The Department of Energy (DOE) Records Management Program ensures compliance with the Federal Records Act of 1950, as amended, by promoting the management of records throughout their life cycle in an economical, efficient and effective manner. Implementation of a sound Records Management Program facilitates decision-makers and others having the right information in support of mission accomplishment; and the creation and maintenance of records to protect the rights and interests of the Department and those we serve.
The Records Management Program is also responsible for the Department’s Information Collection Program, and the Information Quality Program. The Information Collection Program is responsible for implementing the Department’s requirements for the information collection management provisions of the Paperwork Reduction Act (PRA) of 1995. The Information Quality Program acts in accordance with the Office of Management and Budget’s guidelines for ensuring and maximizing the quality, objectivity, utility, and integrity of information disseminated to the public.
The National Archives and Records Administration (NARA) now provides access to scanned images of Federal agency records schedules. The National Archives Records Control Schedule (RCS) web site contains scanned versions of the paper SF 115s submitted from 1985 to the present. The schedules are listed by agency name and National Archives-assigned record group number. Records schedules can be searched by the National Archives job number (e.g., N1-434-98-4), by agency name (Department of Energy), by National Archives record group number (e.g.,434), or by keyword or subject (e.g., grants).
The National Archives and Records Administration (NARA) issued General Records Schedule (GRS) Transmittal 23 in September 2014 with five new schedules.
• GRS 1.1: Financial Management and Reporting Records
• GRS 1.2: Grant and Cooperative Agreement Records
• GRS 3.1: General Technology Management Records
• GRS 3.2: Information System Security Records
• GRS 4.3: Input Records, Output Records, and Electronic Copies
The five new schedules noted in the Transmittal supersede select GRS schedules and introduce some new schedule items. Refer to the applicable GRS Crosswalks for details. All personnel should review program holdings to ensure appropriate citation of the GRS Transmittal 23 records, descriptions, retentions and disposition authorities when applicable to identify, transfer and dispose of the associated records. GRS Transmittal 23 schedules will be incorporated in the next DOE Administrative Records Schedules (ADM) revision that is currently under construction.
The ADM schedules are intended to provide a consolidated and customized DOE listing of schedule information compiled from NARA-approved GRS and DOE-specific Records Control Schedules. The ADM schedules are pending revisions to incorporate GRS Transmittal 23 and certain ADM corrections. Use caution when reviewing record items, descriptions, retentions and disposition authorities in the ADM schedules to avoid Federal records disposal violations. Contact and consult your local records contact (see DOE Powerpedia for Program Records Officials and related) for assistance with properly identifying records, descriptions and retention requirements. NARA-approved disposition authorities should be verified, particularly prior to disposal, and cited in records systems and on records documentation (e.g., SF 135). Do not use ADM codes except and unless they are properly matched in the system or on documentation using the appropriate NARA authority.
RECORDS MANAGEMENT TIPS:
- Are you transitioning this year? If you are a departing employee, you cannot remove Federal records from Government custody, nor can you destroy the records without an approved records disposition schedule.
- Maintain your records properly and you will spend less time looking for misplaced documents. Filing records regularly makes them accessible and improves office efficiency and productivity.
- How do employees know which records to keep? Records have either temporary or permanent value. Permanent records have historical or other value that warrants continued preservation by the Federal Government. Temporary records have limited retention periods and may be destroyed only in accordance with established procedures and appropriate approvals.
- How long should employees keep records? When maintaining, transferring, or destroying your records, make sure you are applying appropriate retention by following the instructions of the DOE records schedules.
- Email records count too! Electronic documents, data systems and e-mail messages can be Federal records also and are governed by the same regulations as paper records. Electronic records should be maintained in an approved electronic records management application.
- Remember to keep your personal and non-record materials separately. Do not file your personal records and non-record material in the same location as DOE records.
- If you are uncertain of how long a record must be retained, consult the Records Professional in your organization. Not sure who to contact? Check our list.
- If you are relocating to a new organization, consider transferring eligible permanent records to the National Archives and free up some space! Contact the hotline at 301-903-3455 or send an email to - firstname.lastname@example.org.
- As a contractor are you unsure as to how records regulations apply to you? With few exceptions, as a DOE contractor, the records you create or receive while performing work for DOE are also Federal records and are subject to Government regulations.
- Leave Your Legacy!! If you are planning on retiring or leaving DOE follow these simple steps: 1) Identify all Federal records in your possession, 2) Reassign records to a records management custodian or another employee, 3) Identify personal papers and non-record copies for removal, 4) Return repository records, 5) Turn in file cabinet keys, computer system passwords, and vault/restricted area combinations.
Additional RM Resources