https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN31021-ARMY_DIR_2020-12-000-WEB-1.pdf
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Army Directive 2020-12 (Department of Defense Enterprise Email
Trusted Agents)
1. References. For applicable references, see enclosure 1.
2. Purpose. This directive assigns responsibilities and prescribes procedures for the
search of journaled Non-classified Internet Protocol Router Network (NIPRNET)
Department of Defense Enterprise Email (DEE).
3. Applicability. This directive applies to the Regular Army, Army National Guard/Army
National Guard of the United States, and U.S. Army Reserve.
4. Policy.
a. The Chief Information Officer (CIO) is designated as the single Army Appointing
Official for DEE Trusted Agents (TAs) to search journaled NIPRNET DEE. The CIO
will—
(1) Appoint two primary TAs and two alternate TAs to conduct searches of NIPR
journaled email for each nominating activity, following procedures prescribed in
enclosure 2. Trusted agents will be, at minimum, in the grade of CPT/GS-12. A
nominating official may nominate a CW3 if the nominating official certifies that the
CW3 candidate possesses sufficient skills and experience to serve as a TA for the
requesting activity. The appointing authority may be delegated to a military or civilian
employee within the CIO organization or direct reporting unit at a minimum grade of
COL/GS-15. Each activity may request CIO approval to increase or decrease its
number of TAs based on workload. The following activities are responsible for
nominating TAs to conduct searches, as needed, for the purposes indicated:
(a) Office of the Administrative Assistant to the Secretary of the Army—Freedom
of Information Act (FOIA) requests, Privacy Act requests, records management, and
purposes not assigned to another Army activity
(b) Office of the Deputy Chief of Staff, G-2—counterintelligence investigations
(c) Office of the Provost Marshal General and Criminal Investigation
Command—criminal investigations
S E C R E T A R Y O F T H E A R M Y
W A S H I N G T O N
SUBJECT: Army Directive 2020-12 (Department of Defense Enterprise Email
Trusted Agents)
2
(d) U.S. Army Legal Services Agency—litigation, including reasonably
anticipated litigation and litigation to which the Army is not a party, and eDiscovery
(2) When appropriate, appoint TAs at any other Army activity.
(3) Revoke appointments of TAs found to have committed misconduct.
b. Nominating officials from the activities listed in paragraph 4a(1) of this directive
will take the following action:
(1) Follow procedures promulgated by the CIO to nominate TAs.
(2) In coordination with the Defense Information Systems Agency and the CIO,
revoke system access of TAs found to have committed misconduct.
c. In addition to procedures and guidance provided by the CIO, TAs and activities
requesting searches for NIPR journaled email will refer to Defense Information Systems
Agency guidance described in enclosure 3. This guidance will be provided by the Army
Appointing Official.
d. If a search yields relevant documents, TAs will notify, via email, the personnel
whose accounts were searched, except in cases of counterintelligence investigations,
criminal investigations, litigation, and eDiscovery.
5. Proponent. The Army CIO is the proponent for this policy and will incorporate the
relevant provisions of this directive into Army Regulation 25–1 within 2 years of the date
of this directive.
6. Duration. This directive will be rescinded on publication of the revised regulation.
Encls Ryan D. McCarthy
DISTRIBUTION:
Principal Officials of Headquarters, Department of the Army
Commander
U.S. Army Forces Command
U.S. Army Training and Doctrine Command
(CONT)
SUBJECT: Army Directive 2020-12 (Department of Defense Enterprise Email
Trusted Agents)
3
DISTRIBUTION: (CONT)
U.S. Army Materiel Command
U.S. Army Futures Command
U.S. Army Pacific
U.S. Army Europe
U.S. Army Central
U.S. Army North
U.S. Army South
U.S. Army Africa/Southern European Task Force
U.S. Army Special Operations Command
Military Surface Deployment and Distribution Command
U.S. Army Space and Missile Defense Command/Army Strategic Command
U.S. Army Cyber Command
U.S. Army Medical Command
U.S. Army Intelligence and Security Command
U.S. Army Criminal Investigation Command
U.S. Army Corps of Engineers
U.S. Army Military District of Washington
U.S. Army Test and Evaluation Command
U.S. Army Human Resources Command
Superintendent, U.S. Military Academy
Director, U.S. Army Acquisition Support Center
Superintendent, Arlington National Cemetery
Commandant, U.S. Army War College
Director, U.S. Army Civilian Human Resources Agency
CF:
Director of Business Transformation
Commander, Eighth Army
Enclosure 1
REFERENCES
a. Defense Information Systems Agency (DISA), (DISA Office of the General
Counsel’s Department of Defense Enterprise Email (DEE) Search Guide), 6 July 2018
(or latest version)
b. DISA, DoD Enterprise Email (DEE) memorandum (Appointing Mission Partner
Trusted Agents for Journaled/NIPR Email Searches), 19 March 2019
c. DISA (Department of Defense Enterprise Email (DEE) Tactics, Techniques, and
Procedures: Requesting & Conducting a Legal Search and Hold of DEE Email),
version 1.5.1, 19 March 2019 (or latest version)
d. Army Regulation (AR) 25–1 (Army Information Technology), 15 July 2019
e. AR 25–400–2 (The Army Records Information Management System (ARIMS)),
2 October 2007
f. AR 27–40 (Litigation), 19 September 1994
g. AR 380–67 (Personnel Security Program), 24 January 2014
h. Army General Orders 2020–01 (Assignment of Functions and Responsibilities Within
Headquarters, Department of the Army), 6 March 2020
i. Administrative Assistant to the Secretary of the Army memorandum (Records
Management and Email Use: Guidance for Senior Leaders), 8 March 2018
j. Chief Information Officer/G-6 memorandum (Enterprise Email Journaling),
11 November 2013
Enclosure 2
PROCEDURES TO NOMINATE AND APPOINT ARMY TRUSTED AGENTS
TO SEARCH NIPR JOURNALED EMAILS
1. Background. Beginning 1 January 2020, the Army must appoint Trusted
Agents (TAs) to access Army NIPR journaled email accounts.
2. Applicability. These procedures apply to the Chief Information Officer (CIO); Office
of the Administrative Assistant to the Secretary of the Army; U.S. Army Legal Services
Agency (USALSA); Office of the Provost Marshal General (OPMG); Criminal
Investigation Command (CIDC); Deputy Chief of Staff, G-2; and activities identified in
the future as requiring TAs.
3. Nomination procedure.
a. Effective immediately, principal officials (or those designated by the principal
official) of activities identified in paragraph 4 of Army Directive 2020-12 (Department
of Defense Enterprise Email Trusted Agents) will submit nominations of 2 primary and
2 alternate TAs by forwarding nominations to the Army Appointing Official for DEE TAs
at usarmy.pentagon.hqda-cio-g-6.mbx.policy-inbox@mail.mil.
b. Nominations must include:
(1) two fully completed DD 2875 forms (System Authorization Access Request)
signed by the nominee and the nominating official
(2) an unsigned, but otherwise complete, appointment memorandum (A sample
memorandum is included in this enclosure.)
(Note: For additional guidance, see Defense Information Systems Agency (Department
of Defense Enterprise Email (DEE) Tactics, Techniques, and Procedures: Requesting &
Conducting a Legal Search and Hold of DEE Email), version 1.5.1, 19 March 2019
(or latest version).
c. TAs must be military or civilian employees with a minimum grade of CPT or
GS-12. Nominees in the grade of CW3 will be considered if the nominating official
certifies that the CW3 candidate possesses sufficient skills and experience to serve as a
TA for the requesting activity. Supervisors may assign a military or civilian employee of
lower rank/grade who demonstrates sufficient maturity and ability. TAs must be
trustworthy and meet the following requirements:
(1) Comply with applicable laws, regulations, and policies for the release of
official information, including the protection of privileged information, personally
identifiable information, and other sensitive information.
(2) Successfully complete, within 30 days of appointment, the Records
Management Training Course and Privacy Act Training in the Army Learning
2
Management System and provide certificates of completion of the training to the
Appointing Official.
(3) Possess, at minimum, a favorable National Agency Check with Inquiries. In
cases of data spillage, a TA must have clearance equal to the highest classification of
data in the NIPR journaled DEE account.
(4) Have, in the judgement of the nominating official, sufficient computer skills
and knowledge of the nominating activity’s responsibilities that would require TAs to
access Army NIPR journaled email accounts.
4. Appointment procedure. If requirements are met, the appointing official will approve
the appointment in a signed memorandum sent via email to both the nominator and
nominee. (A sample memorandum is included in this enclosure.)
5. Appointment revocation procedure. TAs are subject to appropriate disciplinary
action for breaches of TA responsibilities under applicable laws and regulations.
Should revocation of an appointment be necessary, the nominating official will submit
to the Defense Information Systems Agency, as soon as practicable, two signed
DD Forms 2875 (one for Out-of-Band Network and one for CommVault Console),
copying the Appointing Official, to deactivate TA access to NIPR journaled emails.
Revocation occurs when a TA resigns, retires, changes duties, changes position, or
otherwise should no longer have TA access. The TA’s access to the search request
“email address” will also be revoked.
6. Recertification. Every 2 years, the nominating official will recertify to the appointing
official, via email, that the TA still meets the requirements to serve in that capacity.
7. Sample appointment memorandum. To appoint a trusted agent, use the
memorandum template that follows.
DEPARTMENT OF THE ARMY
OFFICE OF THE SECRETARY OF THE ARMY
107 ARMY PENTAGON
WASHINGTON DC 20310-0107
Office, Chief Information Officer
SAIS-ZA [Date]
MEMORANDUM FOR [Trusted Agent], [Activity] [Office Symbol], [Address]
SUBJECT: Appointment of Trusted Agent
1. Effective [Day Month Year], [Appointee], [Appointee Position], [Appointee
Organization], [Appointee Phone], [Appointee Email], is appointed as an Army
Trusted Agent (TA) to search NIPR journaled emails.
2. Authority: Army Directive 2020-12 (Department of Defense Enterprise Email
Trusted Agents).
3. As a Trusted Agent, you may be subject to appropriate disciplinary actions for
breaches of your TA responsibilities pursuant to applicable laws and regulations. You
must meet these requirements:
a. Comply with applicable laws, regulations, and policies for the release of official
information, including the protection of privileged information, personally identifiable
information, and other sensitive information.
b. Possess a valid security clearance.
c. Complete the Records Management Training Course and Privacy Act Training in
the Army Learning Management System within 30 days of appointment.
d. Follow procedures described in these references:
(1) Defense Information Systems Agency (Office of the General Counsel’s
Department of Defense Enterprise Email (DEE) Search Guide), 6 July 2018
(or latest version)
(2) Defense Information Systems Agency (Department of Defense Enterprise
Email (DEE) Tactics, Techniques, and Procedures: Requesting & Conducting a Legal
Search and Hold of DEE Email), version 1.5.1, 19 March 2019 (or latest version)
SUBJECT: Appointment of Trusted Agent
[page #]
(3) Army Directive 2020-12 (Department of Defense Enterprise Email Trusted
Agents), 14 October 2020
e. Maintain logs of all requests received or processed. Logs must record each
request by unique tracking number. Logs will include date and time of access, name(s)
of any user accounts identified to be searched, the query search terms, the office
initiating the search (“requesting activity”), the official submitting the access request,
and the type of access request (such as criminal investigation, counterintelligence,
administrative investigation, litigation, FOIA, or Privacy Act). The logs will be subject to
review and inspection at any time by designated officials.
4. Period: until cancelled.
5. Cancellation. I retain the authority to cancel or withdraw this appointment at any
time. The appointment is cancelled by your resignation, retirement, change of duties, or
change of position.
[Signature Block of
CIO or Designated
Appointing Official]
Enclosure 3
PROCEDURES FOR REQUESTING SEARCHES OF NIPR JOURNALED EMAILS
AND RECORDKEEPING REQUIREMENTS
1. References.
a. Defense Information Systems Agency (DISA), (DISA Office of the General
Counsel’s Department of Defense Enterprise Email (DEE) Search Guide), 6 July 2018
b. DISA, (Department of Defense Enterprise Email (DEE) Tactics, Techniques,
and Procedures: Requesting & Conducting a Legal Search and Hold of DEE Email),
version 1.5.1, 19 March 2019
2. Search initiation procedure. The search request process begins when a requesting
activity identifies a need to access NIPR journaled email accounts hosted and stored
electronically on the DEE or receives a request from another organization or person for
a search of a NIPR journaled email account. For detailed guidance, see references 1a
and 1b.
3. Legal review and approval. All Army individuals and activities requesting a search of
NIPR journaled email are responsible for obtaining the legal reviews or approvals
required by their command.
4. Search requests. See reference 1a for details on documentation required for search
requests. Failure to include such documentation will delay processing. Send search
requests, including all required documentation, to the following email addresses:
a. Office of the Administrative Assistant. Email search requests under the purview
of the Office of the Administrative Assistant to the Secretary of the Army (Freedom of
Information Act, Privacy Act, records management, and any other purpose not assigned
to another Army activity) to usarmy.pentagon.hqda-cio-g-6.mbx.NIPR-Journaled-DEE-
Search-FOIA@mail.mil. Emails must be encrypted and digitally signed.
b. Deputy Chief of Staff, G-2 (DCS, G-2). Email search requests under the purview
of DCS, G-2 (counterintelligence investigations) to usarmy.pentagon.hqda-cio-g-
6.mbx.NIPR-Journaled-DEE-Search-CIA@mail.mil. Emails must be encrypted and
digitally signed.
c. Office of the Provost Marshal General (OPMG) and Criminal Investigation
Command (CIDC). Email search requests under the purview of OPMG and CIDC
(criminal investigations) to usarmy.pentagon.hqda-cio-g-6.mbx.NIPR-Journaled-DEE-
Search-Inv@mail.mil. Emails must be encrypted and digitally signed.
d. United States Army Legal Services Agency (USALSA). Email search
requests under the purview of USALSA (litigation, including reasonably anticipated
litigation and litigation to which the Army is not a party, and eDiscovery) to
2
usarmy.pentagon.hqda-cio-g-6.mbx.NIPR-Journaled-DEE-Search-Lit@mail.mil. Emails
must be encrypted and digitally signed.
5. NIPR journaled email search recordkeeping requirements. Trusted Agents will
provide the following information in the Army Records Information Management System:
a. Title: Trusted Agent—access and disclosure request files
b. Description: appointed individuals authorized to search senior Army officials’
emails captured and maintained for case files created in response to requests for
information, such as eDiscovery, Freedom of Information Act, Privacy Act, Mandatory
Declassification Review, and similar access programs
c. Disposition: KE6—event is after appointment revocation. Keep in Central Filing
Area until no longer needed for conducting official business, then retire/upload to the
Army Electronic Archive (AEA). The AEA will destroy 6 years after event occurs.
Request for longer retention may be authorized by the United States Army Records
Management and Declassification Agency if required to conduct official business.
d. Disposition Authority: GRS 4.2—item 20 (DAA-GRS2016-00020001).