Good afternoon George.  Good to see you last week.
 
I would look at GRS 24, Item 6:
 
User Identification, Profiles, Authorizations, and Password Files, EXCLUDING records relating to electronic signatures.

 
a.  Systems requiring special accountability, e.g., those containing information that may be needed for audit or investigative purposes and those that contain classified records.
 
Destroy/delete inactive file 6 years after user account is terminated or password is altered, or when no longer needed for investigative or security purposes, whichever is later. (N1-GRS-03-1 item 6a)
 
b.  Routine systems, i.e., those not covered by item 6a.
See GRS 20, item 1c. (N1-GRS-03-1 item 6b)
 
GRS 20, Item 1. Files/Records Relating to the Creation, Use, and Maintenance of Computer Systems, Applications, or Electronic Records.
 
c. Electronic files and hard copy printouts created to monitor system usage, including, but not limited to, log-in files, password files, audit trail files, system usage files, and cost-back files used to assess charges for system use. 
 
Delete/destroy when the agency determines they are no longer needed for administrative, legal, audit, or other operational purposes. (N1-GRS-95-2 item 1c)
 
Tod Chernikoff, CRM, CIP
Silver Spring MD
[log in to unmask]
www.twitter.com/tchernik
 
 

Date: Wed, 13 Jun 2012 11:50:05 -0400
From: [log in to unmask]
Subject: [RM] Retention of Email Account Provisioning Records
To: [log in to unmask]
 
Folks,
 
 The federal agency that I support is taking their Email to the Cloud. One of the questions that has come up in the records management area is the retention of Email account provisioning records. Does anyone know if there is a requirement to retain a record of the fact that a person had an Email account at a federal agency (or any other organization) after the account is deprovisioned? For example, does an agency need to be able to say in 2015 that a person did or did not have an Email account in 2010?
 
Regards,
 
George D. Darnell, CRM
Records Management Contractor, USG
703-850-2132
 		 	   		  
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