Electronic Record Retention Policies Do Not Consistently Ensure That Records Are Retained and Produced When Requested

The IRS Chief Information Officer should implement an enterprise e-mail solution that enables the IRS to comply with Federal records management requirements, including the ability to organize and maintain the records to facilitate their use when and where they are needed in a usable format and to ensure preservation throughout their authorized retention periods.

The Director, Privacy, Governmental Liaison, and Disclosure (PGLD), should document the methodology for developing one authoritative list of executives in the permanent and 15-year retention groups and coordinate with Information Technology (IT) organization personnel to verify that all identified executive e-mail accounts are properly configured to archive e-mail.

The Director, Privacy, Governmental Liaison, and Disclosure (PGLD), should ensure that the newly issued policy on the collection and preservation of Federal records associated with separated employees is disseminated throughout the agency to ensure consistent compliance with Federal records retention requirements within all business units.

The Director, Privacy, Governmental Liaison, and Disclosure (PGLD) should ensure that the policy for documenting search efforts is followed by all employees involved in responding to FOIA requests.

The Director, Privacy, Governmental Liaison, and Disclosure (PGLD) should develop a consistent policy that requires Federal records associated with separated employees be searched as part of the IRS's responses to Federal requests for records, and ensure it is followed by all business units.