Click Question to Expand FAQs Below1. Who is my Agency Records Officer?
REE Mission Area Records Officer
A record is recorded information, regardless of physical type or medium, created or received and maintained during the course of business by REE staff. The subject matter and not the format determines whether an item is a record.
Federal law (44 U.S.C. 3101) requires that the head of each agency shall:
... make and preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency and designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the agency’s activities.
You must follow Records Management Procedures as mandated by the following laws:
which are further defined in the following Departmental Regulations:
There are 3 major responsibilities:
Records retention and disposition schedules are documents that contain descriptions of the record series, or kinds of records produced in your office, and how long those records must be kept in your office or kept in the records center, before they can be legally destroyed or transferred to the National Archives. Records retention and disposition schedules serve as the official authorization to destroy or transfer records. Records retention and disposition schedules may be revised and updated as necessary but each revision must be approved by the Records Management Officer and the National Archives before they can be used to authorize destruction or transfer of records.
Consult with the Agency Records Officer.
Under certain circumstances, email and IM do constitute Federal records. To determine whether the information contained in the email message makes it a record, ask whether it:
Duplicate copies of one message may all be records. If more than one office takes action or otherwise uses copies of the same message, each copy is considered to be a record.
Retain email records in accordance with your office’s file plan and the records schedules. The exact length of time will vary depending on the activity that the message documents. Retentions range from thirty days to permanent.
Only print email messages that qualify as records and file them in paper files. Be sure to print out the Properties page, as it contains the required transmission and receipt data, and attach it to the email message.
Yes, but you must follow the procedures outlined in REE 259.0, Records Management Policy for Departing Employees, Contractors, Volunteers and Political Appointees, before removing any records from the custody of the Agency.
Last Updated: 06/06/2014