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USDA-ARS Records Management
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  1. USDA-ARS Records Management NACOP Conference August 18 & 19, 2010

  2. Baete Family LYMAN KADEN PIPER

  3. University of Nebraska, Lincoln Bachelor of Science in Business Administration Lincoln, NE Student Trainee (SCEP), Secretary, Program Support Asst. Fort Collins, CO (Area Office) Admin. Support Asst., Purchasing Agent, Property Management Technician, Realty Specialist

  4. Realty Specialist Member of the Area’s Administrative Management Team with responsibility for both real and personal property. Supports eight states with land in excess of 115,000 acres and more than 677 owned or leased structures with replacement values of at least $920 million. Personal Property includes 14,000 items valued in excess of $60 million. Northern Plains Area: Colorado Kansas Montana Nebraska North Dakota South Dakota Utah Wyoming

  5. Committees Fort Collins Environmental Management System Committee 2009 NPA Leadership Conference Committee NPA Travel Committee NPA File Management Committee • Records Management History • NARA Records Schedule Implementation Knowledge Area 4 (KA4) • NARA Records Transfer & Reference Workshop • NARA Basic Records Operations Training • NARA IT Professionals Briefing • Two successful CARE Reviews in Lincoln, NE & Fort Collins, CO • ARS NPA Files Management Improvement Team • ARS NPA Records Officer

  6. If you were absent, can we find the document we need? Photo Source: NARA, 2010 • USDA-ARS-NPA, 2010

  7. Records Management Planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records. Control the Creation & Growth of Records Reduce Operating Cost Improve Efficiency & Productivity Ensure Regulatory Compliance Minimize Litigation Risks Safeguard Vital Records Preserve Agency Memory Source: NARA, 2010 • USDA-ARS-NPA, 2010

  8. Permanent records Records determined by NARA to have sufficient historical or other value to warrant continued preservation by the Federal Government. Declaration of Independence Temporary records Records approved by NARA for destruction, either immediately or after specified retention period. Foreign Trip Reports Most of Federal records are “Temporary Records”. Permanent Temporary Source: NARA, 2010 • USDA-ARS-NPA, 2010

  9. Record Any book, paper, map, photograph, machine-readable, or other documentary material, regardless of physical form or characteristics made or received by an agency of the U.S. Government. Source: NARA, 2010 • USDA-ARS-NPA, 2010

  10. Temporary Records Revocable Permits (Non-ARS Visitors) ARMP Packages Procurement Micro Purchases Status of Funds Vacancy Announcements Directories Annual 421 Reports Individual Development Plans (IDP) OSHA Logs & Reports Publications – ARS-115s Government Vehicle Accident Packages Monthly Vehicle Logs & Receipts Passport Registers/Logs Travel CC Applications

  11. Non-Records Extra copies of documents preserved only for convenience or reference Drafts, worksheets, and notes that do not represent significant steps in the preparation of record documents Transcribed shorthand notes Routing slips and transmittal sheets Tickler, follow-up, or suspense copies of correspondence Catalogs, trade journals, and other publications Physical exhibits, artifacts, and other material objects Personal papers Source: NARA, 2010 • USDA-ARS-NPA, 2010

  12. USDA-ARS-NPA, 2010

  13. Records Management Tips If the document you have is not the original, there should be a “copy” stamped on the document Duplicates should be destroyed when the official is destroyed If you have a paper file, you should correspond any computer files Ten documents is the rule of thumb for creating its own file File folders should contain no more than 75 sheets Files should not be sitting out if anyone unauthorized has access to your room (i.e. – university custodial staff) Source: NARA, 2003 • USDA-ARS-NPA, 2010

  14. A E - L E-mail messages—both incoming and outgoing—are judged to be records by the same criteria as paper correspondence: An e-mail message is a record if it documents the agency mission or provides evidence of an agency business transaction, and if you or anyone else would need to retrieve the message to find out what had been done or to use it in other official actions. Who is the originator, you or someone else? M I Source: NARA, 2010 • USDA-ARS-NPA, 2010

  15. Can I keep emails classified as a record in the email system? NO. Once you determine that an email is an official record, you should ensure that it is kept in an approved file system (hardcopy or electronic drive). Example) Procurement invoice from vendor sent via email Source: NARA, 2003 • USDA-ARS-NPA, 2010

  16. E-mail records should be separated from personal e-mails and stored in an approved recordkeeping system that must do the following: • Logically relate or group records in accordance with your office’s file plan • Ensure that the records are accessible to authorized persons throughout the life of the records • Support retention of the records for as long as required • Facilitate destruction of records on schedule • Enable transfer to the National Archives of those records that will not be destroyed E-mail servers and e-mail clients (such as GroupWise and Outlook) ARE NOT recordkeeping systems. Source: NARA, 2010 • USDA-ARS-NPA, 2010

  17. What if an e-mail record is sent to several recipients? Which copy is the official record? It depends. Different copies of the same message may be records: • If you take any official action related to a message, and if the message is needed for adequate and complete documentation of the action, the message would be a record in your office, regardless of whether copies are retained elsewhere. • If you receive a message only for information and do not take action related to it, your copy would not be a record. Source: NARA, 2010 • USDA-ARS-NPA, 2010

  18. Email Tips Treat each e-mail as if it were a memo or letter representing your agency • Correspondence Manual 261.2M Send the e-mail only to the people who need it • Ask yourself: Would I send this to 30 people by mail? Supervisors should not send “sensitive” information to students who are not using official work e-mail accounts Do not keep passwords on or by your desk Source: NARA, 2003 • USDA-ARS-NPA, 2010

  19. Northern Plains Area Files Management Improvement Team Lisa Baete Fort Collins, CO Kim Swanson Fargo, ND Linda Parnell Clay Center, NE Elaine Liddell Manhattan, KS Connie Wooten Fargo, ND • USDA-ARS-NPA, 2010

  20. NPA Files Management Improvement Team Vision: A files management plan that meets today’s filing needs within the NPA. Mission: To develop a standardized files management plan for the NPA that enhances efficiency in file handling, control, maintenance, and disposition. Objective: To achieve consistency in filing throughout NPA at all levels (Area Office, Center Director, Administrative Officer, Research Leader, and Scientist) • USDA-ARS-NPA, 2010

  21. Files Management Sources ARS Records Schedule, 1980 (online) ARS Files Management Guidebook, 1985 (online) National Archives & Records Administration (NARA) • General Records Schedule (GRS) Records Management P&P 251.8 ARS Records Management Manual 251.8M Care Review Manual ARIS Records Disposition Schedule, 3/19/08 OSHA Standard NPA ARIS Online Guidance Property Management Quick Guide Safety, Health, & Environmental Management Program Manual 230 Northern Plains Area Council of Office Professionals (Quick Reference Guide) File Codes Federal Acquisition Regulations (FAR) Goal: Find the most current source for the specific item • USDA-ARS-NPA, 2010

  22. File Guide Categories: Asset Management Budget & Finance Contracting/Acquisition Communication Information Technology Personnel Personal Property Research Project Documentation Safety Outreach/Diversity/Equal Opportunity Technology Transfer Travel • USDA-ARS-NPA, 2010

  23. USDA-ARS-NPA, 2010

  24. NARA Files Specifically Approved for ARS NC1-310-XX-XX http://www.archives.gov/records-mgmt/

  25. Rainbow Folders

  26. NPA File Management Label Requirements Category Sub-category Name/Unit/Project # Current Year Disposition Information Examples Personnel Volunteer Timesheets Smith, Jane NRMRU • CY-2010 Shred 1/1/2016 Contracting/Acquisition APC Quarterly Audit Rpt Smith, John A. Quarter 2 FY-2010 Shred FY 2013 Property - Personal Property Passes Grain, Forage & Bioenergy Research Unit CY-2010 Destroy 3 years after expiration Budget & Finance Period-End Estimates Agricultural Systems Research Unit FY-2010 Destroy 1/1/2016 (6 yrs, 3 months) • USDA-ARS-NPA, 2010

  27. Example of File Folder with three labels *Folder utilizes category color coding (Personal Property-Pink)

  28. File Destruction Date Calculator http://www.nwcg.gov/policies/records/destructdate/destruct.htm (National Wildfire Coordinating Group) Source: NARA, 2010

  29. Questions • USDA-ARS-NPA, 2010