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The Council of State Archivists (CoSA), the National Association of Government Archives and Records Administrators (NAGARA), and the Society of American Archivists (SAA) believe that public officials should use official government email accounts for the conduct of public business. Use of unofficial, non-government email accounts rather than official government accounts violates the transparency and openness that the public requires from its government, makes it difficult to hold public officials accountable, unnecessarily mixes government and personal records, and ultimately jeopardizes the accessibility of the archival record to the American people.
CoSA, NAGARA, and SAA believe that the public trust requires officials at all levels of government to be familiar with and to follow all applicable local, state, and federal laws for recordkeeping requirements. Managing email is just one part of a comprehensive government archives and records program that facilitates efficient conduct of government programs and services, ensures effective management of government information, and provides adequate documentation of government activities.
CoSA, NAGARA, and SAA encourage the United States Congress, state legislatures, and local government bodies to pass strong and comprehensive records management laws and regulations. Further, lawmakers at all levels should be encouraged to provide funding and resources necessary to ensure compliance with these laws. Legislation should include serious penalties for any government official who breaks recordkeeping laws or willfully withholds official communications from appropriate government recordkeeping systems.
CoSA, NAGARA, and SAA believe that democratic governments require comprehensive records management laws and adequately funded archival and records management programs to ensure the public’s right to know, the accountability of government officials, and the preservation of government records with historical value. By creating and adhering to records management laws that achieve the highest possible level of transparency, public officials fulfill the trust of the American people and the highest standards of an open government.
CoSA, NAGARA, and SAA represent professional archivists who identify essential evidence of society and ensure its accessibility by the public for generations to come. Our work supports accountability, legal and fiscal needs, and the preservation of the American historical record. This is particularly true of government archives, which provide documentary evidence about government administration and ensure transparency and accountability.
The focus on transparency and proper communication channels really stood out to me, especially because clarity shapes how information is interpreted and preserved. When I work on content, I pay close attention to tone in writing https://medium.com/@makarenko.roman121/what-is-tone-in-writing-tips-for-choosing-the-right-one-cb66a0496f28, since the wrong style can easily create misunderstandings—something that’s even more critical in public or governmental communication. This statement highlights how essential consistency and accountability are, and it pairs well with the idea that tone should match context, purpose, and audience. When messaging aligns with those elements, it strengthens trust and makes documentation far more effective and reliable.
Ensuring transparency and proper recordkeeping is crucial for any organization, just like government agencies must follow strict archival rules. Businesses in Pakistan can also benefit from organized digital practices, and partnering with reliable SEO Services in Pakistan can help maintain clear online visibility while building trust with clients.
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Important reminder about transparency—official matters should stay on official channels. Using personal emails can compromise accountability. Stay compliant and professional. Also, loving the iconic Jake Peralta Costume#mce_temp_url# style!
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Archivists continue to serve as the guardians of this vital evidence, supporting not only government accountability but also the broader historical narrative that shapes our society. Their work underscores the importance of thoughtful stewardship in all aspects, from managing digital communications to preserving irreplaceable records.
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