What is a record

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DOCUMENT MANAGEMENT
Presented by Wendy Schumacher Bibliographic
Coordinator March 1, 2002
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What is a record?

• Does it document NPS policies, activities or
  other transactions?
• Was the creator or recipient acting in an
  official capacity during the creation or receipt
  of materials?
• Is the subject matter related to an authorized
  activity of the agency?
• Was it made available to others?

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What is non-record material?

• Reference materials (library materials or other
  materials maintained just for convenience)
• Information copies of records (unless supports a
  decision/action)
• Stocks of publications forms rough notes and
  calculations
• Personal papers

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What are personal papers?

• Documents created before entering Federal service
• Private materials brought into, created or
  received in office not related to Federal service
• Work-related personal papers not used in the
  conduct of government business

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My office is a mess!

• Make a file plan for record material
• Put your records in folders
• Look up the record schedule number (see
  attachment to DO 19 and Museum Management
  Manual)
• Label the folders
• http//www1.nature.nps.gov/nrbib/ managing.html

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Types of records

• Temporary records are approved for disposal after
  the retention time has passed
• Permanent records are transferred to the National
  Archives on the date specified in the record
  schedule
• Permanent records have historical value or other
  long-term value to the government

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Look this up!

• Directors Order 19 (http//www.nps.gov/policy/DOr
  ders/DOrder19.html)
• Museum Management Handbook
• Freedom of Information Act (5 U.S.C.552)
• (http//www.usdoj.gov/04foia/foiastat.htm)
• Thomas Bill
• Federal Records Act (44 U.S.C. 3301)

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Remember this!

• Physical form does not determine whether or not a
  document is a record
• Record and non-record materials should be stored
  separately (including electronic records)
• Email can be a record - print it out and file

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Call this number!

• Michael Grimes
• NPS Records Officer
• [phone]
• http//165.83.219.72/wapc/records/index.html
• Diane Cooke
• NPS FOIA Officer
• [phone] http//www.nps.gov/refdesk/npsfoia
  .html