AC 40. 2023

Date: July 25, 2023

Memorandum to Federal Agency Records Officers: Clarification related to GRS 6.1 FAQ on Electronic Messages and Microsoft Teams Chat

In January, we transmitted the revised GRS 6.1, Email and Other Electronic Messages Managed under a Capstone Approach, expanding the scope of the GRS to include other types of electronic messages. We also sent out the GRS 6.1 FAQ to help agencies implement the revised GRS. 

The FAQ Question 11 contains a table with the types of electronic messages that are included and excluded from the scope of the GRS.

We are pleased to announce that this table has been revised to clarify the status of MS Teams Chat. MS Teams Chat is now included in the scope of electronic messages covered by GRS 6.1. MS Teams channel messages remain excluded due to the relationship with collaboration activities and other records.

This clarification may impact how agencies used the form NA-1005, Verification for the Use of  GRS 6.1. Agencies who would like to change their form responses related to electronic messages (Electronic Messages tab) may do the following:

• If the form is currently pending with NARA, contact your assigned NARA Appraisal Archivist. These changes can be accommodated during the current review process.
• If the form is already approved by NARA, submit a new form NA-1005 to NARA via GRS_Team@nara.gov. If no other changes are proposed, these submissions will be prioritized for review and approval.  

 
If you have any questions about these changes, please contact GRS_Team@nara.gov. 

LAURENCE BREWER   
Chief Records Officer 
for the U.S. Government