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In the Loop - March 2011

Some In The Loop articles and links are pertinent to EPA staff and are available to EPA Intranet users only.

Tip of the Month: April is Records and Information Management Month (24-MAR-2010)

April is "Records and Information Management Month," and it is a great opportunity to focus special attention on promoting our records programs, and making employees and contractors more aware of their records management responsibilities.

NRMP encourages all of the RLOs to take advantage of "Records and Information Management Month" by planning a special event, putting up posters or sending out specific information promoting good records management practices.

Here are some ideas used by EPA records management staff in the past:

  • Re-introduce staff to the NRMP Records Website (intranet.epa.gov/records) where you will find training, flyers, best practices and links to records schedules and the Agency File Plan.
  • Conduct tours of your regional records center or office file room. This gives non-records staff in particular a great opportunity to see what happens to their documents after they've been sent to "Records".
  • Introduce staff to their records contact(s) or records center personnel. Educate staff in how records managers, and by extension records management, works.
  • Put up posters, make your own or contact NARA or ARMA to purchase them. ARMA has new promotional materials here: http://www.arma.org/rim/promotion/index.cfm
  • Send out an e-mail with a records management tip of the day.
  • Hold a brown-bag lunch and show a records management video.
  • Send informational bulletins or messages on special topics, such as identifying records, vital records, or other records management issues specific to your office.
  • Encourage staff to familiarize themselves with vital records and disaster planning by looking at the following documents and Websites:

Additionally, take a look at the records websites developed by EPA programs and regions. These links can be found on the right sidebar on the Records intranet site.

ALERT: NARA Offers Additional Basic Records Operations Class Online and Links to NARA In-Person Classes (16-MAR-2011)

NARA is offering an additional session of Basic Records Operations online on April 7, 14, 21, 28 from 1 pm - 2:30 pm. The 4 sessions = 1 class. The cost is $125. See Basic Records Operations Online.

This course describes what to file, how to file it, and how to remove files no longer needed for current business. It covers the variety of activities involved in the maintenance and use, as well as the disposition, of Federal records. It presents practical how-to's in handling records of various types.

Outcomes:

By the end of the course, participants will be able to

  • Define Federal records and distinguish them from nonrecord materials and personal papers
  • Reduce unnecessary filing
  • Know basic files management principles to administer office records
  • Inventory records
  • Apply records disposition schedules; your agency's and the General Records Schedules; and
  • Transfer non-current records to records centers

Who should attend?

The target audience for this course is records liaisons, secretaries, file custodians, and others who maintain records as part of their jobs. It could be an introduction to records handling or a refresher course. The course is designed for those needing the task-oriented records management basics, but who are not planning to complete the Certificate courses of study or manage a records program.

Length - One day Cost: $150

For in-person courses click here and register at Basic Records Operations In-Person

ALERT: Records NARA’s 23rd RACO Conference, May 25, 2011 (14-MAR-2011)

NARA’s 23rd RACO Conference will be held Wednesday, May 25, 2011 at the National Archives and Records Administration McGowan Theater located at 7th and Pennsylvania Ave, NW, Washington, D.C.

This year’s theme is: "Forging Ahead: Meeting the Challenges of Electronic Records in an Open Government"

NARA is providing this year’s RACO at no cost to attendees due to Federal budget constraints and uncertainties. Registration is free, but a limited number of seats are available.

Registration will open on March 16, 2011.

Registration is limited to 5 attendees per agency until May 1, 2011. On May 1, 2011, registration will be open to all interested agency attendees.

To register or for more information, visit the RACO 2011 website at:

http://www.archives.gov/records-mgmt/training/raco/2011/

NARA’s Records Administration Conference (RACO) is for Federal records officers, records management professionals, information managers, and information technology professionals.


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