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Responsive Document - CREW: USDA: Regarding Record Management and Cloud Computing: 2/1/2012 -Recd From NARA at Email Management Mtg 11-24-201

Responsive Document - CREW: USDA: Regarding Record Management and Cloud Computing: 2/1/2012 -Recd From NARA at Email Management Mtg 11-24-201

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Published by CREW
On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.
On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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Published by: CREW on Feb 01, 2012
Copyright:Public Domain

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04/06/2012

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October
24
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ll
Dear
Agr:::ncy
Records Officer:
Thank you
i(Jr attendingthis informational
meeting
f(Jr
the
Email
iv!anagcmcnt
2.0Pilot
Projcc1
Yo
uragency's
robust records
management
progran1and technical
capabilities
make
it
an
idealcandidate
to
participate
ln
this
important
project.
The
Email
tA:anagernern
2.0
projectteam
l1ope::
that
your
a.gency
,;.,··ill
join
vvith
NAR/\
Lo
develop
and
test
nc:\v
strategies
fox
the
capture,manage•nenl,
and
transfer
of
ernail
fn.JJn
Federal
agencies.
follovv·ing
the
meeting
please
rc'llCVv'
the
information
in
this
packetand commlt
\Vith
8ppH)priatr::
stakeholders
about your
agency's
participat
ionin thepilot.
lf
your agency
\Vouldlike
to
takepartinthe pilot
you
should
contact
your
apprmsalarchivist
to
schedulea follow-uprneeting
vvill1
NAR.A
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your
ernail administratcw.
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general council
represcntati,re
wi11
n1eetv.'ith
the
Email .lv1anagement 2.0 project
team.
Vv'e
also
ask for
youragency to
cornplete
and
return
the
enclosed
Pilot
Participant Questionnaire
prior
tothemeetingwith
NAR/\.
.
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the
time
constrainLs
orthe pdot
vv·e
\Viii
need
agencies to
have
completed
the
follmv-up
meeting and
beg
LL
n
!(Jm1a1
prnject
participation
by
December
30,2011.
1f
you
have any
questions
please
send
<:ul
email
to
Jill
Sbav-eY
(jill.shaver@nara.gov).
Again,
thank
you
foryour
consideration.Sincerely,
The
Em
ail IVianagement
2.0
Project
Team
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Page 1 ofZ
 
A
GREEi\:l
ENT
Email
~ ; h n a g c m c n
t
2.
0"Pilot
P r o
.~ed
BACKGROLND
Thisis(ln
informa
l
ag
r
ee
m.e
nt
bet
w
ee
n
·--
---(theagencyinitlals-hen
ce
fo
rt
hAI)
an
dthe Office
of
.
heC
hief
R
ecor
ds
Officer,
Fat
ionalA
.
rchives
and
Records
Admini
str
ation
(Ni\Rl\)
.
AI
ag
rees to
as~
;
i
st
NAJZ
A
intesti
ng
nev..-
approaches
to
managing
Fed
era
lRecordscrca1cd,
ma
intai
ne
d,andstoredinem
ai
l
systems
.Thispi.lotis
kn
ow
n
as
E
ma
ilMan
agement
2.0Project
(E
mail2
.
0). On
c.c
cornpleted,
Em
ail2.0 will
helpdeter
min
e
if
preserving a
ll
oC
or
a sub
se
t,of
th
ee
ma
il
or
selected
personnel
wi
ll
m
ee
t
Fcd
c
r<:
tl
recordkeep
in
grespo
ns
ibilities.
The
project
\vill
also
seek to
help
det
ermi
nehovv
Al
might
selectimlividualmailboxesf
or
pe
rmane
nt
rete
ntion,
and
how
.A.
I
im
ple
ments
t
henewemail
man
age
me
nt
policy.
AG
E
NCYRESPON
SD.HLTIES
i
\l
will
be
re
sponsiblefor
an
y
c
os
tsasso
ciate
dwithm
anagin
gi
ts
emailforthe
du
ra
tion
of
the
pilot.AI wi
ll
n
ot
i
f'y
NAR.t\of
th
e
scena
riothatwill
be
implem
en
t
ed
ai
1d
the
date
the agen
cy
\.v
j]l
beg
inimplementing policies,procedures,
and
tec
hn
ologi
es
relevant
to
that
sce
nario.The
AT's
Rec
o
rd
sOfficer
(RO)
w
1ll
ide
nt
if
yagency stake
hold
ers that
sh
o
uld
be
invol
ved
in
the
pi1
otandwill
en
su
re
appropri
ate
agen
cy
mana
gem
ent
arei
nformed
of
thcpilot.The
RO
willa
ct
asthepri
mary
poinrof contact
forthe
a
gency
and
will
att
e
nd
m
eetin
gs
w
ith
N
AR
A
and
prov
ide
feedb
ack
as
nee
d.ed
.
TheRO
willalsonotifythe
seni
oroffi
cia
ls
an
d
pr
ogra
mmatic
statT
th
ey've
i
den
tified
for t
he
pllott
ha
t
their
email
vv
illbe
captured
fort
he
purposes
of
the
pilot.
NARA
1
§
RESPONSI
BILITIE
S
NA
RA
'0-'ill
assist
AI
th
ough
out thepilot.
NAR
Awill
prov
idei
nform
ationconcerni
ngthe
p
rojec
t
to
AI u
pon
re
q
uest
withina
~-ca
so
na b
l
e
a
mount
of
time,
dep
ending
on
thena
ture
oft
herequest.
NA
RA
al
so
!:,
l.lara
nte
es
c
onfident
iality
of
an
yema
il
included
in
a
tcsl
transfer.
A
t.
th
eco
nclusion
of
thepilot,
NA
Ri\
will:
e
Anal
yz
etheres
ult
sof the
ques
tio
nn
airesandany oth
er
inf
o
nna
tion
Al
provides.
€J
Anal
yze
reports
about
Lh
e
ks
t
transfe
rsa
nd
anyi
ssu
es
regarding
thepreser
vationand
potei1tial
archivaluse
of
emailform
at
s.
<i:
Arial
yz:e
an
y
o
the
r
inf
orma
liongleanedfromAJ
or
o
th
er parti
cipa
ting
ag
encies.On
ce
thea
na
lysis is
com
pl
ete,
NARAwill
d
eliv
era
repo
rL
to
AJ.Thisrepo
rt
willi
nclud
ethefindings
of
the
ana
lysis.
1

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