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repository. This ensures NARA complies with its records management obligations without end-
users taking action.
The Records Management part of the NARA Email Management System is implemented
through the ZL Technologies Unified Archive RMA. The application manages all aspects of
record declaration, categorization, and disposition.
Through the RMA, NARA’s Email Management System also offers end users an optional way to
mark email as records and categorize them into a file plan. You can quickly and easily mark
records from your Google Gmail mailbox. You can also mark legal holds, add metadata, search
for records that you filed, move records within the file plan, and update records in ZL UA from
your browser.
1.3 E-Discovery
The NARA Email Management System (inclusive of Gmail and ZL UA) delivers comprehensive
litigation support capabilities with each step in the Electronic Discovery Reference Model
(EDRM) for both proactive and reactive E-Discovery. With this technology, NARA can analyze
compliance with comprehensive data mapping, manage legal holds, and conduct investigative
searches across billions of documents in seconds. With concept search, case analytics,
advanced visualization and guided review, the NARA E-Discovery tool speeds review and
reduces overall costs. This tool produces emails and files in native format while also supporting
seamless conversion of email between multiple industry standard formats.
1.3.1 Capstone Record Life Cycles
Within the NARA Email Management System, records are identified and defined by retention
categories which are, in turn, based on the email user’s role. These categories may contain
subcategories, which may or may not inherit properties from the parent category. Together,
these categories form a hierarchical categorization structure called the Records File Plan.
Record life cycles are governed by the disposition schedule, which consists of retention codes
assigned to each category. Record lifecycles are sometimes broken up into phases, and may be
subject to review before passing from one phase to another. At the end of its life cycle, a
record is subject to a final action, which may be destruction, content-only deletion, or export to
another repository.
Under Capstone, NARA’s Record Life Cycle manages email records by automatically capturing
Gmail email messages, Google tasks, GQueues tasks, and calendar appointments in permanent
or temporary categories. The record management categories in ZL UA include permanent,
temporary, and non-record types.
NARA uses Google Mail (Gmail) in combination with ZL UA to facilitate automated records
archival, declaration, and management. This approach leverages automated email
management rules supplemented by mailbox owner actions. Email messages received in Gmail
are automatically declared as records by the records management application with exceptions
managed by Gmail’s labelling functionality.