In the Loop - February 2008
Some In The Loop articles and links are pertinent to EPA staff and are available to EPA Intranet users only.
Tip of the Week: Calculating disposition dates (26-FEB-2008)
Your records responsibilities include ensuring records are destroyed or transferred (dispositioned) as directed in the applicable records schedule. The records schedules make it easy to calculate the disposition date of your records by telling you when to close your records and how long to retain them before they are destroyed or transferred.
Using the information provided in schedule 005, calculate the final disposition date for a study completed in January 2001, by adding 7 years to the date the study was completed.
Tip of the Week: E-mail records (19-FEB-2008)
E-mail messages should be treated the same way you treat paper correspondence. For example, if an e-mail message documents your activities at EPA or provides evidence of an EPA business transaction, it must be captured in your organization's recordkeeping system.
E-mail records can now be saved electronically in the ECMS e-mail records application. If you are not saving e-mail records in ECMS, you must continue to print and file them in your organization's paper recordkeeping system. Remember, Lotus Notes is not a recordkeeping system.
ALERT: NARA Bulletin 2008-02 (15-FEB-2008)
The National Archives and Records Administration (NARA) has issued Bulletin 2008-02 reminding federal agencies that official records must remain in the custody of the agency.
The bulletin outlines:
ALERT: NARA survey of federal agency records management applications (15-FEB-2008)
The National Archives and Records Administration (NARA) has issued a Survey of Federal Agency Records Management Applications (PDF), which was completed in 2007.
NARA surveyed five federal agencies about their experiences implementing records management application software products to manage their electronic records. The report summarizes the survey responses, including successes or mixed-successes of the software products against agency expectations. In addition to NARA's own experience, they surveyed the following agencies:
Tip of the Week: Difference between retiring and transferring records (12-FEB-2008)
Once records are closed, you have the option of storing them at an offsite storage facility (e.g., Federal Records Center (FRC)).
The terms "retiring" and "transferring" are sometimes used interchangeably to describe moving records into offsite storage, but those terms actually refer to two different activities. Understanding the difference between "retiring" and "transferring" records ensures that you properly disposition your records.
Contact the Records Help Desk for more information regarding retiring and transferring records.
Tip of the Week: Organizing records (05-FEB-2008)
For easy access and maintenance, records should be organized according to the current Agency-wide file structure (PDF). Organize your records by:
When arranging your records folders, use the AFCs as your main category. Then, organize your sub-categories or sub-folders. For example:
If your records are still arranged using obsolete AFCs, see the Obsolete Agency File Code Cross-Index (PDF) for help in converting to the current AFCs.