1222.24—How do agencies establish recordkeeping requirements?
(a)
Agencies must ensure that procedures, directives and other issuances; systems planning and development documentation; and other relevant records include recordkeeping requirements for records in all media, including those records created or received on electronic mail systems. Recordkeeping requirements must:
(1)
Identify and prescribe specific categories of records to be systematically created or received and maintained by agency personnel in the course of their official duties;
(2)
Specify the use of materials and recording techniques that ensure the preservation of records as long as they are needed by the Government;
(4)
Propose how long records must be maintained for agency business through the scheduling process in part 1225 of this subchapter;
(5)
Distinguish records from nonrecord materials and comply with the provisions in Subchapter B concerning records scheduling and disposition;
(6)
Include procedures to ensure that departing officials and employees do not remove Federal records from agency custody and remove nonrecord materials only in accordance with § 1222.18 ;
(7)
Define the special recordkeeping responsibilities of program managers, information technology staff, systems administrators, and the general recordkeeping responsibilities of all agency employees.
(b)
Agencies must provide the training described in § 1220.34(f) of this subchapter and inform all employees that they are responsible and accountable for keeping accurate and complete records of their activities.