Records Storage and Accessibility

1
Records Storageand Accessibility

• John MontgomeryTeam Lead, Archives and
  Information ManagementU.S. Department of Energy
  Office of Legacy Management
• November 17, 2010

2
Office of Legacy Management (LM)

• Established in 2003
• Mission to manage responsibilities at former
  nuclear weapons facilities and ensure the future
  protection of human health and the environment
• LM manages land, structures, facilities, and
  records

3
Long-Term Stewardship Sites
4
Major Goal Managing Records and Information

• Preserve, protect, and share records and
  information
• Managing
• More than 95,000 cubic feet of physical records
• 30 terabytes of electronic data

5
Federal Record Requirements

• Title 44 United States Code Chapter 31, Records
  Management by Federal Agencies
• By law, federal agencies must
• Document missions, functions, policies,
  procedures, decisions, and transactions
• Preserve historically valuable records

6
Types of Federal Records

• Books
• Paper documents
• Letters
• Memos
• Engineering drawings
• Reports
• Maps
• Photographs

• Graphics
• Videos
• Sound recordings
• Machine-readable materials
• Electronic files

7
LM Business Center
8
LM Business Center (continued)

• Located in Morgantown, West Virginia
• Leadership in Energy and Environmental Design
  Gold Certification

9
LM Records Storage

• Approved by the National Archives and Records
  Administration for storage of federal records

10
LM Records Storage

• Capacity for 155,000 cubic feet of records
  storage
• Storing records from former nuclear weapons
  facilities

11
Special Records Media Storage

• Cold storage
• X-rays, film, etc.
• Environmental controls
• 40 Fahrenheit
• 30 percent relative humidity

12
Managing Information Requests

• Electronic recordkeeping system
• Efficient records search and retrieval
• High-speed reproduction and scanning
• Qualified records managers

13
Records Requests

• Over 7,000 records requests fulfilled over the
  last 4 years
• Freedom of Information Act (FOIA)
• Privacy Act
• Energy Employee Occupational Illness
  Compensation Program Act (EEOICPA)
• Other records requests

14
Information Technology Data Center

• Managing more than 13 terabytes of data
• Migrate electronic data from former nuclear
  weapons sites
• Qualified information technology staff

15
Information Technology Data Center

• IT Help Desk
• Centralized information technology support for
  LM sites across the country
• LM network and servers

16
Summary

• LM is committed to preserving and protecting
  federal records and information
• LM is using a state-of-the-art facility and
  equipment to manage records
• LM has a dedicated records management and
  information technology workforce

17
Questions?