In the Loop - May 2007
Some In The Loop articles and links are pertinent to EPA staff and are available to EPA Intranet users only.
Tip of the Week: Digital Audio and Video Records Guidance (29-MAY-2007)
The National Archives and Records Administration (NARA) has issued new FAQs on digital audio and video records, which includes guidance on:
Tip of the Week: Schedule Reapproval (15-MAY-2007)
NRMP is rewriting records schedules previously approved by the National Archives and Records Administration (NARA) for hard copy as "media neutral," which will allow electronic files to be designated as the record copy in the Enterprise Content Management System (ECMS). This means that we are removing any reference to media (e.g., paper, microform), and resubmitting the schedules to NARA for approval.
During the reapproval process, the schedules will change status to:
While the schedule that covers your records is in development or draft status:
When the schedule that covers your records returns to final (approved) status:
NRMP posts schedule changes, including changes in status, at the end of each month.
Tip of the Week: Calendars (08-MAY-2007)
Your calendar is a federal record if it includes substantive information about official Agency activities.
You cannot save your Lotus Notes calendar in the Enterprise Content Management System (ECMS) in FY 2007, so you need to manage it manually for now. You can print a copy of the calendar monthly, and file it in a paper recordkeeping system; or you can document the information in a memorandum, report, correspondence, or other record, and place it in the file.
If your calendar does not contain substantive information, or the information is already incorporated into other records, you can destroy the calendar any time after the end of the calendar year.
See Frequent Questions about Calendars and Records for more information.
Tip of the Week: Drafts (01-MAY-2007)
Draft documents are one type of working file that may be a record, even if the information it contains is captured in the final version.
A draft is a record when:
Drafts containing only editorial changes (e.g., spelling, punctuation) and not meeting any of the above criteria may be destroyed when no longer needed.
If you haven't already done so, you should establish business rules for handling drafts and other working files for mission-related activities in your organization to ensure that the appropriate documents are kept in a consistent manner.