| Active And Inactive Records: | Active records are
those referred to frequently. When a record is referred to infrequently,
(2 to 3 times annually), it becomes inactive and can be sent to
storage. |
| Archival Material: | A document or records containing
specific information about the project that may have historical
significance, i.e., reports, studies, proposals, correspondence,
etc. |
| Disposition: | An action to remove from current
files; an action to transfer: to local records holding area, to Federal
Records Centers, or to destruction. |
| Disposition Standard: | The retention period or
length of time records are to be kept. |
| Federal Records Center (FRC): | A records storage
facility operated by the National Archives and Records Administration for
storing and servicing noncurrent records. Storage is free of
cost. |
| Final Disposition: | Action to dispose of
records. |
| Inventory: | Survey of records and nonrecords
materials for developing records retention schedules. |
| Non-record Material: | Non-records material includes
those classes of documentary or other material that may be disposed of
without archival authority such as the following:
- Library or museum material made or acquired for reference or exhibition purposes;
- Extra copies of documents preserved only for convenience of reference on which no action is recorded or taken;
- Stocks of publications or other processed documents that require no action.
- Routing slips and transmittal sheets adding no information; and
- Papers of a private or on-official character that pertain to an individual's private affairs.
|
| Permanent Records: | Records determined to have
historical significance warranting permanent preservation. |
| Privacy Act Protocol: | In accordance with the
Privacy Act, the procedure for protecting the rights of individuals when
sensitive records are involved. |
| Record: | All papers, maps, photographs, or other
documentary material, regardless of physical form or characteristic,
created during theconduct of business. A record created by an office is
considered the official copy. All other copies are non-records. |
| Records Coordinator: | An individual who is
appointed by the division/department and is responsible for the
maintenance and disposition of office files. The Records Coordinator
works directly with the Records Administrator and acts as liaison between
the department and Records Management. |
| Records Creator: | The individual who is creating,
maintaining and using the files at the office/work level. |
| Records Disposition and Retrieval Form: | Form used
for records transactions between the Records Coordinators or Creators and
the Records Department. |
| Records Inventory and Disposition Schedules (RIDS): | An
inventory of all records series and nonrecord material followed by
assigning authorized retention periods. Departments or offices are
responsible for completing and keeping current RIDS forms for their
files. |
| Records Log Form: | A Form or Excel sheet used to
maintain a record of office boxes in storage. It is also a Records
Management tool to ascertain the disposition/retention date of
records. |
| Records Management: | The department responsible for
planning, controlling, directing, training, promoting, and performing
other managerial activities involving records creation, maintenance, use,
and disposition. |
| Records Schedules: | Disposition or retention
standards for records. The National Archives and Records Administration
(NARA) has developed a schedule (GRS) which is useful in most settings.
The Department of Energy's Records Schedules (DOERS) provides standards
for unique records not covered by the GRS. In some instances the
laboratory develops its own standard. |
| Records Storage Area: | Storage space in the EEL
building designated to store a limited number or record boxes. This space
is to be used for inactive recordsonly. If records are to be kept beyong
their retention date, they are sent to the Federal Records
Center. |
| Retention Date: | The length of time records are kept
after which date they are discarded. |
| Retirement: | The transfer of records to lab storage
facilites, or to a Federal Records Center. |
| Scheduling: | The process of assigning retention
periods for the appropriate disposition of records. |
| Vital Records: | Those records essential for the
continued operation of the laboratory after an emergency or
disaster. |
