1. Laying the Foundation Records Management ASAP Training Session February 26, 2015

2. Discussion Items What Are Records Definitions Why the need for records Law, historical, good business practice Types of Records Temporary vs Permanent Records Lifecyle Creation Maintenance Storage

3. What is a Record? Includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them; and Does not include – –Library and museum material made or acquired and preserved solely for reference or exhibition purposes; or –Duplicate copies of records preserved only for convenience. –Recorded Information Defined. – …….recorded information includes all traditional forms of records, regardless of physical form or characteristics, including information created, manipulated, communicated, or stored in digital or electronic form.

4. Why do we keep Records Records Management is Not a Choice Protect legal rights 44 U.S.C. Chapter 31, Section 3101 Conduct agency business Account for funds spent Preservation of important records Hold your agency accountable

5. Records Formats Paper Electronic Audio visual Micoform Scanned Categraphic/remote-sensing imagery Architectual, engineering Printed Card/odd-sized paper

6. Types of Records Temporary records records disposed of either immediately or after a specified time. Permanent records have sufficient value to warrant continued preservation. Unscheduled records are records whose final disposition has not been approved by NARA.

7. Examples of Temporary Records Personnel files- (*65 years) Time and attendance Accounting records Contracts Project files Suspense files Transistory Files (180 days or less)

8. Examples of Permanent Records Calendars Reports Electronic System (Records in system) Meeting Minutes Websites (Information on page)

9. Records Lifecycle The records lifecyle consists of three phases: Creation or (receipt) Maintenance and use Disposition or (Storage)

10. Creating Records Determine if it’s a Record Determine the purpose of the record Speicfics of record Temporary or permanent Paper of electronic format (both)

11. Records Disposition Destroy records when disposition is served Store/achive records –Temporarty…..Federal Records Center –Permanent…National Archives and Records Administration Agency records (permission) Legal Ediscovery/FOIA request

12. Closing Remarks Records Management is: Mandated and required for the federal govt Considered good business Transparency –hold agency accoutable Provides a history of agency decision making Ediscovery/FOIA/Litigation holds

13. QUESTIONS?

14. Robert Martin NIFA Records Officer rmartin@nifa.usda.gov 204-401-5924