| GRS 6.1-0318-2017-0001 | 2017-07-03 |  | 12 | Bureau of Engraving and Printing | 0318 | No | N/A | ITEM 010, ITEM 011 | Agency-Wide | BEP will not use Item 12 (3 years, Temporary) of GRS 6.1, as all employees/positions not considered to be Capstone officials (Item 10, Permanent) will be managed in accordance with Item 11 (Temporary, 7 years). | Cutoff of email will be annual, Calendar Year. | Transfer 15 years after cut off (Except for the Chief Technology Officer's (CTO) account).
Transfer email records in the CTO's account 25 years after cut off. | The Bureau will be including legacy email for items 010 and 011, dating back to approximately 2000. Earlier emails were printed and filed. | No | See Attachment | Miguel A. Martinez
Email: miguel.martinez2@bep.gov
Tel. # 202-874-2146 | | Director of the Bureau of Engraving and Printing, 1 | 1 | Deputy Director (Chief Operating Officer), 1; Deputy Director (Chief Administrative Officer), 1 | 2 | Not applicable; no positions in this category exist, 0 | 0 | Director’s/Deputy Directors’ staff assistants do not create/receive email of permanent value on their supervisor’s behalf, 0 | 0 | Associate Director (Chief Information Officer), 1; Associate Director (Chief Financial Officer), 1; Associate Director (Management), 1 | 3 | Chief, Office of External Relations, 1; Associate Director (Manufacturing), 1; Associate Director (Quality), 1; Associate Director (Chief Technology Officer), 1 | 4 | Not applicable; no positions in this category exist, 0 | 0 | Chief Counsel , 1; Deputy Chief Counsel, 1 | 2 | Not applicable; no positions in this category exist, 0 | 0 | Not applicable; no positions in this category exist, 0 | 0 | Miguel A. Martinez | Approved | 2017-07-03 | Kody Kinsley, Assistant Secretary for Management | Approved | 2017-01-13 | Laurence Brewer | 2017-07-14 |
| GRS 6.1-0434-2017-0002 | 2016-12-22 | | 12 | Department of Energy, Energy Information Administration (EIA) | 0434 | No | | All | Component/Office | Energy Information Administration is a component of the Department of Energy with its own records management office. Non-Capstone officials , staff, contractors and other support and/or administrative positions will be managed as temporary email (retained for 7 years) scheduled under GRS 6.1, item 011 or as temporary email (retained for 3 years) scheduled under GRS 6.1, item 012.
| Cutoff of email will be by employee tenure | Records will be transferred when 15 years old.
| Legacy email is not included in the Capstone categorization, as traditional records management with a print-and-file policy was followed prior to Capstone adoption. | Yes | http://www.eia.gov/about/printer_friendly_org_chart.pdf
Please see attached EIA organizational chart | Donna Williams, EIA Records Officer
Email: Donna.Williams@eia.gov
Tel: 202.586.3270
| | Administrator/Head of EIA , 2 | 2 | Deputy Administrator/Deputy Head of EIA , 2 | 2 | Assistant Administrator (4 positions) , 8 | 8 | Not applicable, no positions in this category exist , 0 | 0 | Roles for these positions are delegated to DOE , 0 | 0 | Not applicable, no positions in this category exist , 0 | 0 | Not applicable, because there are no regional office for the Energy Information Administration, 0 | 0 | Not applicable, because roles are fulfilled by the Department of Energy , 0 | 0 | Not applicable, no positions in this category exist , 0 | 0 | Not applicable, no positions in this category exist , 0 | 0 | Donna Williams, Records Officer - EIA | Approved | 2016-08-12 | Michael Johnson - Chief Information Officer, DOE | Approved | 2016-12-16 | Laurence Brewer | 2017-02-15 |
| GRS 6.1-0280-2018-0001 | 2018-01-12 | | 28 | Federal Mediation and Conciliation Service (FMCS) | 0280 | No | | ITEM 010, ITEM 011 | Agency-Wide | The agency will use item 010 & item 011 | Cutoff email by end of tenure/appointment | Transfer to NARA 20 years after cutoff | Agency will use legacy email for Item 10, dating back to approximately 2009. | No | Attachment : FMCS Organization Chart | Primary Contract : Romona Johnson, Records Officer , email: rjohnson@fmcs.gov PH: 202-606-3664 | John Arnold, Senior Agency Official for Records Management, email: jarnold@fmcs.gov PH: 202-606-5442 | Director, 1 | 1 | Deputy Director, Field Operations, 1; Deputy Director, 1 | 2 | N/A, ; N/A, ; N/A, | | Executive Assistant to the Director, 1 | 1 | Chief Financial Officer, 1; Chief of Staff, 1 | 2 | Director, Budget, 1; Public Affairs, 1; EEO Director, 1; Alternative Dispute Resolution and International Program, 1; Education and Training, FMCS Institute, 1; Arbitration and Notice Processing , 1; Director of Finance , 1; Director of Human Resouces, 1; Director of Procurement and Operational Support, 1; Field Programs and Innovation, 1; Director of Information Technology, | 10 | District 1- Woodbridge, NJ, 1; District 2 - Philadelphia, PA, 1; District 3 - Pittsburgh, PA, 1; District 4 - Cleveland, Ohio, 1 | 4 | District 5 - Nashville, TN, 1; District 6 - St. Louis Missouri, 1; District 7 - Seattle Washington, 1; District 8 - Los Angles, 1; District 9 - Chicago, IL , 1; District 10 - Minneapolis, MN, 1 | 6 | General Counsel, 1; Chief of Staff, 1 | 2 | N/A, | | Romona Johnson | Approved | 2017-12-14 | John Arnold | Approved | 2017-12-14 | Laurence Brewer | 2018-10-29 |
| GRS6.1-0572-2017-0001 | 2017-06-01 | | 59 | USDA - Rural Development | 0572 | No | | ITEM 010, ITEM 011 | Agency-Wide | The agency will not be using item 012 | Cutoff of email will be annual | Transfer when 15 years old | The capstone approach will be applied to legacy email starting in 2011 when USDA and its components implemented Proof point. Prior to 2011, USDA employed a print and file policy to email. Extant legacy email prior to 2011 is inaccessible and will be scheduled for disposal on a separate Request for Disposition Authority. | No | See Attached | Andrea Jenkins, andrea.jenkins@wdc.usda.gov, 202-692-0029 | | Captured in Category 2 of USDA's (RG16) Capstone Submission, | | Deputy Under Secretary, Operations and Management, 1; Deputy Under Secretary, Policy, 1 | 2 | Deputy Administrator, Operations and Management , 1; Administrator, Rural Business Cooperative Service, 1; Administrator, Rural Housing Service, 1; Administrator, Rural Utilities Service, 1 | 4 | Not applicable, no positions in this category exist, | | Chief Financial Officer, 1; Chief Information Officer, 1 | 2 | Director, Legislative & Public Affairs, 1; Director, Emergency Preparedness, 1; Director, National Finance and Accounting Operations Center, 1 | 3 | State Directors (47 offices), 47 | 47 | Chief of Staff, 1 | 1 | Not applicable, no positions in this category exist, | | Not applicable, no positions in this category exist, | | Andrea Jenkins | Approved | 2017-06-01 | Dr. Gregory Parham | Approved | 2016-10-04 | Laurence Brewer | 2017-06-29 |
| GRS 6.1-0317-2016-0001 | 2016-09-27 | | 10 | Department of Labor, Employee Benefits Security Administration and Office of Labor-Management Standards | 0317 | No | | All | Agency-Wide | Close account at the end of employee tenure. Cut-off closed account at the end of the calendar year. Transfer to NARA 15 years after cut-off. | | | The Department of Labor (DOL) will not have any legacy e-mail prior to December 31, 2016, because official DOL policy for all agencies was print and file. In the unlikely event that DOL discovers unfiled pre-Capstone legacy e-mail, it will ensure that such e-mail is properly identified and placed in appropriate e-mail accounts. | No | https://www.dol.gov/ebsa/aboutebsa/org_chart.html
https://www.dol.gov/olms/org/orgchrt.htm | Rachel Vera, vera.rachel@dol.gov, 202-693-7289 | | Not Applicable, | | Assistant Secretary, Employee Benefits Security Administration, 1; Director, Office of Labor-Management Standards, 1 | 2 | Deputy Assistant Secretary for Policy, Office of Employee Benefits Security Administration, 1; Deputy Assistant Secretary for Operations, Office of Employee Benefits Security Administration, 1; Deputy Director, Office of Labor-Management Standards, 1 | 3 | Special Assistant, Office of the Assistant Secretary for Employee Benefits Security Administration, 2 | 2 | Not Applicable, | | Chief Economist and Director of Policy and Research, Office of Employee Benefits Security Administration, 1 | 1 | Not Applicable, | | Senior Advisor, Office of Employee Benefits Security Administration, 1 | 1 | Not Applicable, | | ERISA Advisory Council Coordinator, Office of Employee Benefits Security Administration, 1 | 1 | Rachel Vera | Approved | 2016-09-16 | T. Michael Kerr | Approved | 2016-09-16 | Laurence Brewer | 2018-05-22 |
| GRS 6.1-0338-2016-0003 | 2016-06-21 | | 6 | Department of the Army: US Army North /Fifth Army | 0338 | No | | ITEM 010 | Component/Office | Army Corps of Engineers, RG 77, Office of the Surgeon General RG 112, Army Staff RG 319, Army Secretariat RG 335, Army Special Operations Command RG 338, Army Space & Missile Defense Command RG 338, Army Surface Deployment & Distribution Command RG 338, US Army South RG 338, US Army Central RG 338, US Army Africa RG 338, Army Materiel Command RG 544, US Army Europe RG 549, US Army Pacific RG 550, Army Training & Doctrine Command, Army Forces Command RG 555.
Other emails will be managed using standard Records Management practices based on content of the email. They will be placed into electronic folders in the Army Records Information Management System (ARIMS). Army is also pursuing other automated records management solutions with DOD and other DOD Components for use in automated processing of all electronic records. | | | Agency will be including legacy email dating back to 2013, as the email journaling policy defined in the Army Regulation 25-400-2 Army Records Information Management System was in place prior to Capstone. | Yes | http://www.arnorth.army.mil/leaders | Anthony Crawley-Gibson, Anthony.d.crawley-gibson.civ@mail.mil, 703-428-6464 | Anthony Crawley-Gibson, Chief, Army Records Management Division, Anthony.d.crawley-gibson.civ@mail.mil, 703-428-6464 | Commanding General, Army North/Fifth Army-J, 3 | 3 | Deputy Commanding General, Army North/Fifth Army, 2 | 2 | Deputy to the Commanding General, Army North/Fifth Army, 1 | 1 | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Anthony D. Crawley-Gibson | Approved | 2016-04-19 | Gerald B. O'Keefe | Approved | 2016-06-13 | Lawrence Brewer | 5/19/2017 |
| GRS 6.1-0406-2017-0001 | 2016-12-29 | | 133 | Federal Highway Administration | 0406 | No | | ITEM 010, ITEM 011 | Agency-Wide | Applies to all of Federal Highway Administration (FHWA), under the Department of Transportation (DOT) | Cutoff will be by employee tenure | Transfer emails when 15 years old. | Agency will be including legacy email for all items being used, dating back to approximately 2012. | No | http://www.fhwa.dot.gov/about/org/docs/orgchart.pdf | Victor S. Wagher, victor.wagher@dot.gov, 202-366-6672 | | FHWA Administrator, 1 | 1 | Deputy Administrator, 1; Executive Director, 1 | 2 | N/A, 0 | 0 | FHWA Administrator's Special Assistants, 2; Deputy Administrator's Special Assistant, 1; Executive Director's Special Assistant, 1 | 4 | Associate Administrator for Operations, 1; Associate Administrator for Administration (Chief Information Officer) , 1; Chief Financial Officer , 1; Associate Administrator for Policy and Governmental Affairs , 1; Associate Administrator for Planning, Environment, and Realty , 1; Associate Administrator for Infrastructure, 1; Associate Administrator for Safety, 1; Associate Administrator of Federal Lands Highway, 1; Associate Administrator of Civil Rights, 1; Associate Administrator of Research, Development, and Technology, 1 | 10 | Chief Innovation Officer, Office of Innovative Program Delivery , 1; Director, Intelligent Transportation Systems/Joint Program Office, 1; Director, Office of Public Affairs, 1; Director, Office of Legislative Affairs and Policy Communications, 1; Director, Office of Transportation Policy Studies, 1; Director, Office of Highway Policy Information, 1; Director, Office of International Programs, 1; Director, Office of Planning, 1; Director, Office of Human Environment, 1; Director, Office of Project Development & Environmental Review, 1; Director, Office of Natural Environment, 1; Director, Office of Real Estate Services, 1; Director, Office of Stewardship, Oversight and Management, 1; Director, Office of Bridges and Structures, 1; Director, Office of Preconstruction, Construction and Pavements, 1; ; Director, Office of Freight Management and Operations, 1; Director, Office of Transportation Management, 1; Director, Office of Transportation Operations, 1; Director, Office of Safety Programs, 1; Director, Office of Safety Technologies, 1; Director, Office of Policy and Program Review, 1; Director, Office of Program Development, 1; Director, Office of Infrastructure R&D, 1; Director, Office of Safety R&D, 1; Director, Office of Operations R&D, 1; Director, Office of Resource Management, 1; Director, Office of Corporate Research, Technology, and Innovation Management, 1; Director, Office of Human Resources, 1; Director, Office of Management Services, 1; Director, Office of Information Technology Services, 1; Deputy Chief Financial Officer, 1; Chief Acquisition Officer, 1; Administrative Programs Division Chief, Office of Management Services , 1; Employee Relations Chief, Office of Human Resources , 1; Employee Relations Specialist, Office of Human Resources , 1; Office of Civil Rights Operations Officer, 1; Office of Civil Rights Title VI Program Team Leader, 1; Office of Civil Rights Disadvantaged Business Enterprise (DBE) Program Team Leader , 1; Director, Office of Tribal Transportation, 1 | 39 | Directors of Field Services (North, Mid-America, South, West), 4; Chief Technical Services Officer, Office of Technical Services, 1; Resource Center Director, 1; Federal Lands Highway Division Directors (Central, Eastern, Western), 3; Federal-aid Division Administrators (States, PR, DC) , 52; Chiefs of Engineering, Federal Lands Highway Divisions, 3; Chiefs of Business Operations, Federal Lands Highway Divisions, 3 | 67 | Chief Counsel, 1; Deputy Chief Counsel, 1; Assistant Chief Counsel for Legislation, Regulations, and General Law , 1; Senior Advisor, Office of Innovative Program Delivery, 1; Chief of Staff, Intelligent Transportation Systems/Joint Program Office, 1; Special Assistant, Office of Policy and Governmental Affairs, 1; Special Assistant, Office of Federal Lands Highway, 1; IT Senior Advisor, Office of Research, Development, and Technology, 1; ; Office of Administration Special Assistant , 1; Chief Scientist, Office of Research, Development, and Technology, 1 | 10 | N/A, 0 | 0 | N/A, 0 | 0 | Victor S. Wagher, Federal Highway Administration | Approved | 2016-12-28 | Richard McKinney, Department of Transportation | Approved | 2016-12-28 | Laurence Brewer | 2018-06-01 |
| GRS6.1-0136-2017-0001 | April 17, 2017 | | 19 | USDA/Agricultural Marketing Service (AMS) | 136 | No | | ITEM 010, ITEM 011 | Agency-Wide | All agency email in all agency email accounts will be managed using GRS 6.1 items 010 and 011. The Agency will not be using item 012. | Cutoff annually. | Transfer when 15 years old | The capstone approach will be applied to all legacy email starting in 2011 when USDA and its components implemented ProofPoiint. Prior to 2011, USDA applied a print and file policy to emails. Extant legacy email prior to 2011 is inaccessible and will be scheduled for disposal on a separate Request for Records Disposition Authority. | No | Senior agency official organization chart attached (Dated July 2015) | Laurie Adams / laurie.adams@ams.usda.gov / 202-720-7922 | | Administrator of the Agricultural Marketing Agency, 1 | 1 | Associate Administrator and Chief Information Officer, 1; Associate Administrator and Chief Operating Officer, 1 | 2 | Deputy Administrator of the Agricultural Marketing Agency, 1 | 1 | Not applicable; no positions in this category, 0 | 0 | Budget Officer, 1 | 1 | Deputy Administrator, Compliance and Analysis Program, 1; Deputy Administrator, Cotton and Tobacco Program, 1; Deputy Administrator, Dairy Program, 1; Deputy Administrator, Specialty Crops Program, 1; Deputy Administrator, Information Technology Service, 1; Deputy Administrator, Livestock, Poultry, and Seed Program, 1; Deputy Administrator, National Organic Program, 1; Deputy Administrator, Science and Technology Program, 1; Deputy Administrator, Transportation and Marketing Program, 1; Director of Public Affairs, 1; Director, Legislative and Regulatory Review, 1; Director, Commodity and Procurement, 1; Director, Civil Rights Program, 1 | 13 | Not applicable, no positions in this category, 0 | 0 | Chief of Staff, 1 | 1 | Not applicable, no positions in this category, 0 | 0 | Not applicable, no positions in this category, 0 | 0 | Laurie Adams | Approved | 2016-11-01 | Dr. Gregory Parham | Approved | 2016-10-04 | Laurence Brewer | 2017-06-09 |
| GRS 6.1-0463-2018-0001 | 2017-11-14 | | 26 | Animal and Plant Health Inspection Service | 0463 | No | | ITEM 010, ITEM 011 | Agency-Wide | All agency email in agency email accounts will be managed using GRS 6.1, Items 010 and 011. The agency will not be using Item 012. | Cutoff of email will be annual. | Transfer to NARA 15 years after cutoff. | The Capstone approach will be applied to legacy email starting in 2011 when USDA and its components implemented ProofPoint. Prior to 2011, USDA applied a print and file policy to email. Extant legacy email prior to 2011 is inaccessible and will be scheduled for disposal on a separate Request for Records Disposition Authority. | No | https://www.aphis.usda.gov/about_aphis/downloads/aphis_org_chart_2015.pdf | Cathy McDuffie, cathy.a.mcduffie@aphis.usda.gov, 301-851-2626 | | Administrator, 1 | 1 | Associate Administrator, Office of the Administrator, 1; Associate Administrator, Office of the Administrator, 1 | 2 | Deputy Administrator, Legislative and Public Affairs, 1; Deputy Administrator, Animal Care, 1; Deputy Administrator, Biotechnology Regulatory Services, 1; Deputy Administrator, International Services, 1; Deputy Administrator, Marketing and Regulatory Programs-Business Services, 1; Deputy Administrator, Plant Protection and Quarantine , 1; Deputy Administrator, Policy and Program Development, 1; Deputy Administrator and Chief Veterinary Officer, Veterinary Services, 1; Deputy Administrator, Wildlife Services, 1 | 9 | Not applicable; no positions in this category exist. , 0 | 0 | Chief Information Officer, Office of the Administrator and Information Technology Division (MRPBS/ITD), 1; Chief Financial Officer and Director, Financial Management Division (MRBPS/FMD), 1; Chief Technology Officer, Information Technology Division (MRPBS/ITD), 1 | 3 | Not applicable; no positions in this category exist., 1 | 1 | Regional Director, Eastern Division, Animal Care, 1; Regional Director, Western Division, Animal Care, 1; Regional Director, Eastern Division, Investigative and Enforcement Services (MRPBS/IES), 1; Regional Director, Western Division, Investigative and Enforcement Services (MRPBS/IES), 1; Regional Director, Eastern Division, Wildlife Services, 1; Regional Director, Eastern Division, Wildlife Services, 1 | 6 | Chief of Staff, Office of the Administrator, 1; Chief of Staff, Office of the Administrator, 1 | 2 | Not applicable; no positions in this category exist. , 0 | 0 | Director, Investigative and Enforcement Services (MRPBS/IES) , 1; Chairman, Advisory Committee for Animal Health, 1 | 2 | Cathy McDuffie | Approved | 2017-11-09 | Don Bice | Approved | 2017-11-09 | Laurence Brewer | 2017-12-20 |
| GRS 6.1-0338-2016-0004 | 2016-06-21 | | 8 | Department of the Army US Army South | 0338 | No | | ITEM 010 | Component/Office | Army Corps of Engineers, RG 77, Office of the Surgeon General RG 112, Army Staff RG 319, Army Secretariat RG 335, Army Special Operations Command RG 338, Army Space & Missile Defense Command RG 338, Army Surface Deployment & Distribution Command RG 338, US Army North/5th Army RG 338, US Army Central RG 338, US Army Africa RG 338, Army Materiel Command RG 544, US Army Europe RG 549, US Army Pacific RG 550, Army Training & Doctrine Command RG 553, Army Forces Command RG 555 Other emails will be managed using standard Records Management practices based on content of the email. They will be placed into electronic folders in the Army Records Information Management System (ARIMS). Army is also pursuing other automated records management solutions with DOD and other DOD Components for use in automated processing of all electronic records.
| | | Agency will be including legacy email dating back to 2013, as the email journaling policy defined in the Army Regulation 25-400-2 Army Records Information Management System was in place prior to Capstone. | No | https://www.arsouth.army.mil/arsouthleadership/cg/index.1.html | Anthony D. Crawley-Gibson, anthony.d.crawley-gibson@mail.mil 703-428-6464 | Anthony D. Crawley-Gibson, Chief, Records Management Division, anthony.d.crawley-gibson.civ@mail.mil, 703-428-6464 | Commanding General, US Army South , 2 | 2 | Deputy Commanding General, US Army South , 2 | 2 | Deputy Commanding General, Director of Army Reserve Engagement Cell, 2; Deputy Commanding General, Director of Operations and National Guard Affairs, 2 | 4 | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Not applicable: no positions in this category exist, | | Anthony D. Crawley-Gibson | Approved | 2016-04-19 | Gerald B. O'Keefe | Approved | 2016-06-13 | Laurence Brewer | 2017-05-19 |