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IRS regulations require emails that are “federal records” to be stored in separate, permanent system
Hotair ^ | 06/17/2014 | AllahPundit

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 1.10.3.2.3. 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 Department’s current email policy requires emails and attachments that meet the definition of a federal record be added to the organization’s 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 1.15.6.6. 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 1.15.6.6.2 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:

irs

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?


TOPICS: Crime/Corruption; Government; News/Current Events
KEYWORDS: email; gettherope; impeachnow; irs; loislerner; teaparty

1 posted on 06/17/2014 2:40:49 PM PDT by SeekAndFind
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To: SeekAndFind

They are lying b/c those emails lead right to the white hut and its occupant!


2 posted on 06/17/2014 2:42:33 PM PDT by seeker41 (take your country back by whatever means necessary & remove the son of a kenyan mooslimb)
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To: seeker41

I’m tellin’ ya...the next excuse is going to be that “The Cloud” was struck by lightning!


3 posted on 06/17/2014 2:46:17 PM PDT by ButThreeLeftsDo (Learn To Search. Ask Me How.)
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To: SeekAndFind

When they lose all of our tax returns ... I’ll buy their BS explanation about the emails.


4 posted on 06/17/2014 2:46:45 PM PDT by RIghtwardHo
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To: SeekAndFind

Why would an agency that emphasizes redundancy in record-keeping rely on a process this half-assed?


5 posted on 06/17/2014 2:48:32 PM PDT by don-o (He will not share His glory and He will NOT be mocked! Blessed be the name of the Lord forever!)
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To: SeekAndFind

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”


6 posted on 06/17/2014 2:50:14 PM PDT by catfish1957 (Face it!!!! The government in DC is full of treasonous bastards)
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To: SeekAndFind

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


7 posted on 06/17/2014 2:51:14 PM PDT by rdcbn
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To: SeekAndFind
The Treasury Department’s current email policy requires emails and attachments that meet the definition of a federal record be added to the organization’s 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.

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.

8 posted on 06/17/2014 2:51:38 PM PDT by Billthedrill
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To: SeekAndFind

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.


9 posted on 06/17/2014 2:54:50 PM PDT by randita
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To: SeekAndFind
Wake up and smell the Shiite Dhimmi!!! You ain't in Kansas or the USA anymore!
10 posted on 06/17/2014 2:56:08 PM PDT by ExSES (the "bottom-line")
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To: SeekAndFind

The IRS service dogs ate the emails.


11 posted on 06/17/2014 2:56:33 PM PDT by House Atreides (ELL)
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To: SeekAndFind

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.


12 posted on 06/17/2014 2:56:48 PM PDT by randita
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To: don-o

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.


13 posted on 06/17/2014 2:57:22 PM PDT by Monorprise
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To: SeekAndFind

>>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


14 posted on 06/17/2014 2:57:36 PM PDT by NTHockey (Rules of engagement #1: Take no prisoners. And to the NSA trolls, FU)
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Subpoena the vendors and integrators that charged the taxpayers millions for a failed system.


15 posted on 06/17/2014 2:57:47 PM PDT by Gene Eric (Don't be a statist!)
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To: SeekAndFind

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.


16 posted on 06/17/2014 3:02:32 PM PDT by FreeInWV (Have you had enough change yet?)
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To: ButThreeLeftsDo

rotflmao!!!


17 posted on 06/17/2014 3:05:05 PM PDT by seeker41 (take your country back by whatever means necessary & remove the son of a kenyan mooslimb)
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To: SeekAndFind
Network servers use multiple Hard Drives and spread out the data across them in a algorithm called RAID.
They also can restore the data if one or more drives fail.
Info about this can be found.
http://www.serverwatch.com/tutorials/article.php/3618421/Understanding-RAID.htm
18 posted on 06/17/2014 3:06:57 PM PDT by Falcon4.0
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To: SeekAndFind

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!!!


19 posted on 06/17/2014 3:16:14 PM PDT by Don Corleone ("Oil the gun..eat the cannoli. Take it to the Mattress.")
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To: SeekAndFind

So, yet another law is being broken-what is the GOP going to do about it except huff and puff?


20 posted on 06/17/2014 3:23:17 PM PDT by fortheDeclaration (Pr 14:34 Righteousness exalteth a nation:but sin is a reproach to any people)
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To: ButThreeLeftsDo

The HARP program erased my servers and a dingo ate my email.


21 posted on 06/17/2014 3:28:52 PM PDT by TurboZamboni (Those who make peaceful revolution impossible will make violent revolution inevitable.-JFK)
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To: Falcon4.0

Odds are, they are using EMC storage arrays which get backed up to big StorageTek tape libraries nightly. Then they are mandated to store extra copies of the tapes offsite. Nothing was lost. Its still there. Probably on an LTO5 tape in Kearneysville, WV or at Iron Mountain in PA.

Someone should demand an ACA audit of their disaster recovery procedures. And while we’re at it, copies of their tape logs. And chain of custody records for the tapes. It wouldn’t take long to pull up the tape catalog, retrieve the tapes and restore them for everyone to see. A day maybe.


22 posted on 06/17/2014 3:29:39 PM PDT by FreeInWV (Have you had enough change yet?)
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To: catfish1957

That procedures described do not appear to meet the requirements prescribed by federal law. It isn’t even a close call.


23 posted on 06/17/2014 3:30:08 PM PDT by savedbygrace (But God!)
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To: SeekAndFind

Subpoena all copies printed or stored on an electronic recordkeeping system.

Subpoena all emails from the White House, Treasury, Department of Justice, FEC, or Democrat offices to Lerner, her assistants, staff, associates, underlings, etc.


24 posted on 06/17/2014 3:33:13 PM PDT by Ray76 (True change requires true change - A Second Party ...or else it's more of the same...)
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To: seeker41

You got it!!


25 posted on 06/17/2014 3:33:23 PM PDT by Sacajaweau
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To: FreeInWV

Or we could just ask the NSA. Lol! They save years worth of emails!


26 posted on 06/17/2014 3:35:08 PM PDT by FreeInWV (Have you had enough change yet?)
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To: FreeInWV

The emails are not lost. They are being withheld. Every time we acknowledge the premise that they are lost, we allow the perpetrators to define a false narrative which allows them to continue withholding the emails.


27 posted on 06/17/2014 3:54:28 PM PDT by webheart (We are all pretty much living in a fiction.)
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To: randita
Storage is relatively cheap these days - probably less than paper and print costs. A terabyte drive would hold a lot of email - assign everyone in an office a partition and when it's full, move on to another. Store in secured area. Done.

Not particularly elegant, but it would work.

That being said, I can't believe that the IRS does not have a more robust policy on retention of records.

28 posted on 06/17/2014 4:50:20 PM PDT by Mygirlsmom (Tea: A beverage best served cold. With RINO meat.)
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To: Billthedrill

I am getting the feeling that the targeting was discussed “off record” and not via official email channels.


29 posted on 06/17/2014 4:51:50 PM PDT by Mygirlsmom (Tea: A beverage best served cold. With RINO meat.)
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To: Mygirlsmom
I am getting the feeling that the targeting was discussed “off record” and not via official email channels.

Entirely possible, although they were pretty brazen in their written communications to the organizations involved. Nevertheless, the absence of information on that sort of thing is nearly as damning as open targeting. If they were denying organizations tax status with no written records, that's bad in itself.

30 posted on 06/17/2014 4:55:44 PM PDT by Billthedrill
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To: Billthedrill

The guy that set the password moved to Brazil!


31 posted on 06/17/2014 5:12:55 PM PDT by bicyclerepair (The zombies here elected alcee hastings. TERM LIMITS ... TERM LIMITS)
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