| GRS 6.1-0059-2016-0001 | 2016-09-20 |  | 781 | Department of State | 0059 | No | | ITEM 010, ITEM 011 | Agency-Wide | 1. The number of positions identified on the NA 1005 may not always match the number of accounts being actively journaled. This is due to vacant positions or because one person may be serving in multiple roles, e.g., the Under Secretary for Management also occupies the Chief Financial Officer role.
2. The planned email management system will be deployed Agency-wide. However, a separate NA 1005 is being submitted for overseas posts because they are part of a separate record group (RG 084).
3. The Department may decide to use item 012 in the future and will submit a new form at that time.
4. Positions listed in Category 2 are those considered broadly equivalent to an Assistant Secretary.
5. Positions listed in Category 3 are those considered broadly equivalent to a Deputy Assistant Secretary.
6. Positions that might fall under Categories 5, 6, 8 and 9, are included in our listings for Categories 2 and 3 due to their elevated billet within the Department of State.
7. Certain positions have an additional classified account (three total) due to the nature of their work. These positions have been identified for S, D, M, INR, and DS and are reflected within the account totals.
Cutoff Instructions for GRS 6.1, item 10 - Cut off at the end of tenure. Transfer to the National Archives 25 years after cut off. | | | The Department will be applying GRS 6.1 item 010 and item 011 beginning on December 31, 2016 and continuing day forward for all emails. Pursuant to question 22, section A in the aforementioned FAQ guidance, the Department will also be using GRS 23, item 7 as part of its culling strategy.
The Department will be applying GRS 6.1, item 010 to any existing legacy senior official’s emails, including its email collection that was previously maintained on disc commonly referred to as Cable Archive Retrieval System. This reflects the Department’s effort to ensure as much permanently valuable email will be transferred to NARA as possible.
The Department will not be applying GRS 6.1, item 011 or item 012 for temporary legacy emails created before December 31, 2016. The Department will be applying its other approved disposition authorities for these records pursuant to question 22, section B in the aforementioned FAQ. Please note, the Department routinely communicated with its employees concerning their records management responsibilities through Cables and Department Notices which required each employee to print-and-file and/or cross-file email records. | Yes | http://www.state.gov/r/pa/ei/rls/dos/99494.htm | Timothy J. Kootz
KootzTJ@State.gov
(202) 203-7257 | Khalid Golden
Department of State
GoldenK@State.gov
(202) 203-7284 | Secretary of State, 3 | 3 | All Deputy Secretaries of State (2), 6; All Under Secretaries of State(6), 13; All Assistant Secretaries (24), 50; Legal Adviser , 2; Comptroller, 2; All Special Envoys and Representatives(37), 74; Chief of Staff - Office of the Secretary , 3; Chief Information Officer, 2; Chief of Protocol, 2; All Ambassadors at Large (6), 12; Medical Director, 2; Inspector General, 2; Counselor of the Department, 2; Special Assistant to Secretary and Executive Secretary of the Department, 3; Chief Economist, 2; U.S. Coordinator for International Communications and Information Policy, 2; Lead Coordinator for Iran Nuclear Implementation, 2; Coordinator for Cyber Issues, 2; Coordinator for Sanctions Policy, 2; Coordinator for Threat Reduction Programs, 2; Fissile Material Negotiator and Senior Cutoff Coordinator, 2; International Information Programs Coordinator, 2; Israel and the Palestinian Authority, U.S. Security Coordinator, 2; Coordinator For the Center for Strategic Counterterrorism Communications(Global Engagement Center), 2; Director - M/PRI - Management Policy, Rightsizing, and Innovation, 2; Director - FSI - Foreign Service Institute, 2; Director - S/OCR - Office of Civil Rights, 2; Director - F - Foreign Assistance, 2; Director - BP - Budget and Planning, 2; Director - OBO - Overseas Building Operations, 2; Director -S/P - Policy Planning, 2; Director General of the Foreign Service and Director of Human Resources - DGHR, 2; Director of Diplomatic Outreach, Office of Global Food Security , 2; Director -M/OFM - Office of Foreign Missions, 2; Director of the Afghanistan and Pakistan Strategic Partnership Office , 2; Director of Economic Policy, Analysis and Public Diplomacy , 2; Director for Major Events and Conferences , 2; Coordinator of Counterterrorism, 2; Senior Coordinator for International Information Technology Diplomacy, 2; Senior Coordinator for Security Infrastructure, 2; Senior Coordinator for Global Criminal Justice, 2; Special Coordinator for Tibetan Issues, 2; Department Spokesperson, 2 | 233 | All Deputy Assistant Secretaries (95), 198; All Principal Deputy Assistant Secretaries (24), 46; Deputy Executive Secretaries- S/ES (5) , 10; Deputy Legal Adviser (3), 6; Deputy Chiefs of Protocol (2), 4; Deputy Chief Information Officers (5), 10; Principal Deputy Chief Information Officer, 2; Executive Assistants to the Deputy and Under Secretaries (8), 16; Deputy Inspector General , 2; Director of Mental Health Services , 2; Deputy Comptrollers(2), 4; Coordinator of U.S. Assistance to Europe and Eurasia, 2; Deputy Chief of Staff - Office of the Secretary(2), 4; Deputy Directors - OBO - Overseas Building Operations(2), 4; Deputy Director - BP/OBA - Office of Budget and Analysis, 2; Deputy Director - S/OCR - Office of Civil Rights, 2; Deputy Director - FSI - Foreign Service Institute, 2; Deputy Director - S/P Policy Planning, 2; Deputy Director - BP - Payments Division, 2; Principal Deputy Director - OBO - Overseas Building Operations, 2; Principal Deputy Director - J/TIP - Trafficking in Persons, 2; Principal Deputy Director - S/P - Policy Planning, 2; Principal Deputy Legal Adviser, 2; Deputy Director - M/PRI - Management Policy, Rightsizing, and Innovation, 2; Deputy Director - Office of Foreign Assistance, 2; Haiti Special Coordinator, 2; Deputy Coordinator for Platforms - IIP/PL, 2; Deputy Coordinator for Products - IIP/PD, 2; Deputy Counterterrorism Coordinator For Homeland Security, Screening, and Designations , 2; Deputy Counterterrorism Coordinator for Operations Policy & Military Coordination, 2; Deputy Counterterrorism Coordinator for Regional and Multilateral Affairs, 2; Deputy Global Aids Coordinator, 2; Deputy Transparency Coordinator, 2; Principal Deputy Coordinator for International Information Programs, 2; Principal Deputy Coordinator for Counter Terrorism, 2; Associate Comptroller, 2; Deputy Special Envoy for Israeli-Palestinian Negotiations, 2; Deputy Medical Director, 2; Senior Representative to Minsk Negotiations, 2; U.S. Senior Official to the Asia-Pacific Economic Cooperation(APEC), 2; Personal Representative on on Issues related to Northern Ireland, 2; Director of the Diplomatic Security Command Center , 2; Deputy Coordinator for Programs - IIP/PR, 2; Transparency Coordinator, 2; Director - R/PPR - Policy Planning and Resources for Public Diplomacy and Public Affairs, 2; Director of Strategic Information in the Office of the Global Aids Coordinator, 2; Procurement Executive, 2; Director of Clinical Services, 2; Managing Director for International Media Engagement , 2 | 380 | Special Assistants/Staff Assistants - Office of the Secretary (9), 27 | 27 | Positions are included in Categories 2 and 3. See Scope Comments above, page 2., | | White House Liaison, 2; Director - Quadrennial Diplomacy and Development Review , 2 | 4 | Positions which meet the definition of category 7 are included in the submission NA-1005, GRS 6.1-0084-2016-0001 for Record Group 84, | | Chief Speechwriter, 2; Ombudsman, 2; Special Advisor to Children's Issues, 2; All Senior Advisors For the Secretary, Deputy Secretary, Under Secretaries, and Assistant Secretaries (48), 96; Special Advisor for International Disabilities Rights, 2; Special Advisor for Religious Minorities in the Near East and South/Central Asia, 2; Special Advisor for Global Youth Issues, 2; Special Advisor for Holocaust Issues, 2; Science and Technology Advisor, 2; Special Advisor for Secretary Initiatives, 2; Special Advisor for Nonproliferation and Arms Control, 2; Special Advisor to the Special Representative for Afghanistan and Pakistan, 2; Senior Advisor to the Special Envoy for the Arctic, 2 | 120 | Chairman, U.S. Advisory Commission on Public Diplomacy, 2; Vice Chairman, U.S. Advisory Commission on Public Diplomacy, 4; Commissioner, U.S. Advisory Commission on Public Diplomacy, 8 | 14 | Not applicable; no relevant positions in this category exist for RG059, | | Timothy J. Kootz | Approved | 2017-06-28 | Eric F. Stein (Director, A/GIS/IPS) | Approved | 2017-06-28 | Laurence Brewer | 2017-07-14 |