Documenting World-Class Science At LBNL--It's About More Than Just the Technical Report John W. Stoner Beret A. Ranelletti Information Technology Archives & Records Office March 21, 2006

Titles We Could Have Used But Didn't LBNL's Archiving Policies and Procedures -- Everything You Always Wanted to Know About Archiving But Were Afraid to Ask Archiving Research, or Do You Know Where Your Old Lab [Note] Books Are? Disaster Recovery: It’s Not the Only Reason for Archiving Archive Properly to Protect Your Intellectual Property Rights Archiving: Why bother? LBNL Archiving at EETD

What We'll Cover--The Big Picture Why archive? What to archive? What not to archive? How to archive? How long will it be kept? Where will it be kept?

Why Archive? It's a legal requirement. –RPM § Archives and Records ManagementRPM §1.16 –LBNL Prime Contract (Contract No. DE-AC02- 05CH11231)LBNL Prime Contract –NARA Code of Federal Regulations - 36 CFR Subchapter B - Records ManagementNARA Code of Federal Regulations –DOE Directive, O 243.1, Records Management ProgramO –DOE Directive, O 243.2, Vital RecordsO 243.2

Why Archive? It's BBP (Best Business Practice) –Protect legal and financial rights of the Government, UC, and taxpayers. –Protect scientific intellectual property rights. –Protect R&D records from disaster and destruction. –Free up costly Lab space. –Assist the scientific community in making informed decisions. –Help to reconstruct development of your own and your predecessors’ experiments and projects.

Why Archive? 75 Years of World-Class Science--help to preserve the history of the Lab.75 Years of World-Class Science –Manhattan Engineering District (MED) –Antiproton discoveryAntiproton discovery –SSC –200 BeV Accelerator Preserve the history of your science at the Lab –The scientific work you perform is important. –Acknowledge that fact by archiving your records--ensure that a history of your work is available.

What to Archive? R&D Case Files R&D Administrative records R&D Financial documents R&D Contractual and procurement documents R&D Quality assurance documents R&D Reports of inventions, disclosures/patents and copyrights R&D Design documentation

What to Archive? R&D Basic data sheets and data logs. R&D Computer code documentation and software/hardware requirements R&D Technical documents R&D Supporting technical information R&D Preliminary sketches, drawings, specifications, and photographs R&D Raw data in various media R&D Evaluated or summarized data

What to Archive? Controlled notebooks (issued to researchers to document research results) Technical Progress Reports R&D Program Planning Records Medical Research Case Files Medical Research Patient Case Files Medical Equipment Data Records

What Not to Archive? Nonrecords –Library materials acquired for reference purposes. –Extra copies of documents maintained in more than one location and preserved only for convenience of reference on which no action is recorded or taken. –Stocks of publications or other processed documents that require no action and are not part of a case on which action is being taken. –Routing slips and transmittal sheets adding no information to that contained in the transmitted material.

What Not to Archive? Personal Papers. –Documentary materials of a private or nonpublic nature and –Do not relate to or have an effect upon the conduct of Lab business. –Examples of personal papers: Papers created before entering Laboratory service. Private materials brought into, created, or received in the office that were not created or received in the course of transacting Laboratory business. Diaries, journals, personal correspondence, or other personal notes that are not prepared or used for transacting Laboratory business.

How to Archive? R&D Records Outreach Project. –New Special Projects Archivist, Beret Ranelletti. –Will work with RLO's, administrators, scientists to: Identify R&D records Appraise R&D records Describe R&D records Archive R&D records –All of the above at NO COST to the divisions. –Contact Beret at or ext.

How Long Will It Be Kept? How long records have to be kept is determined by records retention schedules – legal documents listing records by name or type and specifying: –When they should be sent to storage. –When records will be destroyed. –Which historically valuable records will be sent to the National Archives (NARA). R&D records are covered by the DOE R&D Records Schedule.

How Long Will It Be Kept? DOE R&D Records Schedule.DOE R&D Records Schedule –Drafted by workgroup of Archivists and Records Managers from DOE national labs. –R&D records are evaluated and assigned into one of three "Levels." Level assigned is based on the significance of the project(s) the records document. Each level has a different retention, ranging from 10 years to permanent. When records are up for disposal, they can be reevaluated and assigned a new level.

Where Will They Be Kept? NARA's Federal Records Center in San Bruno, CA. Capacity is 1,001,350 cubic feet. LBNL has approximately 22K containers at the FRC. –11.4K are R&D records. –Current costs for sending, storing, retrieving LBNL records at the FRC--around $83K a year.

Where Will They Be Kept?

How Can I Get More Help? Contact Beret or myself or the ARO Visit the ARO web site.site See the training presentations on the RLO web page and the Berkeley Lab Institute web page.page

Any Questions?