storage media for permanent records are documented in 36 CFR Storage media should be assessed and tested regularly to check for degradation, and information should be transferred to new storage media before loss of quality or technological obsolescence occurs. If there is evidence of file corruption, data should be migrated to new media.
IRS Business Units must ensure that electronic records are not lost because of changing technology, portability of the medium e. Metadata must be maintained during transfers and migrations. If magnetic computer tape is used for permanent records, IRS Business Units must annually read a statistical sample of all magnetic computer tape media containing permanent and unscheduled records to identify any loss of data and to discover and correct the causes of data loss using the sampling measures in 36 CFR Before the media are ten 10 years old, IRS Business Units must copy permanent or unscheduled data on magnetic records storage onto tested and verified new electronic media.
Once the new media has been sampled to assure the quality of the transfer, the original media may be destroyed with approval from the IRS RIM office.
The IRS Business Units must document when and how records are transferred from one storage medium to another. Whatever media is used to store data is clearly labeled with enough information that its contents can be determined e. IRS Business Units should externally label the offline media with a brief description of the content, software application and versions used, date range of files, and date when then content was transferred to the medium. It is also recommended that an internal label such as an ASCII "read me" text file be included in case the external label becomes separated from the media.
Electronic records must be disposed of in a manner that protects any sensitive, proprietary, or national security information.
If a litigation hold or other disposal suspension activity is issued, any routine, approved destruction of effected records must cease immediately. Records destruction will not resume until a revocation order lifts the hold.
IRS Business Units may retain records approved for destruction beyond the period outlined in the records schedule if the records in question pertain to a court order, executive order, law, or approved business justification. Once the circumstances pertaining to the extended retention of records are no longer applicable, the IRS Business Units must destroy the records in accordance with the records schedule. If a longer need for the records is ongoing, please contact the RIM Program office to request a disposition update to the records schedule.
IRS must manage record material produced or posted using social media such as Facebook, YouTube, Twitter, Instagram, and other similar technologies. The following records management considerations must be addressed with the use of these technologies:. Records determined to have permanent value must be transferred to NARA in an approved format.
Records may have to be migrated from original format to one accepted by NARA at the time of transfer. IRS must ensure the proper management of record material produced using collaboration tools e. Collaboration may happen in multiple contexts, such as person to person, office to office, agency to agency, or public to agency i. Information that meets the statutory definition of a federal record 44 USC must be captured and managed in accordance with an approved RCS.
The instant messaging software server is not the recordkeeping repository for those documents, and copies maintained by meeting participants would be considered reference material eligible for destruction when no longer needed. The Business Unit initiating a Live Meeting or share session to conduct business must make a decision as to the most appropriate method for documenting the session, such as an audio recording or written minutes.
All official meeting records including the agenda, minutes, handouts, presentation materials, and recordings, should be maintained outside the session by the host Business Unit in association with an approved disposition authority for that office. Email should be used for official business. Guidance for the management of email records is found in IRM 1. See also IRM Examples of suitable use include, but are not limited to:. Employees should not use electronic messaging systems to engage in discussions regarding policy matters, business decisions, or documentation of other mission-critical functions.
This will result in the creation of a federal record that requires preservation beyond the closeout of the instant messaging session. Examples of unsuitable use include, but are not limited to:. Communications regarding personnel matters and performance e. Text messaging may only be used in emergencies, such as when the IRS network is down and there is an urgent need to communicate or in disaster recovery situations.
Instant messaging systems are acceptable and convenient methods of automatic encrypted file transmission but do not supersede policy or work processes for certain programs and offices. This guidance provides specific instructions for preserving instant messages and text messaging. Recordkeeping responsibilities must also be considered when using other electronic messaging systems that are currently available or made available in future deployments.
Messages that are records with a short-term business need transitory do not need to be preserved. Examples of short-term instant messages include, but are not limited to: i. Personal observation about work-related topics, but not for the conduct of agency business; ii. Inquiries about availability; and iii. Quick communications that require no follow-up actions or business decisions and do not form the basis for action or decision.
In the event an instant message is created and is not transitory see 2. This guidance is specific to the preservation of records using the chat function of instant messaging systems.
Recordkeeping attachments must be saved to the appropriate case, policy, project, or other business file. All other copies transmitted for sharing or reference purposes do not need to be saved.
Once the message is in the Conversation History folder, follow the guidance below: i. If messages warrant retention, but not in conjunction with a case, policy, or project file, employees should leave the message in the Conversation History folder, or use their mouse to click and hold the message, move drag to the desired location, then release drop the message into their inbox or other email folder.
Instant messages that are subject to a litigation hold, regardless of whether the messages meet the definition of federal records, MUST be saved prior to closing out of the message to ensure their preservation in the event they need to be produced. Messages must be transferred in one of the acceptable manners described in 2. Instant messages may also be subject to other holds, such as those in connection with congressional inquiries and FOIA requests.
These messages MUST be saved prior to closing the message to ensure their preservation in the event they need to be produced. In the event of an emergency, users must document the information communicated as records and transfer to an approved recordkeeping system within twenty 20 days per the Federal Records Act, 44 USC This may be accomplished by copying the text message into a government-provided email account. Copies remaining on devices should be deleted immediately after the record has been incorporated into the approved recordkeeping system.
This requirement is essential for digitizing permanent records. Paper records converted to an electronic medium may be destroyed in accordance with GRS 5. All standards in IRM 1. Electronic records are stored and managed in an approved electronic recordkeeping system with a NARA-approved retention period. Ensure the digitized versions can be used for all the purposes the original source records serve, including the ability to attest to transactions and activities;.
Digitization of temporary records must take into consideration file format standards e. Digitizing permanent records guidance is forthcoming. Validation documentation must be maintained for the life of the process or the life of any records digitized using that process, whichever is longer. Video game platforms. NS Nintendo Switch. WiiU Wii U. Strategy , role-playing. Kerbal Space Program: Enhanced Edition.
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