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Administrative Manual - 214 Information Resources

214.03 Records Management

  1. POLICY

    It is Jefferson Lab policy to establish a systematic Records Management program for control of all records. Records is defined as all documentary materials regardless of form or characteristic.  The Records Management program shall:

    • Identify, schedule and preserve vital and emergency, research and development, and archival and historical records.
    • Ensure that Jefferson Lab has maximum legal/regulatory protection by adhering to established and approved scheduling guidelines, and best management practices.
    • Determine or establish responsibility for records in each office.

  2. RESPONSIBILITY

    Records management is a line function at Jefferson Lab, and the Records Administrator assists line management in meeting its records management responsibilities.

    The Laboratory Records Administrator is responsible for implementing the Jefferson Lab Records Management Plan.

    The Records Administrator shall:

    1. Provide central management and oversight for laboratory records.
    2. Provide training and guidance in records matters.
    3. Provide for all facets of management throughout the records lifecycle until final disposition.
    4. Act as liaison with the Department of Energy, or other agents, in records matters.

    Line managers:

    1. Ensure staff follows approved procedures.
    2. Ensure staff adheres to Privacy Act and Freedom of Information protocol.
    3. Appoint Records Coordinators.
    4. With Records Coordinators, correct reported records management deficiencies within a reasonable amount of time.

    Department Records Coordinators

    1. Each Department shall have at least one records coordinator appointed by the Department Head.
    2. Records Coordinators are responsible for the inventory and disposition of records in their respective departments.
    3. Records Coordinators act as liaison to the Records Administrator.

    The Information Management Committee

    1. Advise on guidelines and policy.
    2. Support development and maintenance of a lab-wide emergency and vital records program.
    3. Promote the records management program, act as records administration liaisons for their offices and departments.
    4. Determine records training needs and establish training guidelines.

  3. POLICY AND PROCEDURES

    Consult the Jefferson Lab Records Management Handbook Online for detailed instructions on managing office records, or call the Jefferson Lab Records Administrator at X7805 for information.


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