Garrison Okinawa Departing Soldiers and Civilians Records Management Brief Lawrence L. Brown.

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Garrison Okinawa Incoming Soldiers and Civilians Records Management Brief Lawrence L. Brown.

Presentation transcript:

Garrison Okinawa Departing Soldiers and Civilians Records Management Brief Lawrence L. Brown

Agenda Purpose Records Management Procedures for Departing Garrison Japan Points of Contact Questions

Purpose To inform you of your responsibilities regarding Federal records in your possession prior to transferring to another organization or departing employment at IMCOM HQ. As Federal and/or contractor employees, you have Federal record-keeping responsibilities that are regulated by the National Archives and Records Administration to ensure the retention and preservation of Federal records. These responsibilities, creation of adequate documentation and the preservation of Federal records are required by law and regulation. -36 CFR Chapter XII, Subchapter B

Purpose Continuation Departing Federal and contractor employees must be informed that Federal records may not be removed from Government custody nor may they be destroyed without a records disposition schedule that has been approved by the Archivist of the United States. -44 USC Chapter 31 Penalties may be enforced for the unlawful removal or destruction of records. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is three years in prison. -18 USC 2071

Procedures for Departing/Transferring Employees Separate all Federal records from personal records (hardcopy and electronic). Discuss with your supervisor the appropriate location to transfer the Federal records in your immediate possession. If you have restricted access on any of your electronic records, either remove the password or provide the password to your supervisor. All emails that are considered Federal records need to be made accessible to the supervisor. Remember if an email is encrypted, it needs to be converted to .pdf and saved in order for others to view. Identify to your supervisor any records that have a litigation hold or are related to a Congressional Inquiry, Audit or FOIA request. Fill out Records Management Departure checklist (USAGJ Form 1919) provided to you, have supervisor sign and send to Garrison Japan Record Management Inbox, usarmy.zama.imcom.mbx.usag-japan-record- manager@mail.mil

What is a Federal Record? 10 September 2019 What is a Federal Record? Regardless of the Medium… Any information created or received by an agency of the U.S. Government that documents agency operations or other activities of the Government. Did you receive the document as a result of your job? Did you create or use this document to conduct or facilitate agency business? Did you put the document in an agency file? If not, did you still need to refer to this document later to conduct government business?

Points of Contact Lawrence L. Brown at 644-4346 Your Records Managers are: Lawrence L. Brown at 644-4346 Tsuyako Toguchi at 644-4338