Records Glossary

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:
  1. Library or museum material made or acquired for reference or exhibition purposes;
  2. Extra copies of documents preserved only for convenience of reference on which no action is recorded or taken;
  3. Stocks of publications or other processed documents that require no action.
  4. Routing slips and transmittal sheets adding no information; and
  5. 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.