Skip to comments.IRS regulations require emails that are “federal records” to be stored in separate, permanent system
Posted on 06/17/2014 2:40:49 PM PDT by SeekAndFind
A little something extra on The Mysterious Case of Lois Lerner’s Hard Drive. There seem to be two different IRS regs governing e-mails. The Daily Caller already flagged one of them, “Emails as Possible Federal Records,” section 22.214.171.124.3. Subsection 3 states in part:
If you create or receive email messages during the course of your daily work, you are responsible for ensuring that you manage them properly. The Treasury Departments current email policy requires emails and attachments that meet the definition of a federal record be added to the organizations files by printing them (including the essential transmission data) and filing them with related paper records. If transmission and receipt data are not printed by the email system, annotate the paper copy.
If your e-mail’s a federal record, you’re supposed to print it and add it to the file. What’s a “federal record”? The same section defines it, and does so broadly: Any e-mail “created or received in the transaction of agency business” qualifies, which means, in theory, any message sent or received by Lois Lerner about scrutinizing tea-party groups should have been printed by her at some point and the hard copy sent for storage in the relevant file. Think she bothered to do that?
But wait. Morgen Richmond tweeted to me that there’s another section of IRS regulations that’s relevant, “Standards for Managing Electronic Mail Records,” section 126.96.36.199. Why this section is necessary when the one above already makes clear that “federal records” must be printed, I’m not sure. Here’s the key bit, though:
IRS offices will not store the official recordkeeping copy of e-mail messages that are federal records ONLY on the electronic mail system, unless the system has all of the features of an electronic recordkeeping system, some of which are specified in paragraph 2 above. If the electronic mail system is not designed to be a recordkeeping system, ask an E-Mail/System Administrator to instruct you on how to copy the information from the electronic mail system to a recordkeeping system or produce a hard copy for recordkeeping purposes.
IRS offices that maintain their e-mail records electronically will move or copy them to a separate electronic recordkeeping system unless their system has the features specified in IRM 188.8.131.52.2 above. Backup tapes are not to be used for recordkeeping purposes.
The boldface there actually appears in the regs themselves, apparently to stress that e-mails that qualify as “federal records” must be copied and preserved in a separate system. The fear, obviously, is that if the only copy is the e-mail itself, it might end up being deleted (accidentally or deliberately). In order to preserve it permanently, an extra copy needs to be made and sent to the permanent digital record repository. How that squares with the regs about printing a hard copy, I’m not sure. Do you print a copy, send that to the file, and send an electronic copy to the digital records file, or does doing one or the other suffice? It’s unclear, but what is clear is that, according to the agency’s own regulations, it’s important to make sure that business e-mails are preserved somewhere outside the normal e-mail channels.
Which brings us to this passage from the letter the IRS sent to Congress last week about why they lost Lerner’s e-mails. Read pages 2-3. Money quote:
Why would an agency that emphasizes redundancy in record-keeping rely on a process this half-assed? Not only is there no automatic permanent storage of all e-mail, the simple act of archiving a message would remove it from the IRS’s system entirely, including the “back-up system” that preserves messages for six months before deleting them. That’s a ridiculously decentralized system for an age when storage is cheaper than it’s ever been. In fact, the former IRS IT expert whom Bryan Preston interviewed claimed that the IRS has plenty of “back-up tapes” that could be used to preserve e-mails for much longer than six months if need be. What you’ve got here, in other words, is an agency stressing record-keeping in its own regulations and then doing everything it can to undermine that redundancy, first by trusting employees to diligently file “federal records” that might incriminate them and then allowing them to remove evidence from the system altogether, which naturally led to a spate of mysterious “computer crashes” in this case. It’s goofy. But it sure came in handy, didn’t it?
Exit question: Where are the hard copies of the e-mails that Lerner and her colleagues were required to print of their official communications?
They are lying b/c those emails lead right to the white hut and its occupant!
I’m tellin’ ya...the next excuse is going to be that “The Cloud” was struck by lightning!
When they lose all of our tax returns ... I’ll buy their BS explanation about the emails.
You know, maybe some IRS IT folks need to be subpoenaed and prosecuted too. Bet they would sing to high heaven before taking one for “Losin’ Lois”
The emails that are missing do not constitute government business subject to record keeping.
Any correspondence regarding Criminal violations of IRS and Hatch Act regulations and abuse of official IRS and DOJ power to punish political opponents and obstruct justice simply cant qualify as normal government business subject to record keeping regulations.
That has to be obvious to anyone
And who gets audited and who gets denied is very definitely within the definition of "federal record". We have moved from "oopsie, oh, I guess the evidence is all gone!" to "evidence tampering and obstruction of justice". Book 'em.
90,000 employees?!?!? There’s the problem right there. Cut that work force by about 75%, then there’d be plenty of money to handle email storage.
The IRS service dogs ate the emails.
And how much money does it cost to print and store all the email correspondence generated by 90,000 employees?
I’m sure it’s well over 10 million dollars.
They didn’t they just deleted the evidence of their crime so that they wouldn’t have to face justice, and so that it wouldn’t lead back to their Boss Obama.
It’s time the IRS be subjected to its own rules, Guilty until proven innocent.
>>Exit question: Where are the hard copies of the e-mails that Lerner and her colleagues were required to print of their official communications?<<
Probably in the same lake where all the boating accidents occurred./s
Subpoena the vendors and integrators that charged the taxpayers millions for a failed system.
Federal agencies such as the FBI run enterprise email systems. That is the government standard. Prior to that, they ran site email and the messages were stored on each site’s email server. Typically an MS Exchange server. The implementation date of enterprise email might be in question. All agencies did it at different dates. The Army mandated it over a year ago. Other agencies were before that. But backups of all email servers are mandated and diligently maintained as required by federal code.
Any agency that has records that would be subject to legal scrutiny are required to store and archive them. Some are just saved off to magnetic tape as part of a nightly backup and put in a safe, Iron Mountain or wherever. Other more important ones are stored in a Records Management (RM) systems like Documentum which makes them easily searchable. It also makes it easy to maintain their retention dates. Quite often, they are stored offsite at one of the government’s Federal Records Centers. Records Management is one of the government’s essential duties. Lots of money, staff and resources are dedicated to it. They have disaster recovery plans and must pass regular audits ensuring that they can recover lost data. I previously worked on an RM project. It is incomprehensible that an agency like the IRS, who maintains financial info & investigative records and must be able to produce them for audits and court proceedings does not have the ability to recover email.
Its all a lie.
This is an excellent example of what the administration thinks of the population. As far as they are concerned all are easily fooled dolts to be told anything. It will be believed and accrue to the greater glory of fearless leader and his Marxist muslim friends. Dog ate my homework...Barbra Streisand!!!
So, yet another law is being broken-what is the GOP going to do about it except huff and puff?