Good records management provides many benefits to us and the people we serve. Washington, D.C. 20201 You will probably receive many non-record convenience copies in your Library career, and it is important that you know how to treat them differently from records. 12/31/2023. Each OpDiv and StaffDiv is responsible for establishing, in consultation with continuity of operations (COOP) points of contact, an Essential Records program to select and safeguard records that would be required to ensure continuity of essential functions during and following a national disaster. Your personal papers are not government records. Electronic Records Management System (ERMS). Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. Records Management Training Program Supporting the Development of Records and Information Management Professionals The Records Management Training Program provides five services that support records management training performed by Federal agencies. In addition, training employees on the fundamentals of managing their records accomplishes at least three important organizational purposes: (1) employees are better able to protect the organizational interests with this knowledge; (2) lawyers will gain a higher degree of employee respect when they demonstrate how straightforward managing their Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. Who is at the lowest level on the Records Management hierarchy but their duties in the Records Management Program for their office are extremely important? So, if we are supposed to keep records, we need to know what they are and what they arent. Purge non-record materials, personal papers and extra copies. They document official Library business. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both. But no matter where they are located, they should be organized and labeled in a way that everyone who is authorized to use them can find them easily. Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). Which records are instrumental to the reconstruction of an organization during and after national security emergencies, other emergencies, or disaster conditions? The most important thing to know is what to do with those records, so that you preserve them properly and keep them for the right amount of time, according to Federal law. CMSAF Post on Twitter - Record. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Managing the records includes, but is not limited to, secure storage, retrievability, and proper disposition of all federal records, including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. If you are not sure if an email is a record, keep it! Keep your email records well organized too; file them in your Outlook Cabinet folders so that you know where to find those important messages if and when you need them. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. The contractor must also ensure subcontractor compliance with this training requirement. Coordinating modifications to the office file plans and agency records schedules. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened.