| GRS 6.1-0549-2016-0001 | May 3, 2016 |  | 12 | The Department of the Army US Army Europe | 0549 | 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 North/5th Army RG 338, US Army Central RG 338, US Army Africa RG 338, Army Materiel Command RG 544, 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 in place prior to Capstone. | Yes | http://www.eur.army.mil/ | Anthony D. Crawley-Gibson, Anthony.d.crawley-gibson.civ@mail.mil, 703-428-6464 | Anthony D. Crawley-Gibson, Chief , Army Records Management Division, Anthony.d.crawley-gibson.civ@mail.mil, 703-428-6464 | Commanding General, United States Army Europe , 2 | 2 | Deputy Commanding General, United States Army Europe , 1; Commanding General, 21st Theater Sustainment Command , 2; Commanding General, Joint Multinational Training Command, 2 | 5 | Deputy Chief of Staff, G-1, United States Army Europe, 1; Deputy Chief of Staff, G-3, United States Army Europe, 1 | 2 | Not applicable; no positions in this category exist, | | Not applicable; no positions in this category exist, | | Director, Infrastructure, Logistics, and Civil Emergency Planning Division, US Army Europe, 1; Managing Director, Defense Armaments, Communications-Electronics, and Investments Division, US Army Europe, 1 | 2 | Not applicable; no positions in this category exist, | | Administrative Advisor to the US Ambassador/Chief Army Element to the North Atlantic Treaty Organization , 1 | 1 | 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 | 2017-08-10 |
| 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 6.1-0487-2017-0001 | 2016-12-12 | | 12 | UNITED STATES AFRICAN DEVELOPMENT FOUNDATION | 0487 | No | | ITEM 010, ITEM 011 | Agency-Wide | Non-capstone accounts will be managed according to disposition instructions outlined in GRS6.1 item 011. Emails will be destroyed within the USADF electronic recording-keeping system at the appropriate time. | Cutoff will be the end of the employee's tenure. | Agency's Capstone designated employees' emails will be transferred to NARA when 15 years old. | USADF will include legacy emails dating back to 2013. | No | | Mark Anthony Hampton, mhampton@usadf.gov. Phone: 202-233-8837 | | Chief Executive Officer , 1 | 1 | Not applicable, no positions in this category, | | Not applicable, no positions in this category, | | Special Assistant to the President, 1 | 1 | Chief Financial Officer , 1 | 1 | Director, Knowledge, Learning & Dissemination Center, 1; Director of External Affairs, 1 | 2 | Regional Program Director 1, 1; Regional Program Director 2, 1; Regional Program Director 3, 1 | 3 | General Counsel, 1; Associate General Counsel , 1; Senior Auditor, 1; Chief of Staff, 1 | 4 | Not applicable, no positions in this category, | | Not applicable, no positions in this category, | | Mark Anthony Hampton, Records Management Specialist | Approved | 2017-03-02 | Arlene P. Williams, Supervisory Accountant | Approved | 10/27/2016 | Laurence Brewer | 2017-03-13 |
| GRS 6.1-0288-2018-0001 | 2018-05-24 | | 12 | National Endowment for the Arts (NEA) | 0288 | No | | ITEM 010, ITEM 011 | Agency-Wide | NEA will utilize Items 010 and 011. Accounts for roles identified in this document are accounts to be treated as permanent records (Item 010); all other NEA email accounts will be managed under the retention policies described for Item 011. In all cases, emails will be managed within the live email system and record content will be identified (cutoff) at the time that an employee leaves the agency. | Cutoff of email will be by tenure. | Transfer to NARA will take place 15 years after cutoff. | No legacy email exists for this agency, as traditional records management with a print-and file policy was implemented prior to Capstone adoption. | No | attached to submission email | Meghan Jugder, jugderm@arts.gov, 202-682-5462 | Ann Eilers, eilersa@arts.gov, 202-682-5534 | Chairperson, 2 | 2 | Senior Deputy Chairman, 1 | 1 | Deputy Chairman, Programs & Partnerships, 1; Deputy Chairman, Management & Budget, 1 | 2 | Senior Advisor, Office of the SDC, 1 | 1 | Chief Information Officer, 1 | 1 | Director, Office of Research and Analysis, 1; Director, Public Affairs, 1 | 2 | Not applicable; no positions in this category exist., 0 | 0 | Chief of Staff, 1; General Counsel, 1; Inspector General, 1 | 3 | Not applicable; no positions in this category exist., 0 | 0 | Not applicable; no positions in this category exist., 0 | 0 | Meghan Judger | Approved | 2018-04-06 | Ann C. Eilers | Approved | 2018-04-06 | Laurence Brewer | 2018-07-11 |
| GRS 6.1-0024-2017-0001 | 2017-08-02 | | 12 | Department of the Navy, Bureau of Naval Personnel (BUPERS) | 0024 | No | | ITEM 010 | Component/Office | This submission is for record group 024. Forms for remaining DON record groups will be submitted separately. | Cutoff after personnel departure. | After cutoff, transfer unsubmitted emails or email accounts to Department of the Navy's official Electronic Records Management Application. Cut off begins after personnel departure.
Unclassified email: Transfer to the National Archives 15 years after cutoff.
Classified email: Transfer to the National Archives 25 years after cutoff after declassification review. | No legacy email exists for this agency, as traditional records management with a print-and-file policy was enforced prior to Capstone adoption. | Yes | Organization chart attached. | Maurice King, maurice.king@navy.mil; (703) 601-1102 | | Chief of Naval Personnel, 2 | 2 | Deputy Chief of Naval Personnel, 2 | 2 | Commander, Navy Recruiting Command, 2; Commander, Navy Personnel Command, 2; Commander, Navy Manpower Analysis Center, 2 | 6 | 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., | | Assistant Commander, Navy Personnel Command, Career Management Department, 2 | 2 | Not applicable; no positions in this category exist., | | Not applicable; no positions in this category exist., | | Maurice A. King, DON Records Officer | Approved | 2017-07-27 | Robert W. Foster, DON CIO | Approved | 2017-07-27 | Laurence Brewer | 2018-02-28 |