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Section 1. Program Management

An effective EPA records management program requires:

The benefits derived from a good records management program include:

A. Program authorization and organization

checkbox Yes checkbox No 1. Has the program or office formally designated a records liaison with responsibility for carrying out a records management program?
checkbox Yes checkbox No 2. Does a program directive(s) define the role and responsibilities of the records liaison and the scope of the records management program and provide authority to the records liaison to conduct an effective program-wide program?
checkbox Yes checkbox No 3. Has the program or office formally incorporated its records management program into the information resources management program?
checkbox Yes checkbox No 4. Does the program or office records liaison provide program direction to a network of records liaisons in major divisions throughout the program?
checkbox Yes checkbox No 5. Are records management responsibilities included in the position descriptions for records liaisons?
checkbox Yes checkbox No 6. Does the program or office records liaison routinely communicate with all records liaisons?
checkbox Yes checkbox No 7. Are all employees informed of the identity and role of the records liaisons serving their office?

8. Does the program or office records liaison participate in planning for new electronic information systems and in major modifications to existing systems to ensure incorporation of recordkeeping requirements and records disposition procedures? Specifically:
checkbox Yes checkbox No a. Is the records liaison involved in the development of micrographic applications?
checkbox Yes checkbox No b. Is the records liaison involved in the development of electronic recordkeeping systems, including procurement of computer equipment?
checkbox Yes checkbox No c. Is the records liaison involved in the development of document imaging systems?

B. Guidance and Training

checkbox Yes checkbox No 1. Has the program or office records liaison received training in Federal and EPA records management regulations, policies, and procedures?
checkbox Yes checkbox No 2. Do records liaisons, secretaries, file clerks, and others with regular records duties receive training in records maintenance and filing procedures and records disposition?
checkbox Yes checkbox No 3. Is records management guidance received from NRMP, or other oversight agencies such as NARA, tailored, when appropriate, to reflect the program or office specific procedures prior to dissemination to appropriate program or office staff?
checkbox Yes checkbox No 4. Does the records liaison brief senior officials and program administrators on the importance of records management and records handling responsibilities?

C. Internal evaluations

checkbox Yes checkbox No 1. Does the records liaison periodically evaluate records management practices?
checkbox Yes checkbox No 2. Do these evaluations include electronic records?
checkbox Yes checkbox No 3. Are written evaluation reports prepared?
checkbox Yes checkbox No 4. Are evaluated programs or offices required to respond to the evaluation reports promptly?
checkbox Yes checkbox No 5. Does the records liaison follow up to determine if offices implement necessary corrective action or recommendations for improvements?

Introduction | Section 1 | Section 2 | Section 3 | Section 4 | Section 5 | Section 6

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