In the Loop - October 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: NARA certification courses (30-OCT-2007)
The National Archives and Records Administration (NARA) is offering its records certification courses around the country throughout FY 2008. The Document and Records Management Workgroup (DRMWG) recommended this certification for Records Liaison Officers (RLOs) until an EPA-specific records certification program is available.
You can register for the six "knowledge area" (KA) courses on NARA's Records Management Training Learn Center:
Tip of the Week: PDF/A-1 (23-OCT-2007)
PDF/A-1 is a version of Portable Document Format (PDF) designed for the long-term preservation of electronic records. The National Archives and Records Administration (NARA) has issued new Frequently Asked Questions (FAQs) about Transferring Permanent Records in PDF/A-1 to NARA.
The FAQs include:
Tip of the Week: Destruction of on-site, temporary records (16-OCT-2007)
When destroying on-site, temporary records, remember:
Records Liaison Officers (RLOs) are required (EPA 2161 8.f.8.) to initiate and maintain documentation of records destroyed on-site. A records destruction form provides the necessary documentation when it includes:
See the Inactive Records chapter of the Records Management Manual for more information.
Tip of the Week: Divided records (09-OCT-2007)
Documentation that makes up a complete record is often divided between paper and electronic formats. To ensure that the entire record is properly maintained:
Tip of the Week: SmartScan (02-OCT-2007)
The Federal Records Center (FRC) now offers SmartScan, a new service that allows you to quickly retrieve records stored at the FRC. In most cases, if requests are received by 9:00 AM, records will be scanned into PDF format and e-mailed to you by 4:00 PM the same day.
Costs for the service include a per-page charge of 65 cents, plus the regular pull and refile fees. If extensive research is needed, additional charges will be applied.
See the SmartScan FAQ for more information on: