Are all emails federal records?

Are Electronic Messages Federal Records? Electronic messages, including email, social media messages, instant messages, and texts, are Federal records if they meet the definition mentioned above.

What is not a federal record?

What Is Not a Federal Record? duplicate copies of records preserved only for convenience. Pursuant to 36 C.F.R. §1220.18, examples of non-record materials would include copies of information "kept only for reference" and "museum materials intended solely for reference or exhibit."

What items constitutes a federal record?

Records include all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, 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 ...

Do social media sites contain federal records?

Social media content and electronic messages related to the conduct of agency business are presumed to be Federal records. Agencies must properly manage all Federal records, regardless of medium or format, which includes determining whether an existing disposition authority applies.

Are personal papers Federal records?

In contrast to both records and nonrecord materials, personal papers are not Government-owned. Certain documentary materials are clearly personal and may readily be identified and claimed as such.

Records Management Network October 2015: Email, where to from here?

Is the email you received a federal record that you need to save?

No. Once you determine that an e-mail message is an official record, you should ensure that it is kept in an approved file system that satisfies the requirements for recordkeeping set out in points 1 to 5 above (see answer to question 3).

What are the 4 categories of records?

How long does social media keep records?

These depend on the record in question and can range anywhere from three to ten years. However, if there is no clear required retention period, it's a good idea to retain records for at least three years.

Which of the following factors determine whether information is 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.

What are the two main types of records?

These generally fall into two categories: policy records and operational records.

Can you FOIA personal text messages?

No. Under the FOIA you must produce any "agency records” that are responsive to the request, regardless of whether they are officially considered a Federal record or not and regardless of whether they could have been dispositioned.

What is considered a federal document?

Historical U.S. government documents (federal, congressional, and presidential records) are documents generally created or received by the President and his staff, by Congress, by employees of Federal government agencies, and by the Federal courts in the course of their official duties.

What are examples of temporary records?

Temporary records are officially defined as “... material which can be disposed of in a short period of time as being without value in documenting the functions of an agency.” Financial and payroll records are good examples.

What is a record and non record?

Reference Copies (“Other Copies”) are any copies of a record in addition to the record copy, usually made for reference purposes. Non-records are materials of immediate value only. They are not required to be retained and therefore do not appear on any records retention schedule.

What are examples of permanent records?

Examples of permanent records are the original process in a civil or criminal proceeding and the minutes of the city's governing body. Some records, such as deeds, are kept permanently because the record continues to have legal significance in perpetuity.

How long are federal records kept?

With few exceptions, records in the physical possession of a federal agency are subject to the Freedom of Information Act. Agencies do not, however, have to retain indefinitely all records which are created by or submitted to them.

Are government permanent records ever destroyed?

Once recorded information is determined to be a federal record, agencies must then work with NARA to determine whether it is a permanent record, which means it has permanent value and should be maintained in perpetuity by the federal government, or if it is a temporary record, which means the document may be destroyed ...

Are federal permanent records destroyed?

Federal records may not be destroyed-except in accordance with the procedures described in Chapter 33 of Title 44, United States Code. These procedures allow for records destruction only under the authority of a records disposition schedule approved by the Archivist of the United States.

What is considered a record?

A record is any document - in any format (paper or electronic, and yes even video) - created or received by you or your department - that allows you to conduct business. The value of a record is determined by content, not by format.

Is everything posted on social media public record?

Social Media is a Public Record

In the USA, government social media is considered public record in all 50 states. School systems, government bodies, and law enforcement agencies have an obligation to comply with open record laws.

Is Facebook public record?

“Any Facebook or social media communication is a public record, just like an email,” said Phoenix-based attorney Dan Barr, who has worked for the Star and handles First Amendment and public records issues across Arizona.

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. Routing slips are typically accessed by legal staff, but Key Personnel users can take action on Routing Slips if they have viewing/editing permissions enabled.

What are five 5 kinds of records that must be kept?

What makes a record official?

Record (Official Record)

Any papers, books, photographs, magnetic tapes, machine readable materials, microfilm, or other materials which document official actions, decisions, policies or procedures.

What type of information do we get from the official record?

Official records are those that contain information regarding the national matters. The minutes for state meetings and conferences, state policies, National top secret information, political data, the countries census and information regarding the citizen of the country.