Records Managers

NARA Bulletin 2003-04

March 27, 2003

NARA Bulletin 2003-04

TO: Heads of Federal agencies

SUBJECT:Availability of electronic records management guidance for Public Key Infrastructure (PKI)-related administrative records

EXPIRATION DATE:March 31, 2005.

1. What is the purpose of this bulletin?
This bulletin announces the availability of "Records Management Guidance for PKI-Unique Administrative Records," which was jointly developed by the National Archives and Records Administration (NARA) and the Federal Public Key Infrastructure Steering Committee's (FPKI SC) Legal/Policy Working Group in response to a CIO Council request. The guidance is available on the NARA web site at http://www.archives.gov/records-mgmt/policy/pki-guidance.html and at the CIO Council web site at http://www.cio.gov/fpkisc/library.htm. Paper copies will be provided upon request.

2. What is the background to this guidance?
    a. NARA had previously developed "Records Management Guidance for Agencies Implementing Electronic Signature Technologies," in response to the Government Paperwork Elimination Act (GPEA)
(see http://www.archives.gov/records-mgmt/policy/electronic-signature-technology.html). This guidance described recordkeeping requirements for transactional, electronic signature-related records.

    b. In response to a request from the CIO Council for further assistance beyond that guidance, NARA and the FPKI SC conducted focus groups with Federal agency personnel to determine the exact scope, specific to PKI-unique administrative records, that would be most useful to both the records and technology personnel.

    c. PKI-unique administrative records are records documenting functions unique to planning, implementing, operating, auditing, monitoring, and re-organizing/terminating a PKI. These records, which must be scheduled, are generally appraised as temporary.

    d. This guidance delineates potential categories of such records that agencies may want to schedule, based on a variety of best practice sources. It has been reviewed and approved by NARA, Office of Management and Budget, Department of Justice, the CIO Council, and the FPKI SC.

3. How is NARA disseminating this guidance to Federal agencies?
In addition to this bulletin, NARA will distribute copies of the guidance to agency records officers and chief information officers.

4. How long is the PKI records management guidance for administrative records valid?
The guidance announced by this bulletin is effective indefinitely. Any changes to the guidance will be issued in a future bulletin.

5. Is further information available?
For further records management information and assistance, Federal agencies may contact the Office of Records Services-Washington, DC, Modern Records Programs at 301-837-1738, or the Office of Regional Records Services at 301-837-2950.


JOHN W. CARLIN
Archivist of the United States

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