Question

specific state initiatives, as a follow-up, contrast general approaches, and challenges of managing records, data, and information (digital and non-digital) over its life cycle.

Answer 1

ANS. Records Management refers to the planning, budgeting, organizing, directing, training, and control involved in managing the life cycle of records in any medium.This life cycle encompasses the interrelated and interdependent phases of records creation or collection, records maintenance and use, and records disposition:

a. Phase I, Creating Records, includes the early capture of records in order to provide adequate and proper documentation of government activities. This is achieved by complying with record keeping requirements established by Department policy and at each site.

b. Phase II, Using and Maintaining Records, includes document control; files and filing equipment management; identification and maintenance of vital records (disaster recovery and rights and interests records), quality assurance records, and records requiring protection for national security reasons. In accordance with the Interim Records Management Program Policy issued March 30, 2004, electronic records, such as e-mail and word processing documents, must be maintained in an approved Electronic Records Management System meeting the requirements of DOE-STD-4001-2000, or be printed and retained as paper files. Temporary electronic systems, such as Instant Messaging, cannot be used for conducting official departmental business.

c. Phase III, Records Disposition, includes appraising (placing value on) and scheduling records, retiring, storing and retrieving records, and preserving historical records. Records that have reached the end of life may be destroyed or transferred at the time specified in the Records Schedules.

The purpose of record management is:-

1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation of Department of Energy activities, proper records disposition, and promotes economy and efficiency in the program.

2. To ensure compliance with the implementing regulations for Records Management issued by the National Archives and Records Administration (NARA)

Records Management provides a rational basis for making decisions about recorded information, including what should be saved and what should be discarded. These decisions are necessary to support the legal, fiscal, administrative, and other needs of the Government owned contractor operated facilities, the federal government, the individual State governments, and the general public.

The availability of complete and accurate documentation under the Records Management Program allows the Department to

: • Protect the legal and financial rights of the Government and of individuals directly affected by Government activities; and

• Preserve institutional memory so that informed decisions are possible and thus facilitate action by DOE and PBMC contractor officials and their successors.