id_6209.11-2016-1
Page 1 of 5
FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
Interim Directive No.: id_6209.11-2016-1
Effective Date: January 14, 2016
Duration: This interim directive expires on July 14, 2017.
Approved: ROBERT VELASCO, II
Associate Deputy Chief
Date Approved: 01/13/2016
Posting Instructions: Interim directives are numbered consecutively by Handbook number
and calendar year. Post by document at the end of the chapter. Retain this transmittal as the first
page(s) of this document. The last interim directive was id_6209.11-2015-2 to chapter 30.
New Document
id_6209.11-2016-1
5 Pages
Superseded Document(s)
(Interim Directive Number
and Effective Date)
id_6209.11-2015-1, dated 3/19/2015
4 Pages
Digest:
43 - Updates authorization for official electronic unstructured records at specified Forest Service
offices and finalized correspondence within the Mercury System.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 01/14/2016
DURATION: 07/14/2017
id_6209.11-2016-1
Page 2 of 5
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
Table of Contents
43 - AUTHORIZATION FOR ELECTRONIC RETENTION OF OFFICIAL AGENCY
RECORDS............................................................................................................ 3
43.01 - Authority ..................................................................................................................... 3
43.02 - Policy .......................................................................................................................... 3
43.05 - Definitions .................................................................................................................. 3
43.1 - Records Management Controls ........................................................................................ 3
43.2 - Unstructured Records ....................................................................................................... 4
43.2a - Unit and Program Authorizations ............................................................................... 4
43.2b - Mercury Correspondence Management System ......................................................... 4
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 01/14/2016
DURATION: 07/14/2017
id_6209.11-2016-1
Page 3 of 5
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
43 - AUTHORIZATION FOR ELECTRONIC RETENTION OF OFFICIAL AGENCY
RECORDS
43.01 - Authority
Agency authority for the retention of official Agency records in an electronic environment is
found in FSM 6230.1, Authority; specifically in items 8, 13, and 14.
43.02 - Policy
Agency policy for the retention of official Agency records in an electronic environment is found
in FSM 6230.3, Policy; items 5, 11, and 12.
43.05 - Definitions
Unstructured data: Unstructured data is a generic label for describing any corporate
information that is not in a database. Unstructured data can be textual or non-textual.
Textual unstructured data is generated in media like email messages, PowerPoint
presentations, word documents, spreadsheets, collaboration software and instant
messages. Non-textual unstructured data is generated in media like JPEG images, MP3
audio files and Flash video files.
43.1 - Records Management Controls
Recordkeeping functionality may be built into an electronic information system or records can be
transferred to an electronic recordkeeping repository that meets Federal requirements
(FSM 6230.1, items 13 and 14). The following functionalities are necessary for electronic
recordkeeping: ability to declare, capture, and organize records, maintain records security,
manage access and retrieval, preserve, and execute disposition.
The Forest Service is implementing a DoD-5015.2STD-certified product to manage Agency
official records in an electronic environment. Implementation across the Agency will be
systematic and employ adaptive management principles to ensure compliance with the
requirements of 36 CFR §1236.
After the Washington Office, Office of Regulatory and Management Services (ORMS) eRecords
Team has validated that a system/office has met the requirements of 36 CFR §1236, the
authorization to manage and maintain official records electronically will be issued in
FSH 6209.11, chapter 40.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 01/14/2016
DURATION: 07/14/2017
id_6209.11-2016-1
Page 4 of 5
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
43.2 - Unstructured Records
As electronic unstructured records are authorized within the Forest Service, the Agency shall
maintain electronic versions of unstructured records according to 36 CFR §1236, FSM 6230, and
FSH 6209.11 for the entire record lifecycle. Per existing law and policy, transfers of permanent
records to the National Archives and Records Administration (NARA) will be in accordance
with the applicable NARA standards in place at the time of transfer.
43.2a - Unit and Program Authorizations
All Forest Service offices are to retain official records in hardcopy until authorization for
electronic records is issued in FSH 6209.11, Chapter 40. At this time, only the following Forest
Service Offices and staffs are authorized to retain official agency records electronically. This
authorization applies only to unstructured electronic records retained within the official file
repository.
1. Washington, DC metro commuting area (excluding International Forestry),
2. All Forest Service Human Resource Management staffs,
3. All Washington Office, Acquisition Management (AQM) staffs, including
Washington Office, AQM detached offices,
4. All Washington Office, Chief Finance Office (CFO) staffs, including Albuquerque
Service Center-Budget and Finance (ASC-B&F), and
5. ORMS employees stationed outside the Washington, DC commuting area.
43.2b - Mercury Correspondence Management System
The final signed copy of correspondence and all accompanying materials that make up a
complete record must be retained and maintained as an official record within the Mercury
correspondence system.
For letters signed in hardcopy: The letter must be scanned and uploaded into the Mercury
system using Optical Character Recognition software, if possible, to ensure the scanned
electronic document can be read by assistive technology.
In addition to the official record copy retained within the Mercury system, a second copy of
signed correspondence and the associated documents (including attachments and a copy of the
Mercury work package properties page) must be retained outside of the Mercury system in
program or project files as designated by FSH 6209.11, chapter 40, section 42, 1000-7000 series.
The work package properties page includes the package history and comments.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 01/14/2016
DURATION: 07/14/2017
id_6209.11-2016-1
Page 5 of 5
FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
The retention period for the official records retained in the Mercury system is pending approval
by the National Archives and Records Administration (NARA). Finalized records retained in the
Mercury system cannot be deleted until retention is approved by NARA and direction issued in
FSH 6209.11, chapter 40.
The legacy reference data imported into the Mercury system from the Lotus Notes
Correspondence Database will be retained until January 1, 2020. The data will be deleted from
the Mercury system on January 2, 2020.