Records Management and Electronic Messaging Report

The report is issued in accordance with Section 7077 of the Consolidated Appropriations Act, 2016, which requires the Secretary of State and the USAID Administrator to submit a report detailing their agency's policy regarding the use of email accounts or email servers created outside the .gov domain or not fitted for automated records management. USAID's policy regarding the use of email accounts or email servers is articulated in the Automated Directive System (ADS) 502, USAID's Records Management Program, as well as ADS 545, Information System Security, and ADS 549, Telecommunications Management. ADS 545 provides guidance on Email Security, stating that auto-forwarding or redirecting of USAID e-mail to addresses outside of .gov or .mil domains is prohibited. ADS 549 reinforces the need for employees to refer to and adhere to the Agency's "E-Mail Acceptable Use Policy" and the "Standard for Managing Electronic Mail Records." The Agency has recently updated its policies to clarify the definition of what constitutes electronic messaging to align with the changes made by the Presidential and Federal Records Act Amendments and guidance from NARA. The updated policies include the requirement that when a non-official agency electronic system is used, the message be transmitted back to an official agency record-keeping system within 20 days. USAID is in compliance with applicable Federal records management statutes and regulations. The agency is committed to sound records management practices and uses a myriad of approaches to ensure compliance, including consistently reviewing and updating records management policies, issuing related policy reminders, designing, developing, and delivering training worldwide, providing records management technical assistance and support, conducting records management compliance reviews, and completing annual records management reporting requirements. The Agency has taken steps to comply with applicable Federal records management statutes, regulations, and presidential executive orders and memoranda, including updating policies and procedures for the appropriate use of electronic messaging, designating Senior Officials positions for records management, and implementing a Records Management Exit Policy and Checklist for Senior Officials. USAID uses appropriated Operating Expense and Capital Investment funds to ensure compliance with all Federal records statues and regulations. The Agency spends an estimated $1.8 million annually for the staff, recurring maintenance of automated tools and systems, and training related to records management. This amount includes the costs associated with the salary and benefits of records personnel, support costs for those personnel, including travel and training, and the delivery of in-person training. In addition, storing large volumes of information and records both electronically and physically is costly and resource intensive, with annual estimated electronic hosting costs of $6.7 million.