This Administration is driving transformational change to modernize Government, including
moving to electronic government, through multiple complementary channels. In March 2018, the
President's Management Agenda (PMA) established an overarching vision to improve mission
delivery, customer service, and accountable stewardship on behalf of the American public. The
PMA established 14 Cross-Agency Priority (CAP) Goals and recognized that powerful
transformation would occur at the intersection of multiple goals, citing the move to an
electronic-or "paperless"-government as a primary example that touches multiple goals.
In addition, in June 2018, the Administration's Delivering Government Solutions in the 2 l81 Century: Reform Plan and Reorganization Recommendations included a proposal to transition Federal agencies' business processes and recordkeeping to a fully electronic environment, and end the National Archives and Records Administration's (NARA) acceptance of paper records by December 31, 2022. This memorandum specifically describes the steps the Government will take to meet the NARA goal.
The Federal Government spends hundreds of millions of taxpayer dollars and thousands of hours annually to create, use, and store Federal records in analog (paper and other non-electronic) formats. Maintaining large volumes of analog records requires dedicated resources, management attention, and security investments that should be applied to more effectively managing electronic records. The processes that create analog records increase burden on citizens by requiring them to conduct business with the Government in person or by mail, rather than online, and trap valuable Federal data in paper records where it can only be extracted manually and at great expense.
Agencies are encouraged to consider cost-effective opportunities to transition related business processes to an electronic environment in support of the PMA and Reform Plan. This memorandum specifically focuses on records management, and directs Federal agencies to transition recordkeeping to a fully electronic environment that complies with all records management laws and regulations.
This memorandum directs all Federal agencies to:
All Federal agencies (CFO Act and non-CFO Act) must meet the following targets in order to begin the transition to a fully electronic government.
By December 31, 2019, all permanent electronic records in Federal agencies will be managed electronically to the fullest extent possible for eventual transfer and accessioning by NARA in an electronic format. Federal agencies have been required to manage all (permanent and temporary) email records in an electronic format since 2016 and are expected to continue to do so.
By December 31, 2022, all permanent records in Federal agencies will be managed electronically to the fullest extent possible for eventual transfer and accessioning by NARA in an electronic format. This does not apply to permanent records accessioned into NARA or transferred for storage into Federal Records Centers before December 31, 2022. After December 31, 2022, all agencies will transfer permanent records to NARA in electronic formats and with appropriate metadata, in accordance with NARA regulations and transfer guidance, except where an agency has been granted an exception under procedures to be developed by NARA under paragraph 2.2, below.
By December 31, 2022, all temporary records in Federal agencies will be managed electronically
to the fullest extent possible. Agencies that receive an exception under paragraph 2.2 may
continue to produce and store records in analog formats, but inactive records eligible for transfer
after December 31, 2022 must be stored in commercial storage facilities. This does not apply to
temporary records that are transferred for temporary storage into Federal Records Centers before
December 31, 2022.
By December 31, 2022, all agencies must close agency-operated records storage facilities and transfer inactive, temporary records to Federal Records Centers or commercial records storage facilities. Temporary, analog records that become eligible for transfer after December 31, 2022 must be transferred to commercial storage facilities that meet NARA records storage requirements.
Agencies must continue the following practices to ensure agency records are appropriately
retained, stored, and transferred according to their disposition schedules.
NARA and OPM will take steps to assist all agencies in transitioning to fully electronic records management.
By September 30, 2020, NARA will issue updated regulations and guidance to provide clear
standards for fully electronic recordkeeping, including electronic records storage, formats, and
metadata, as well as transfer guidance. NARA will provide modernized processes to efficiently
schedule, transfer, and accession permanent, electronic records through fully electronic
NARA will issue updated regulations and clear policies that permit agencies to digitize records created in analog formats and, where appropriate, dispose of analog originals.
In addition, NARA will establish a process to issue exceptions to the provisions of this memorandum where replacing analog records with electronic systems would be burdensome to the public, the cost would exceed the benefit, or otherwise should not be replaced for some other reason, including statutory, regulatory, or policy barriers.
By December 31, 2020, OPM will issue updated position classification standards for the archivist, archives technician, and records and information management job series to include electronic records tasks, assignments, and responsibilities.
After December 31, 2022, NARA will no longer accept new transfers of permanent or temporary
analog records to the fullest extent possible. NARA will continue to store and service all analog
records transferred to a Federal Records Center by that date until their scheduled disposition
date. Once those records reach their disposition date, NARA will accept the permanent records
into the National Archives in their original (analog) format and will appropriately dispose of the
Beginning January I, 2023, all other legal transfers of permanent records must be in electronic format, to the fullest extent possible, regardless of whether the records were originally created in electronic formats. After that date, agencies will be required to digitize permanent records in analog formats before transfer to NARA. Digitization and transfer must be made in accordance with NARA regulations and transfer guidance, including metadata requirements.
EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 20503
June 28, 2019 - M-19-21