Guidance for Managing Documents for Political Appointees and High-Ranking Government Officials

In the realm of federal service, it's crucial to understand the importance and management of federal records. These records serve as a testament to the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government.

When engaging in work-related communication using personal or nonofficial messaging accounts, the Federal Records Act mandates that you include your official account on the "cc" line of any message you send, or forward a complete copy to your official account within 20 days. This rule ensures that all work-related communications are properly documented and accessible.

Keeping Records Organised

It's essential to keep agency business out of personal systems and accounts when entering federal service. Federal records can be created in various formats, including emails, chats, texts, presentations, office documents, photographs, calendars, and other electronic files. To maintain order, these records must be retained or disposed of according to applicable records schedules and agency policies.

Leaving Federal Service

When leaving federal service, you have specific recordkeeping responsibilities. Be aware that federal records are government property, and you should not take them with you. However, you may be able to take copies of federal records as long as they do not contain classified or sensitive information and are completely releasable to the public.

Social media accounts created or used for official agency business must stay under the control of the agency. This includes accounts used by employees to communicate with the public on behalf of the agency, which may become the property of the agency, and their contents are considered federal records. Agencies should manage their web records and social media records according to federal records management policy during transitions.

Records of Political Appointees

Political appointees may have unique records that must be appropriately identified and captured, such as email or electronic messaging records, records of any internal and external advisory boards, committees, or councils, and reports to Congress and/or the President, speeches, testimonies, or major correspondence.

Legal and Security Guidelines

Official agency social media management must comply with legal and security guidelines to prevent unauthorized recruitment and misinformation, ensure data protection, and maintain the democratic constitutional order. This includes coordination with security authorities and restrictions on sharing sensitive information to avoid risks such as foreign espionage or sabotage.

Awareness and Training

Be aware that there is no expectation of privacy in agency systems or accounts. It's also important to complete exit briefings on records management with records management staff, IT liaisons, or general counsel to ensure a smooth transition.

The National Archives and Records Administration (NARA) provides guidance to agencies on how to manage their social media records in NARA Bulletin 2014-02. Agencies should be aware that a social media provider could discontinue their service or delete information from an agency's account. Additionally, agencies may stop using a social media platform at any time. In either situation, the agency is not relieved of its records management and preservation obligations.

In summary, managing federal records is a crucial aspect of federal service. By following these guidelines, federal employees can ensure that their records are properly documented, organised, and preserved, and that their successors have access to the information they need.