What is Capstone approach?

The Capstone Approach offers agencies the option of using a more simplified and automated approach to managing email that allows for the categorization and scheduling of email based on the work and/or position of the email account owner.

What is a Capstone official?

Capstone (permanent) officials are senior officials (e.g., those high on the organization chart) generally responsible for agency and program policy- and mission-related actions. Capstone officials vary agency by agency depending on an agency’s organization and how it carries out agency roles.

What is Capstone NARA?

NARA intended the Capstone approach to provide a systematic and simplified way for federal agencies to manage email records, and many agencies successfully employed Capstone to help them meet the 2016 deadline for managing email records in an accessible electronic format under the Managing Government Records Directive.

What is considered a federal record?

Federal records are all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business. Federal records exist in many forms including, but not limited to: audio and video recordings.

How long do frozen records need to be stored?

How are records frozen? Records are needed for up to one year beyond the date they are eligible for disposal. When such records are in a records storage facility, the agency must notify the facility of the need for continued retention of the records.

What Are records Management officers and records liaisons responsible for?

As those responsible for coordinating records matters in particular offices, records liaison officers provide the agency’s records officer with much of the information and support needed to develop and implement the program. Agency program managers. Involving them is essential to the disposition program’s success.

Is a routing slip a record?

Routing slips are a way of bringing either matter records or matter documents to the attention of an individual from whom an action or response is needed.

Who is responsible for creating federal records?

Federal employees
Federal employees are responsible for making and keeping records of their work. Federal employees have three basic obligations regarding Federal records: Create records needed to do the business of their agency, record decisions and actions taken, and document activities for which they are responsible.

What are the penalties for destroying or removing records without appropriate authorization?

The penalties for the unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so, include a fine, imprisonment, or both (18 U.S.C. 641 and 2071).

What are frozen records?

Frozen records – records whose scheduled disposition has been temporarily suspended because of special circumstances that alter the administrative, legal, or fiscal value of the records.

When you are notified of a records freeze you should destroy all your records?

Frozen records can be destroyed only after notification from the Office of General Counsel (OGC), the Agency Records Officer, and/or other authorized authority that ordered the hold/freeze. 5.

How long do you have to forward these emails to your agency account?

At times you are authorized to use your personal email to conduct agency business. How long do you have to forward these emails to your agency account? These types of records are permanent and must be maintained indefinitely.

Where can I find capstone email management guide?

Agencies adopting a Capstone approach should also consult other resources available from NARA related to email management, and specifically the Capstone approach. These resources are available on NARA’s Email Management page, and include: Links to related, over-arching email and transfer related guidance;

What are the benefits of the capstone approach?

The Capstone Approach offers agencies the option of using a more simplified and automated approach to managing email that allows for the categorization and scheduling of email based on the work and/or position of the email account owner . The benefits of the Capstone approach are:

What is the capstone approach to archiving email?

The Capstone approach is designed to make the process of archiving email practical with key points in the process decision-based. The NARA Bulletin 2013-02 describes the approach as:

Can a capstone account be used as a temporary account?

Capstone accounts are scheduled as permanent. Other accounts may be scheduled as temporary. Agencies may remove transitory, nonrecord, and/or personal messages depending on their needs. 14 Section II: New Approach to Managing Email Records