In an age where information flows endlessly through a proliferating number of digital platforms and systems, records management in federal government agencies is growing increasingly complex. Records are no longer confined to traditional documents; they now encompass a blend of media, data, and metadata. From emails and instant messaging to video conferencing and project management software, collaboration tools have become indispensable in the workplace. Simultaneously, the rise of social media has transformed how agencies engage with the public, disseminate information, and conduct outreach.
However, this diversity of formats, combined with the sheer volume of information generated, has strained agencies’ records management capabilities. To help federal agencies navigate this intricate landscape, the U.S. National Archives and Records Administration (NARA) has released updated guidance and recommendations on managing records generated by business collaboration tools and social media.
Navigating Collaboration Tools
Collaboration tools, such as Zoom, Slack, and Google Workspace, have revolutionized how agencies work together. These tools facilitate real-time communication, document sharing, and project management. In its new bulletin, NARA encourages agencies to adopt a systematic approach to managing records within collaboration tools. Rather than relying on ad-hoc practices, agencies are urged to establish clear records management procedures from the outset. NARA provides a set of questions to consider when implementing collaboration tools like:
- What constitutes a record within these tools?
- How should records be classified or categorized?
- What retention policies should be applied?
- How will records be captured and stored?
- Are there metadata requirements for records within these tools?
A Q&A section in the guidance further clarifies what records management teams need to be thinking about, offering practical insights for agencies navigating the complexity of collaboration tools.
Mastering Social Media Records
Social media is not merely a tool for public outreach; it has become a dynamic platform for information dissemination and interaction. Federal agencies engage with citizens, share news, and participate in conversations across various social media platforms. That said, NARA’s recently published assessment of about a dozen agencies’ use of social media has revealed the need for a more structured approach to managing information created on these platforms. To address this, NARA has crafted a dozen recommendations for best practices in social media records management. These recommendations revolve around the core principle of clarifying how social media is used internally and establishing clear definitions and classifications for the records generated.
This assessment from NARA is likely a precursor to forthcoming formal requirements. “We expect that we will be issuing some follow-up guidance that will include some requirements for agencies, which will reflect what we already have in NARA regulations to sort of extend those guidelines to the specifics of social media management,” says Laurence Brewer, the chief records officer for NARA.
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