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Introduction

Records Management at Jefferson Lab

What is a Record?

What is Records Management?

Why Records Management?

Electronic Records

Legal Requirements

Privacy Act

Roles and Responsibilities

Identifying Archival Material

Procedures

Vital Records

Glossary of Terms

Flowchart for Records Management

Flowchart for Vital Records

 
Thomas Jefferson National Accelerator
Records Management Handbook

To view or download PDF version, click here.


Procedures

The Records Inventory

There are three basic steps the files coordinator follows in records management. These are: inventory/scheduling, transfer to storage, and dispose or archive.

The first step is to prepare an inventory of the records series in your office.

Your inventory provides the foundation for effective records management and should include adequate descriptions. A Records Inventory and Disposition Schedule (RIDS) form is provided by the Records Management Office to record inventory and identify disposition authority. For each series, describe the purpose of the records, their use and general contents. Be specific. Remember, the listing is not a description of each document but of the series. Include the arrangement of the series and the volume. Complete all the columns of the RIDS form.

After you describe your records series, you may determine how long they should be kept. This is done by consulting the Jefferson Lab Records Schedules. The schedules prescribe the authorization disposition of each series of documents found at the lab. Compare your series description to the ones located in the schedules. Where they match close enough to determine coverage, select that schedule number and enter it in the disposal authority column.

Complete the items on the RIDS form. Sign and send the completed RIDS form to the Records Administrator. It will be reviewed for accuracy and a copy will be returned to you, signed by the Records Administrator. Upon final approval by the Records Administrator, file your copy where it can be located by other staff members in your absence.

Frequently, you may need additional space for your records long before your records reach their limit for retention. Inactive records can be sent to on-site storage until their retention period is reached.

Records which have reached the limit of their authorized retention period can be disposed. Use your RIDS, Records Inventory and Disposition Schedule, to determine when records are ready for disposal. Records that are stored in on-site storage will be marked for disposition and you will receive an authorization for destruction of records form which must be returned indicating concurrence to destruction within 90 days. No response implies concurrence and records will be destroyed after the 90 day period.

Your RIDS may also indicate those records which, due to historical significance, should be sent to the Jefferson Lab archives.



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