NARA serves as the lead federal agency for SNAC (Social Networks and Archival Context)

October 31, 2017 will mark the end of the Social Networks and Archival Context (SNAC) pilot phase; an endeavor funded by a grant from the Andrew W. Mellon Foundation. Since receiving the grant in August 2015, SNAC has moved forward in its goal of establishing a sustainable, community-driven and -supported cooperative for sharing descriptive archival data; archival data housed in search system which forefront the identities and stories of millions of creators of archives, special libraries and museum holdings.

As the pilot end date approached, there was still work to be done, so the cooperative leadership officially requested an extension, and Mellon granted an additional three months. It’s also important to know that SNAC was invited to apply for a second pilot phase with funding from November 2017 through October 2019. The grant proposal for the next pilot phase is pending the award grant from the Mellon Foundation at this time. The cooperative leadership and membership are excited about the prospect of SNAC’s future development.

SNAC’s user interface mosaic tumbler

NARA’s official involvement in SNAC started in 2012 when Archives staff accepted an advisory role in SNAC as the project morphed from a research and development venture into an effort to launch a new cooperative of archives data sharing. Presently, two staff from NARA’s Office of Innovation, Jerry Simmons and Dina Herbert, represent the agency as External Agency Liaisons to the SNAC cooperative. They coordinate all of NARA’s efforts for SNAC work, including active participation in the planning and development of SNAC’s governance and administration along with the seventeen partner institutions. NARA, as the Federal lead institution, forms one third of the SNAC operations effort, working closely with representatives from the University of Virginia’s Institute for Advanced Technology in the Humanities and the California Digital Library.

From the beginning of the pilot phase in August 2015, NARA’s representatives were actively involved in SNAC’s user interface system development through consultation and software testing. Currently, NARA’s SNAC Liaison team responds to requests to test newly developed system functions, ensuring all necessary user requirements are met. Additionally, we work closely with the leadership of the SNAC Communications and SNAC Editorial and Standards Policy working groups in order to coordinate efforts and share responsibility for communicating all aspects of SNAC activity to the cooperative partnership, and to be a responsive voice to policy issues surrounding descriptive standards and use policies implemented in SNAC.

Sample SNAC record with links to archival collection descriptions

In keeping with NARA’s dedication to social media, NARA’s SNAC Liaisons are engaged in a robust Twitter project to bring exposure to SNAC’s rich content of descriptive data. Regular tweets with anniversary-focused themes have been well received in the early months of the effort. And, in keeping with the cooperative spirit, NARA SNAC Liaisons are actively teaming with social media experts from partner institutions to promote SNAC and to demonstrate its power to connect records creators with shared relationships and common life stories. Among these efforts is a special project to demonstrate the relationships between polar explorers, their personal and professional connections, their affiliations with polar expeditions, and the locations of their personal papers and artifacts.

Admiral Robert E. Peary’s SNAC record demonstrating his relationship (with a link) with ship captain and polar navigator Bob Bartlett.

In its primary role, NARA has taken the lead in development and execution of SNAC’s formal training program called the SNACSchool. Both of NARA’s SNAC Liaisons are active members of the SNACSchool Working Group along with SNAC partners from other SNAC partner institutions including Barbara Aikens, Smithsonian’s Archive of American Art; Alan Mark, George Washington University Library; Melanie Yolles, New York Public Library; and Glen Wiley, University of Miami Library. The working group formed in late 2016 with the primary mission of developing a formal training program for SNAC. The current curriculum includes modules covering basic archival authority control, searching the SNAC database, and creating and editing data in SNAC.

Training module for creating and editing SNAC records

Next week, SNACSchool will make its debut at the Millar Library on the campus of Portland State University during the Society of American Archivists (SAA) annual meeting. SNACSchool instructors will host a group of new SNAC users for a live classroom event, and another group participating remotely from several locations across the country. SNACSchool’s future will involve in-person events at large conferences such as SAA, however, a great deal of energy is now dedicated to developing a training schedule via remote events, while developing a highly flexible, self-paced learning platform for the cooperative’s future.

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Information Security Oversight Office Annual Report to the President

The Information Security Oversight Office (ISOO), established in 1978, is responsible to the President for overseeing the Government-wide security classification program, and receives policy and program guidance from the National Security Council. ISOO has been part of the National Archives since 1995.

Today, ISOO released online its Report to the President for Fiscal Year (FY) 2016. This annual report includes information on government agencies’ security classification activities and costs, and provides an update on the implementation of the Controlled Unclassified Information (CUI) program. This annual report was mandated by Executive Order 13526, Classified National Security Information.

FY 2016 report highlights include:

Classification Activity:

  • A 27 percent decrease in original classification activity, for a 2016 total of 39,240 decisions.
  • A 5 percent increase in derivative classification action, up to 55,206,368 decisions.

Declassification Activity:

  • Under automatic, systematic, and discretionary declassification review, agencies reviewed 102,172,703 pages and declassified 43,943,600 pages of historically valuable records. This was a 17 percent increase in the number of pages reviewed and 19 percent increase in the number of pages declassified.
  • Agencies reviewed 248,413 pages under mandatory declassification review and declassified 117,453 pages in their entirety, declassified 92,678 pages in part, and retained classification of 38,282 pages in full.

Controlled Unclassified Information (CUI) background and implementation:

ISOO published the CUI Federal regulation (32 CFR part 2002) in the Federal Register on September 14, 2016. This regulation promotes the protection of CUI, appropriate information sharing, and consistent safeguarding and dissemination practices.

ISOO helps agencies implement the CUI program by conducting formal appraisals of existing agency practices, consulting with executive branch agencies and supporting elements (i.e., component agencies and non-Federal entities) on strategies and practices related to implementation, and raising awareness of key CUI program elements, timelines, and requirements through briefings, training sessions, and panel discussions.

Industrial Security:

The National Industrial Security Program Policy Advisory Committee (NISPPAC) established an Insider Threat working group to facilitate information sharing within security agencies on insider threat programs. ISOO Director Mark Bradley chairs this Committee and appoints its members.

ISOO is updating the Directive on Safeguarding Classified National Security Information (32 CFR part 2004).

As ISOO begins their next reporting cycle, Director Mark Bradley states that, “ISOO will focus on improving our methodology in data collection and will begin planning and developing new measures for future reporting that more accurately reflect the activities of agencies managing classified and sensitive information.”

Read the full Annual report, including an archive of previous annual reports, on the ISOO website: https://www.archives.gov/isoo/reports

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Discovering the “Sussex Declaration”

Only two parchment manuscripts of the Declaration of Independence dating back to the 18th century are known in the world. One is held by the National Archives and displayed to the public in the National Archives Rotunda in Washington, DC. The other was recently discovered in Chichester, England, by two Harvard University historians, who recently spoke about their discovery at the National Archives in the public program, “Discovering the Sussex Declaration”:

Danielle Allen, Director of the Edmond J. Safra Center for Ethics at Harvard University and colleague Emily Sneff, Research Manager for the Declaration Resources Project identified a second parchment manuscript of the Declaration of Independence in Chichester, England. Allen and Sneff came across the “Sussex Declaration,” as it has come to be known, in August 2015, while conducting online research of the digitized records collection of the United Kingdom National Archives for Harvard’s Declaration Resource Project. This previously unknown manuscript, dating from the 1780s, is written in the hand of a single clerk.

The Declaration Resource Project set out to build a database of all known editions of the Declaration of Independence as an informative and educational resource about the Declaration. The original Declaration of Independence, also known as “The Matlack Declaration” scribed by Timothy Matlack, is preserved and displayed at the National Archives Rotunda.

Mary Lynn Ritzenthaler and Catherine Nicholson, former conservators at the National Archives, were consulted by Allen and Sneff and provided advice for the authentication of the Sussex Declaration. When the National Archives Rotunda in Washington, DC was renovated in 2001, Ritzenthaler and Nicholson had the opportunity to remove the Charters of Freedom (the Declaration of Independence, the Constitution, and the Bill of Rights) from their earlier encasements to perform examinations and conservation treatments. Their hands are the last to have touched the Declaration of Independence.

The Sussex Declaration is currently housed where it was discovered at the West Sussex Record Office in Chichester, England. Officials there are working to ensure its proper preservation and care now that they know the valuable item within their possession.

Read more about Sneff and Allen’s discovery and the Declaration Resource Project: https://www.archives.gov/news/topics/sussex-declaration

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Searching for Amelia

On July 2, 1937, famed aviatrix Amelia Earhart went missing during an attempt at a round-the-world flight along with her navigator, Fred Noonan. Following the report of her disappearance, U.S. Navy and Coast Guard vessels, including the aircraft carrier USS Lexington, assisted in search operations. These efforts are detailed in the “U.S. Navy Report of the Search for Amelia Earhart, July 2-18, 1937″.

While the details around Amelia Earhart’s disappearance remain a mystery, researchers recently found this photograph within the holdings of the National Archives which they believe shows Amelia Earhart and Fred Noonan alive on a dock in the Marshall Islands after their disappearance over the Pacific Ocean.

PL-Marshall Islands, Jaluit Atoll, Jaluit Island. ONI #14381. Jaluit Harbor. National Archives Identifier 68141661

There is much to learn about Amelia Earhart in the resources and records held at the National Archives. For example, a search in our Catalog reveals photographs of Earhart, documents related to the search of her missing aircraft, as well as a letter she wrote to President Franklin D. Roosevelt before her flight, asking for help coordinating with the Navy to refuel her plane in air over Midway Island. You can also learn more about the radio log of the last communications with Earhart on our Text Message blog.

View more National Archives resources related to Amelia Earhart on archives.gov.

While we may never know the complete story of what happened to Amelia Earhart during her fateful flight 80 years ago, this photograph is just one example of the many fascinating finds uncovered by researchers at the National Archives on a regular basis. Among the billions of records held at the National Archives, there is always something new to discover. What will you uncover in your research?

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Tweet the Declaration of Independence

The National Archives is proud to partner with Slate to co-host the #TinyDeclaration contest on Twitter. Slate originated the contest in 2010. This year, we are inviting the public (that means you!) to try to capture the essence of the Declaration of Independence in 140 characters or less, and tweet it out, using the hashtag: #TinyDeclaration.

The contest starts at noon on Monday June 26, and ends at noon on Thursday, June 29th. I will be judging the contest, along with the Editor-in-Chief of Slate, Julia Turner, and author Brad Meltzer. Finalists will be announced Friday on Slate.com.

The winner will receive some fun Founding Fathers swag from the National Archives Foundation: a July 4 t-shirt, a mug, a dapper pair of socks with images of George Washington, and of course, a copy of the Declaration of Independence. You can check out the swag and more at our shop.

July 4th Tweet the Declaration contest prize

Come on down to the National Archives on the 4th, where I will read the winning tweet aloud during our Fourth of July ceremony. Will you be the winner?

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Improving Customer Experience with Digital Personas

Keeping the customer’s needs front and center is important when developing new digital tools. We recently developed a set of user personas as part of our work to establish a more robust—and data informed—understanding of the individuals that engage digitally with the National Archives (NARA).

User personas are fictional, but realistic representations of key audience segments that are grounded in research and data. We recently applied customer data from a variety of sources including website analytics and online surveys to inform the creation of eight personas that represent our digital customers: Researchers, Veterans, Genealogists, Educators, History Enthusiasts, Curious Nerds, Museum Visitors, and Government Stakeholders. These personas not only help us capture knowledge about our customers and their needs and preferences, but also help NARA staff empathize with the individuals who use our services. User personas are often used by designers and developers to place the customer’s perspectives and needs at the center of the digital design and development process.

When conducting research to develop the individual personas, we took an analytical approach using data from our web and social media analytics, our online customer satisfaction survey, and incoming emails from customers. Additionally, we interviewed NARA staff that often interact with the user types we were trying to understand, in order to get their insight and feedback.

While fictional, these personas represent our major user groups and help us keep their needs and expectations at the forefront of our decision making. Each persona consists of two pages: the first page provides a snapshot of the user’s demographics and a quote to help bring the persona to life, while the second page provides user stories that help us to better understand how this audience interacts with NARA and why.

For example, as shown on the first page of our Genealogist persona, Mildred Mapleton, we can understand what digital platforms she uses and features she likes, how tech savvy she is, and what websites and search words she uses to find what she’s looking for:

Mildred, like all of our user personas, is not an actual person, but a realistic representation of one of NARA’s key audience segments. Her character is based on research and backed by evidence. Although the data gives us a good outline of who she is, the specifics you see here that make Mildred feel like a real, well-rounded person are semi-fictional and shaped by educated assumptions.

The second page of each persona provides user stories that describe who the user is, what they want, and why. They are written in the format: “As a <type of person>, I want <some goal> so that <some reason>.”

As shown on the second page of our Veteran persona, Victor Williams, we know that as a veteran who has submitted a request for records, Victor wants to easily determine the status so he knows how long he will have to wait to receive the paperwork. Each persona has multiple user stories associated with it to help NARA think about the various ways in which key audience segments interact with us digitally:

These representations of our customers are based on quantitative data (e.g., metrics about web pages viewed, social media use) and qualitative user research (e.g., online surveys). It is very important to remember that a persona is a composite representation of the prevalent qualities of an audience segment and will not exactly match a specific person or comprehensively describe the full diversity of a group.

These personas will be used to improve NARA’s customers’ digital experience. The ultimate goal is that every time a project with a digital component is discussed at NARA, these personas will be used to inform decision making. By identifying the personas that we work with most often and referring to them when thinking about new and better ways to serve them, we can work to better inform and prioritize our work and better understand customer interactions across all of our digital properties.

Learn more and meet the complete list of digital personas on archives.gov.

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JFK 100 Centennial Celebration

This year marks the 100th anniversary of the birth of President John F. Kennedy. In commemoration of this centennial, the John F. Kennedy Presidential Library and Museum will be hosting a series of events and activities throughout the year.

JFK 100: Milestones & Mementos is the newest exhibition at the John F. Kennedy Presidential Library and Museum, opening on Friday, May 26 at 11:00 am. This exhibition chronicles historic milestones in the President’s career and administration, as well as the events of his personal and family life. Discover all of the JFK100 events and activities during the centennial celebration: learn more about the legacy of JFK, explore and contribute to the “Where in the World is JFK?” interactive map, find an event near you, and see how the National Archives is celebrating throughout the year.

Join us today for #JFK100 Social Media Day! Throughout the day, the National Archives will join other archives, museums, and cultural organizations to celebrate the 100th anniversary of John F. Kennedy’s birth.

Learn about the life, Presidency, and legacy of JFK through social media activities hosted by the GLAM (Galleries, Libraries, Archives, Museums) community. Experts will be on hand to talk about the impact of President Kennedy, First Lady Jacqueline Kennedy, and the Kennedy White House. Whether your interests are in science and innovation, arts and culture, public service, civil rights, or peace and diplomacy, there will be so much for you to explore!

Explore the full schedule of events and activities.

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Celebrating Public Service Recognition Week

Today we celebrated Public Service Recognition Week with our annual 2017 Archivist’s Achievement Awards Program. Since 1985, the first week of May has been set aside to honor the men and women who serve our nation as Federal, state, county, and local government employees. The Archivist’s Awards Ceremony provides the opportunity to thank all staff for their passion and dedication to serving the mission of the National Archives and the American people.

Because the good work of this agency takes place in all our facilities across the nation, we sent NARA executives to Valmeyer, Lee’s Summit, Denver, San Francisco, Fort Worth, Seattle, as well as the Carter and Nixon Presidential Libraries and the Ford Presidential Museum so they could congratulate Archivist’s Award winners in person.

Just about every day I receive comments praising the work of NARA staff, so this year we gave our customers a chance to directly sing their praises. Throughout the ceremony, we featured videos of researchers and customers thanking our staff and sharing how they benefit from the work that we do.

The Archivist’s Awards Ceremony is important to me. This event honors the remarkable work that happens at this agency every single day. And it gives me the opportunity to highlight some of our staff’s amazing accomplishments.

NARA staff disposed of a LOT of temporary records; expedited requests for World War II military service verifications; declassified and released 113,000 pages of withheld records; transferred the electronic Presidential records of the Obama administration; planned and executed the Obama Presidential Library temporary site; cut the aging rate of records at Archives II by 45 percent; ensured the protection and repair of records after a fire incident; and closed the 10 oldest FOIA requests. And these are just a few examples!

This year, we had 66 nominations for awards. Today, we recognized our colleagues who gave their time and talents to make the National Archives a great place to work. We recognized colleagues who went above and beyond expectations and succeeded in ways not intended. View all of the award winners in the 2017 Archivist’s Achievement Awards Program.

I also took a moment to remember our six colleagues who passed away this past year: Kahlil Chism, Terryll Lumpkin, Joseph Doucette, Jerry H. Griffith, Marilyn Redman, and Cathryn Westfeldt. We acknowledge their lasting contributions to the work of the National Archives.

Congratulations to this year’s recipients. And I thank you each of you who protect, release, move, store, process, dispose, transfer, declassify, exhibit, digitize, and promote our records and support our staff in all that they do.

It takes every one of us working together as a team in pursuit of NARA’s mission to successfully provide access to Federal records. Especially in times of budgetary uncertainty, it is important to remind ourselves of the importance of our mission. Democracy depends upon the work that we do.

Thank you for your service.

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An Update on FOIA Improvement

The Office of Government Information Services (OGIS) in the National Archives drives improvements to the federal government’s Freedom of Information Act (FOIA) process by serving as a neutral party to help resolve disputes between FOIA requesters and agencies, and also by reviewing and identifying strategies to improve agency FOIA compliance. By carrying out these dual missions, OGIS is uniquely situated to understand FOIA issues from the perspective of agencies and requesters and make recommendations to improve the FOIA process for all of the stakeholders  As I blogged about last summer, the FOIA Improvement Act of 2016 further strengthened and solidified the office’s role as the FOIA Ombudsman.

Since October 1, 2016, OGIS has been contacted by customers for assistance with FOIA requests more than 2,500 times.  These requests for assistance range from simple questions about how the FOIA process works to complex matters involving information that an agency is withholding. Over the same time period, OGIS has also issued targeted recommendations to strengthen the FOIA programs at the Department of Homeland Security’s Immigrations and Customs Enforcement and the Privacy Office, which has Department-wide responsibility for setting FOIA policy.

Office of Government Information Services Sunshine Week Program. David S. Ferriero, Archivist of the United States (right), and Dr. Carla Hayden, Librarian of Congress, answer questions at a dialogue about access to the nation’s treasures at the National Archives in Washington, D.C., on 3/13/17. NARA photo by Jess Deibert.

OGIS’s dispute resolution and compliance programs are supported and influenced by robust outreach efforts that ensure the office is constantly learning more about our customer’s views and issues with the FOIA process. I recently had the pleasure of helping to kick off a series of OGIS events in the William G. McGowan Theater that reflect the office’s engagement of the community and special role in the FOIA process.

The morning of April 20, 2017, I gave opening remarks at OGIS’s first annual Open Meeting. The purpose of the meeting is to allow the public to comment on the office’s reviews and reports. After an informational presentation on OGIS’s recent work given by the office’s Director, Alina M. Semo, several members of the public made comments on the office’s work. The comments made during the session covered diverse topics such as the link between the National Archives’ ongoing work to improve agencies’ management of electronic records—especially email—to a good FOIA process, and the increase in demand for OGIS’s dispute resolution services. In addition to posting video of the event and a transcript, OGIS is also posting the written comments they receive. If you have any feedback for the office, please direct your comments to ogis@nara.gov.

After the public comment period for the Open Meeting ended and a short break, we reconvened so that I could greet the audience for the quarterly meeting of the FOIA Advisory Committee.  I authorized the creation of the FOIA Advisory Committee by signing its initial two-year Charter on May 20, 2014, and renewed the Committee for an additional two-year term on July 21, 2016. The Committee brings together an equal mix of FOIA expertise from inside and outside of government to address FOIA’s greatest challenges. OGIS’s Director, Alina M. Semo, serves as the Committee’s Chair and OGIS staff provides the Committee with administrative support.

During its current term, the FOIA Advisory Committee has chosen to focus on three issues that reflect how technology has changed significantly the way government operates and the public’s expectations for access. Confronting these issues and developing consensus solutions is critical for the long-term health of the government’s FOIA process. The three issues are:

  • Search – In order to release records that are responsive to a FOIA request, agencies must first be able to find them; this task is complicated by the growth in the number of electronic records agencies produce each year. The Search Subcommittee is evaluating how agencies search for records, and what practices are the most effective.
  • Proactive Disclosure and Accessibility – The Proactive Disclosures and Accessibility Subcommittee is investigating strategies for reducing pressure on the FOIA system by releasing agency records in advance of a request. This Subcommittee is also looking at steps FOIA programs need to take to ensure records are accessible to people with disabilities.
  • Efficiencies and Resources – The Efficiencies and Resources Subcommittee is researching strategies agencies can use to make the best use of their FOIA program’s resources.

The subcommittees provide updates and discuss their work at the quarterly meetings. These meetings have also proven to be great opportunities to hear from guest speakers about particular areas of interest; during the April 20th meeting, a guest speaker from the Department of Justice spoke about the use of high-powered e-discovery tools in the FOIA process. The speaker, Doug Hibbard, shared some great insights into how these tools can improve the efficiency and efficacy of an agency’s search for responsive records. These presentations help inform the Committee’s understanding of the issues. As the current term of the FOIA Advisory Committee approaches the one-year mark, I am looking forward to hearing more about their findings, and reviewing their recommendations.

If you are interested in learning more about OGIS’s role in improving the FOIA process, I encourage you to check their regularly-updated blog, The FOIA Ombudsman. You can also keep up with their work and the latest news from the FOIA Advisory Committee by following @FOIA_Ombuds on Twitter.

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Senior Agency Officials for Records Management

The National Archives recently hosted a meeting of Senior Agency Officials for Records Management (SAORM) and agency records officers from across the federal government. This meeting covered progress and plans for modernizing Federal recordkeeping and implementing strategic records management mandates and priorities.

I was pleased to greet so many Senior Agency Officials for Records Management here at the National Archives. For many, this was their first meeting in the new Presidential Administration.

These senior officials have direct responsibility for ensuring their department or agency efficiently and appropriately complies with all applicable records management statutes, regulations, NARA policy, and the requirements of the Managing Government Records Directive.

Under the direction of Laurence Brewer, Chief Records Officer of the United States, our Office of the Chief Records Officer does great work every day engaging with the SAORM community and ensuring that all SAORMs, especially those newly appointed, are briefed and ready to step into their critical roles in ensuring records and information are managed appropriately across the Federal government. The Office of the Chief Records Officer also completes important work collecting and analyzing the SAORM and agency reports on records management. It’s one of the ways we understand how much progress has been made in improving records management in agencies and how far we have to go.

Federal agencies and officials must remain aware of the laws, regulations, and guidance governing how records and information are identified and managed in compliance with the Federal Records Act. Managing government records is essential not only to ensure agency activities are documented in order to meet legal requirements, but also to preserve our history for future generations. Properly executed, records management increases the efficiency and effectiveness of every government activity by ensuring that federal employees can find what they need, when they need it.

SAORMs bear a special responsibility for ensuring their agencies meet these obligations. In particular, we rely on agency SAORMs to ensure that the political appointees and agency heads are properly informed of their records management responsibilities. We want all agencies to be successful in meeting these responsibilities, and to help drive the change needed to modernize recordkeeping in the Government as envisioned in the 2012 Managing Government Records Directive. To achieve this goal, records management must be a critical component of every agency’s overall information governance strategy.

At this meeting, I shared this brief video with our SAORMs describing the records management responsibilities political appointees should be aware of when entering, working in, and leaving Federal Service:

We are pleased to have such an engaged community of Senior Agency Officials for Records Management continuing to improve records management across the federal government. I thank all the SAORMs for their attendance and for their consideration of how they can be advocates for records management in their respective agencies to elevate its profile and importance.

For additional guidance, please consult the following resources:

Documenting Your Public Service: https://www.archives.gov/records-mgmt/publications/documenting-your-public-service.html

Records Management Guidance for Political Appointees: https://www.archives.gov/files/records-mgmt/publications/rm-for-political-appointees.pdf

Records Express blog: https://records-express.blogs.archives.gov/2016/11/16/records-management-guidance-for-the-presidential-transition/

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