17. Records Management First, What is a Record? “ Records include all books, papers, maps, photographs, machine readable materials, or other documentary materials, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of Government or because of the informational value of data in them.” 44 U.S.C. Sec. 3301 In other words, any information in any media created or received while fulfilling the duties of your position, or conducting official business, except reference materials Regardless of physical form or characteristics,
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37. Records Management Lifecycle - Electronic Records Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Inactive “ Near Line ” Inactive “ Near Line ” Inactive “ - ” Inactive “ - ” Inactive in Records Center Disposition Disposition Creation or Creation or Receipt Receipt ‘ On - line ” Storage ‘ On - line ” Storage Disposition Disposition Inactive “ Off-Line” Permanent: 2 - 5% Temporary: 95 - 98% Inactive “ Near-line” Capture Active Use & Distribution Migration Transfer Archives Destruction Inactive: in records center
38.
39.
40.
41.
42.
43. Backup tapes and discs are for Disaster Recovery, Not recordkeeping Records Management Backup Tapes and Recordkeeping Because they do not have the features specified in 36 CFR 1234.24, paragraph (c), backup tapes should NOT be used for recordkeeping purposes
44. Records Management Transfer to Federal Records Centers It’s in your interest! It’s in the public’s interest
45. TMA offices and contractors transfer their inactive records to NARA for proper storage Records Management Transfer