Managing Government Records Directive25 SAO Shall Ensure that Records are Scheduled By December 31 2016 the SAO shall work with the Agency Records Officer to ensure records schedules have been subm ID: 893454
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1 Implementing OMB/NARA M1218 (Managing G
Implementing OMB/NARA M1218 (Managing Government Records Directive)Unscheduled RecordsBRIDG April 17, 2013Steven Rhodes Managing Government Records Directive2.5 SAO Shall Ensure that Records are Scheduled By December 31, 2016, the SAO shall w
2 ork with the Agency Records Officer to e
ork with the Agency Records Officer to ensure records schedules have been submitted to NARA for all existing paper and other nonelectronic records. To facilitate this goal, the Agency Records Officer will work with NARA to identify all unscheduled
3 records, by December 31 , 2013. This sho
records, by December 31 , 2013. This should include all records stored at NARA and at agencies' records storage facilities that have not yet been properly scheduled. How to Meet this RequirementIdentify unscheduled records at agency offices, Fe
4 deral Record Centers, and offsite storag
deral Record Centers, and offsite storage facilities other than the FRC’sReporting Tools for electronic and textual recordsGuidance WebinarInventory Webinar Reporting ToolsTwo reporting tools from the 2.5 Project TeamPart A covers unscheduled
5 records held at Federal Records Centers.
records held at Federal Records Centers. NARA will provide each agency with an ARCIS report showing unscheduled records at the FRCs and their locationPart B is the reporting tool for agency records stored at nonNARA facilities. Agencies are respons
6 ible for completing the fields in this t
ible for completing the fields in this tool.Many common data elements on the reporting toolsFinal submission will be December 31, 2013Support from NARA for any issues orquestions agencies encounter Unscheduled Records in Federal Record Centers Repo
7 rting Form 5 Unscheduled Records Report
rting Form 5 Unscheduled Records Reporting Tool Federal Records CentersCovers unscheduled agency holdings at Federal Records CentersDoes not include unscheduled records held in agency offices or nonNARA offsite storageFields on this reporting tool
8 will be populated by ARCISAgencies will
will be populated by ARCISAgencies will receive an ARCIS report showing the number and location of their unscheduled records at FRCs by May 17, 2013 Unscheduled Records Reporting Tool Federal Records CentersFields include:Record Group # The
9 Record Group assigned to your agency by
Record Group assigned to your agency by NARATransfer # The number assigned to each agency accession to an FRC (PTRecords Series Description General Records Type 7 2.5 Reporting Tool Federal Records CentersFields inclu
10 de:Actual Volume The number of cubic fee
de:Actual Volume The number of cubic feet of each series.Inclusive Start Date Inclusive End Date Records Center Which FRC holds these records 8 Unscheduled Records in NonNARA Facilities Reporting Form ��9 Drop Down Menus 10 Info
11 rmation Box 11 Reporting Tool: Unsche
rmation Box 11 Reporting Tool: Unscheduled Records in nonNARA Facilities Unscheduled records located at agency offices or nonNARA offsite storage facilitiesIncludes electronic records so it replaces escheduling reportsAgencies complete this repo
12 rting tool and submit it to NARAIdentify
rting tool and submit it to NARAIdentify unscheduled records by December 31, 2013 12 Reporting Tool: Unscheduled Records in nonNARA Facilities Fields include:Record Group # The Record Group assigned to your agency by NARACreating off
13 iceWhich agency program office “own
iceWhich agency program office “owns” the records?Records Series Description Type of records Paper, electronic, film, video, still pictures, maps 13 Reporting Tool: Unscheduled Records in nonNARA FacilitiesFields include:Act
14 ual Volume The number of cubic feet of e
ual Volume The number of cubic feet of each series.Inclusive Start Date Inclusive End Date Where are these records stored now At the agency? At an offsite storage facility?Customer Reference Number Tracking number used at offsite storage facilities
15 other than FRC’sStatus Schedule su
other than FRC’sStatus Schedule submitted? Schedule pending approval? Guidance Webinar (Spring and Early Summer 2013)Explain the requirementIntroduction to the reporting toolsExplanation of the fields on the reporti
16 ng toolsAvailability of information from
ng toolsAvailability of information from FRCP’s and how to interpret Contact Information Inventory Webinar (Summer and Early Fall 2013)Define what an inventory isIdentify key factors in establishing the scope, focus, and requirements of an inv
17 entoryIdentify key inventory elements to
entoryIdentify key inventory elements to be collected, and different methods for managing the data collectedExplain the general guidance on how to conduct an inventory Review the reporting tool Questionsunscheduledrecords@nara.gov Hotline 3018373