ML17300B410

NRC Yellow Announcement: YA-17-0071, Guidance for Managing E-Mail and Text Message Records (Enclosure 3)

ML17300B410
Person / Time
Issue date:	07/28/2017
From:	David Nelson NRC/OCIO
To:
Roger Rihm
Shared Package
ML17300B403	List: ML17300B410 ML17300B416
References
CORR-17-0083, LTR-17-0389, NRC-2018-000372, YA-17-0071
Download: ML17300B410 (2)

Text

UNITED STATES NUCLEAR REGULATORY COMMISSION SU R

Yellow Announcement: YA-17-0071 E

Date: July 28, 2017 Expiration Date: July 28, 2022 LO TO:

SUBJECT:

All NRC Employees and Contractors IS C GUIDANCE FOR MANAGING E-MAIL AND TEXT MESSAGE RECORDS D

This announcement describes the roles and responsibilities of U.S. Nuclear Regulatory Commission (NRC) staff and contractors related to managing agency records created through the use of personal e-mail accounts or texting applications on Government-issued or personal devices. IC PU The Federal Records Act (44 U.S.C. 2911 as amended by Pub. L. 1130187) requires that Government personnel and contractors who create or receive electronic Federal records (including e-mail and text messages) outside of their official electronic messaging account (i.e.,

BL Government e-mail account), forward a complete copy of such records to their official electronic messaging account within 20 days of the creation, receipt, or transmission of the original record.

Once forwarded, the records will be subject to the retention schedule applied to all e-mail identified as Federal records. This process does not supersede other retention rules applicable to official business records; for example, project managers adding e-mails to case files.

R Because forwarded text messages do not capture metadata (to/from and date/time), Federal FO employees and contractors must include a notation reflecting the metadata with their forwarded text message. Users may find it easiest to take a screenshot of the text and e-mail it to their NRC e-mail account. If this is done on the same day as the text is sent, the sender, recipient, date, and time will be captured as part of the e-mailed screenshot. Please refer to NRCs T

mobile device frequently asked questions for more information on how to take a screenshot on a mobile device.

NO If used to conduct agency business, e-mails on a personal e-mail account or text messages sent or received by Federal employees or contractors may be considered Federal records if they meet the criteria below and, as such, must be managed in accordance with policies, regulations, and guidance provided in Enclosure 3

• Management Directive (MD) 3.53, NRC Records and Document Management Program;

• NUREG-0910, Rev. 4, NRC Comprehensive Records Disposition Schedule; and

• Approved records retention schedules on the NRC Web Site.

Criteria:

E E-mail or text messages that are transitory in nature, such as I will be at the meeting in 5 minutes, while Federal records, do not need to be captured.

SU E-mail or text messages used in making business decisions or that otherwise document agency business are considered Federal records and do need to be captured. An be captured as an agency record: R answer of yes to any of the following questions means the e-mail or text message must o Does the message contain evidence of the agencys policies, business, or mission?

LO o Did the sender or receiver of the message make a business decision based on the information in the message?

C o Did the sender of the message convey official agency information?

IS This policy will be incorporated into the revision of MD 3.53, NRC Records and Document Management Program.

D For further assistance, please contact Margie Janney, Agency Records Officer, 301-415-7245.

BL /RA/

IC David Nelson Chief Information Officer PU Management Directive

Reference:

MD 3.53, NRC Records and Document Management Program, Directive Section I, Policy R

FO T

NO

ML17207A261

• via e-mail OFFICE OCIO/GEMSD/IMSB OCIO/GEMSD OCIO NAME MJanney JMoses( JFeibus for) DNelson DATE 07/26/2017 07/26/2017