[Code of Federal Regulations]

[Title 36, Volume 3]

[Revised as of July 1, 2006]

From the U.S. Government Printing Office via GPO Access

[CITE: 36CFR1234.10]



[Page 913-914]

 

              TITLE 36--PARKS, FORESTS, AND PUBLIC PROPERTY

 

        CHAPTER XII--NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

 

PART 1234_ELECTRONIC RECORDS MANAGEMENT--Table of Contents

 

                     Subpart B_Program Requirements

 

Sec.  1234.10  Agency responsibilities.





    The head of each Federal agency shall ensure that the management of 

electronic records incorporates the following elements:

    (a) Assigning responsibility to develop and implement an agencywide 

program for the management of all records created, received, maintained, 

used, or stored on electronic media; and notifying the National Archives 

and Records Administration, Modern Records Programs (NWM), 8601 Adelphi 

Rd., College Park, MD 20740-6001 and the General Services 

Administration, Office of Government Policy (MKB), Washington, DC 20405, 

of the name and title of the person assigned the responsibility.

    (b) Integrating the management of electronic records with other 

records and information resources management programs of the agency.

    (c) Incorporating electronic records management objectives, 

responsibilities, and authorities in pertinent agency directives and 

disseminating them throughout the agency as appropriate.

    (d) Establishing procedures for addressing records management 

requirements, including recordkeeping requirements and disposition, 

before approving new electronic information system or enhancements to 

existing systems.

    (e) Ensuring that adequate training is provided for users of 

electronic mail systems on recordkeeping requirements, the distinction 

between Federal records and nonrecord materials, procedures for 

designating Federal records, and moving or copying records for inclusion 

in an agency recordkeeping system;

    (f) Ensuring that adequate training is provided for users of 

electronic information system in the operation, care,



[[Page 914]]



and handling of the equipment, software, and media used in the system.

    (g) Developing and maintaining up-to-date documentation about all 

electronic information system that is adequate to: Specify all technical 

characteristics necessary for reading or processing the records; 

identify all defined inputs and outputs of the system; define the 

contents of the files and records; determine restrictions on access and 

use; understand the purpose(s) and function(s) of the system; describe 

update cycles or conditions and rules for adding information to the 

system, changing information in it, or deleting information; and ensure 

the timely, authorized disposition of the records.

    (h) Specifying the location, manner, and media in which electronic 

records will be maintained to meet operational and archival 

requirements, and maintaining inventories of electronic information 

system to facilitate disposition.

    (i) Developing and securing NARA approval of records disposition 

schedules, and ensuring implementation of their provisions.

    (j) Specifying the methods of implementing controls over national 

security-classified, sensitive, proprietary, and Privacy Act records 

stored and used electronically.

    (k) Establishing procedures to ensure that the requirements of this 

part are applied to those electronic records that are created or 

maintained by contractors.

    (l) Ensuring compliance with applicable Governmentwide policies, 

procedures, and standards such as those issued by the Office of 

Management and Budget, the General Accounting Office, the General 

Services Administration, the National Archives and Records 

Administration, and the National Institute of Standards and Technology.

    (m) Reviewing electronic information system periodically for 

conformance to established agency procedures, standards, and policies as 

part of the periodic reviews required by 44 U.S.C. 3506. The review 

should determine if the records have been properly identified and 

described, and whether the schedule descriptions and retention periods 

reflect the current informational content and use. If not, or if 

substantive changes have been made in the structure, design, codes, 

purposes, or uses of the system, submit an SF 115, Request for Records 

Disposition Authority, to NARA.



[55 FR 19218, May 8, 1990, as amended at 60 FR 44641, Aug. 28, 1995; 63 

FR 35830, July 1, 1998; 66 FR 27028, May 16, 2001]