New requirements for records management in DOE O 243.1C
| Required records management training for all staff: Sign up for virtual or "in-person" training here. |
The following new requirements impact the lab:
- Managing email according to the Capstone Approach: The Capstone Approach consists of three levels of email retention. Permanent, 7 years, and 3 years. Jefferson Lab has been instructed by DOE to adhere to the 7-year retention of emails in all lab email accounts.
- Implementation will begin Monday, July 10, 2023. This is an extension from the originally planned May 1, 2023 date.
- Email will be deleted when they are 7 years old.
- After the email retention is implemented, Outlook web and Windows desktop users will see a "recovery" link at the top of their Deleted Items folder. This link will allow users to recover system-deleted emails under the seven-year retention and user-deleted email from the deleted items folder for 14 days. After 14 days, these emails will no longer be recoverable. (Click here for details.)
- Emails related to the scientific mission of the lab should be moved to the "Archive" folder, which has an indefinite retention.
- "Archive" folder exists in every JLab Outlook account as a default folder. Users do not have to create the folder as it already exists.
- All staff may use the "Archive" folder to temporarily store emails that need to be evaluated as records or reference material, but the purpose of implementing indefinite retention is for scientific, R&D, and mission-related emails only. All other emails should be evaluated and properly managed, whether they are deleted as non-records, or moved out of email accounts because they are reference material or records.
- Email messages which are and/or contain records that must be managed according to one of the applicable records schedules below must be moved out of the email system and filed as a record in an external system such as SharePoint or a shared drive.
- OneDrive or the home directory are not recommended for filing lab records.
- Training slides are found here: Part 1 | Part 2
- Reach out to records@jlab.org for additional assistance.
- File plans:
- inventory of all records of your group or department.
- created and maintained by individuals who are knowledgeable about records. This is not always administrative support staff.
- provided to DOE annually or upon request.
- Template with examples found here
- All paper records that will be stored in the Federal Records Center must be transferred before May 31, 2024.