https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN42921-PPM_CIO-035-000-WEB-1.pdf
DEPARTMENT OF THE ARMY
CHIEF INFORMATION OFFICER
107 ARMY PENTAGON
WASHINGTON DC 20310-0107
ISES-GOV-RM-035
ISES-RMZ (25-1i) 12 December 2024
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Managing and Protecting Army Records within Army 365 and Collaboration
Platforms
1. References. See enclosure.
2. Purpose. Establish records management policy within Army 365 and Collaboration
Platforms for the Army.
3. Background.
a. Records are the foundation in building public trust by documenting Army’s
activities, history, accountability, and transparency of the Army’s mission.
b. It is imperative that records management principles and privacy protections are
ingrained in all Army business processes, initiatives, and modernization efforts.
4. Policy.
a. The Army must ensure—
(1) All records created and maintained are authentic and accurate.
(2) That we do not compromise or lose valuable records or data.
(3) Records remain for the length of their authorized retention period or longer if
required for litigation purposes.
b. Records management capabilities must be included within Army 365 and other
collaboration platforms (e.g., Google Workspace), including the ability to apply records
schedules to all records contained within those collaboration platforms.
(1) All records will be covered by a records schedule approved by the National
Archives and Records Administration (NARA) either General Records Schedule or Army
Records Schedule.
ISES-RMZ (25-1i)
SUBJECT: Managing and Protecting Army Records within A365 and Collaboration
Platforms
(2) U.S. Army Cyber Command (ARCYBER) must apply compliance features
within Army 365 to meet statutory requirements for managing and protection of records
and continue working to incorporate all applicable records schedules for automatic
disposition. ARCYBER will provide overall management of emails, Teams chat,
OneDrive and SharePoint online utilizing the standards set below. Organizations and
individual users will adhere to instructions specifically addressed to them.
c. Required and expected actions when utilizing Army 365 and collaboration
platforms:
(1) Email management (Enterprise).
(a) All email accounts of Senior Officials designated as Capstone officials will be
captured and journaled by position in accordance with General Records Schedule
(GRS) 6.1, Email and other Electronic Messages Managed under Capstone Approach,
item 010. These emails will be maintained for 15 years and then transferred to the
NARA for permanent retention/preservation after the Capstone Official has retired or left
the organization. The transfer of all Capstone emails will be done at the Component
level with coordination between Army Records Management Directorate (ARMD),
ARCYBER and NARA.
(b) Non-Capstone users’ emails will be maintained for 7 years and then
automatically deleted/destroyed within the platform, utilizing GRS 6.1, Email and other
Electronic Messages Managed under Capstone Approach, item 011. Users are
responsible for identifying organizational records within their emails and moving such
records to the appropriate records area for retention. Emails identified as a record will
be saved as or printed to a Portable Document Format (PDF), moved to the designated
records area and managed according to disposition instructions set by a General
Records Schedule or Army Records Schedule.
(c) Non-Person Entities (organizational/group) mailboxes will be managed
according to its mission function. Records Management Officials and Group owners will
ensure mailboxes and accounts are being maintained in accordance with NARA
approved records schedules. Users are responsible for identifying organizational
records within emails and moving such records to the designated records area for
retention.
(d) All emails in individual or non-person entities mailboxes containing Personally
Identifiable Information or Protected Health Information (PII/PHI) must be encrypted.
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ISES-RMZ (25-1i)
SUBJECT: Managing and Protecting Army Records within A365 and Collaboration
Platforms
(2) Microsoft (MS) Teams.
(a) Chat messages will be managed according to the appropriate General
Records Schedule or Army Records Schedule by the initiator of the chat message.
(b) Conversation messages will be managed according to the appropriate
General Records Schedule or Army Records schedule.
(c) Documents within a Teams Channel that are determined to be federal records
must be moved to the organizations’ SharePoint Online designated records area and
filed accordingly. Documents maintained within MS Teams identified as a non-record
copy will only be maintained for 3 years then automatically destroyed/deleted within the
application.
(d) Documents containing PII/PHI within Teams chat messages or channels are
not authorized to be shared across the organization (all Army 365 users). Owners of an
access-controlled Teams channel containing records with PII/PHI must establish the
private settings and permissions access for individuals with a need-to-know.
(3) OneDrive. OneDrive provides each user a location for storing both personal
papers and information related to the conduct of official agency business. For
information in the second category, users are responsible for moving such information
from their OneDrive to their organization’s collaborative space, which includes
SharePoint or MS Teams, within one week of its creation to ensure business continuity.
(4) SharePoint Online.
(a) Records maintained within non-teams SharePoint sites should be maintained
within a designated area. Headquarters, Department of the Army Principal Offices and
Commands will identify and utilize a designated records area in which finalized records
are protected from editing or accidental deletion and available for electronic discovery
for litigation purposes. All users are responsible for ensuring records (i.e., documents,
recordings) are placed in the designated records area and not stored/maintained within
MS Teams and OneDrive.
(b) Records containing PII/PHI require additional privacy safeguards to prevent
loss of control, unauthorize disclosure, compromise, and unauthorized acquisition.
5. Procedures. See DA Pam 25-403 (Army Guide to Recordkeeping) and AR 25-22
(The Army Privacy and Civil Liberties Program) for Army-specific records management
and privacy compliance procedures and/or please contact your local Records
Management Official or Privacy and Civil Liberties Officer.
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ISES-RMZ (25-1i)
SUBJECT: Managing and Protecting Army Records within A365 and Collaboration
Platforms
6. Review. ARMD will review this memorandum annually for potential changes to
policy.
7. Duration. This policy remains in effect until rescinded, superseded, or included into
AR 25-400-2 (Army Records Management Program).
8. Points of contact:
a. CIO Policy Inbox: usarmy.pentagon.hqda-cio.mbx.policy-inbox@army.mil.
b. ARMD: Ms. Joyce Luton, ARMD Director at phone (703) 473-0613 and email
joyce.luton2.civ@army.mil.
Encl LEONEL T. GARCIGA
Chief Information Officer
DISTRIBUTION:
Principal Officials of Headquarters, Department of the Army
Commander
U.S. Army Forces Command
U.S. Army Training and Doctrine Command
U.S. Army Materiel Command
U.S. Army Futures Command
U.S. Army Pacific
U.S. Army Europe and Africa
U.S. Army Central
U.S. Army North
U.S. Army South
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 Corps of Engineers
U.S. Army Military District of Washington
U.S. Army Test and Evaluation Command
U.S. Army Human Resources Command
(CONT)
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ISES-RMZ (25-1i)
SUBJECT: Managing and Protecting Army Records within A365 and Collaboration
Platforms
DISTRIBUTION: (CONT)
U.S. Army Corrections Command
U.S. Army Recruiting Command
Superintendent, U.S. Military Academy
Commandant, U.S. Army War College
Director, U.S. Army Civilian Human Resources Agency
Executive Director, Military Postal Service Agency
Director, U.S. Army Criminal Investigation Division
Director, Civilian Protection Center of Excellence
Director, U.S. Army Joint Counter-Small Unmanned Aircraft Systems Office
Superintendent, Arlington National Cemetery
Director, U.S. Army Acquisition Support Center
CF:
Principal Cyber Advisor
Director of Enterprise Management
Director, Office of Analytics Integration
Commander, Eighth Army
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REFERENCES
a. 36 CFR, Chapter XII, Subchapter B, Records Management (Available at
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B)
b. Office of the Chief Records Officer, NARA Records Management Inspection Report
(Department of Defense: Department of the Army Records Management Program),
September 2023. (Available at https://www.archives.gov/records-mgmt/resources/rm-
inspections)
c. DoDI 5015.02 (DoD Records Management Program).
(Available at
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/501502p.pdf)
d. DoD 5400.11-R (Department of Defense Privacy Program) (Available at
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011r.pdf)
c. DoDM 5400.11 (DoD Privacy and Civil Liberties Programs: Breach Preparedness and
Response Plan) (Available at
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011v2.PDF?ver
=QkXrRtXehlXdei86b5E96Q%3d%3d)
d. DoDI 5015.02 (DoD Records Management Program).
(Available at
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/501502p.pdf)
e. DoDM 8180.01 (Information Technology Planning for Electronic Records
Management). (Available at
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/818001m.PDF?ver
=XpSBW-oiSiVObMHkwOxbzQ%3d%3d)
f. AR 25-1 (Army Information Technology). (Available at
https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1004709)
g. AR 25-400-2 (Army Records Management Program). (Available at
https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1021513)
h. DA PAM 25-403 (Army Guide to Recordkeeping). (Available at
https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1025985)
Enclosure