records management
steps to send records to storage
Please follow these steps to send records to storage:
1. All records must be stored in an official records box, which can be obtained from the Lab stockroom under the number 1350-0285.
2. Complete the sections on the RSD (Records Storage & Disposition) form:
Fill out the top line (in the header) starting with Name of Person Storing Records, etc.
Complete Item (2) Dept. Box No. with a unique number for your department, i.e. it might be DIR-REQ-1.
Under Item (3) Record Description, provide a short description or listing of the contents in each box so you will know what is in each box in case you ever need to retrieve it. If the material is dated, indicate the date to give some idea of when the records were created in a broad general sense. This does not mean a detailed list of each file folder but a good enough description to allow word searches. Use four digits for years (1998, 2003, etc.) and avoid using abbreviations or acronyms.
If notebooks, experimental run books or logbooks are being stored, provide the year in which they were created, experiment number, and logbook or run book number as this information is often critical to our scientific community.
Under Item (4) DOE ADM/GRS Retention Schedule, enter the number of the retention schedule your records fit into. The retention schedules can be found at http://cio.energy.gov/records-management/disposition.htm. To help determine which retention schedule to use, look at previous records that have been stored or call the Records Manager at Ext. 8447. These are examples of how to write the retention schedule numbers in Item (4):
ADM-3, item 3.a.(1)(a) GRS 2.7 NC-430-76-2
Under Item (5) Retention Period, enter the time period for retention of the records that are listed with each Retention Schedule.
Under Item (6) Disposal Date, enter the month of December and the year that follows your determined Disposal Date, e.g. 12/2004. Using only December helps expedite the search for records that are due for destruction.
Under Item (7) Vital Records, check the box if the items to be stored are considered Vital Records; i.e., they would be needed as part of a Disaster Recovery plan at the Lab (to operate the Lab in an emergency situation or to facilitate the restoration of normal operations) or if they deal with the preservation of legal rights and interests of employees and the government (i.e., records of payroll, medical, leave, retirements, insurance, vacation, daycare children's files, general ledger items, payment journals, environmental and waste monitoring records, industrial hygiene, hazardous materials information or waste manifests. This list is not all inclusive but provides some guidance. For specific questions, contact the Records Manager at Ext. 8447.
Under Item (8) Epidemiological Record, check the box if the information being stored is of any human health value. This includes personnel and medical information, data on where people worked and their working conditions, site organization charts, telephone and personnel locator directories, etc. Again, the Records Manager can provide additional guidance.
After you have entered the required information, forward the RSD form to the Records Manager via email at kadnz@fnal.gov. Records Management (RM) box numbers will be assigned and entered on the form. The completed form and labels to be affixed to the boxes will be returned to you together with instructions for transferring the boxes to the offsite storage facility.
Our retrieval service (should you want to recall a box) provides standard delivery on Thursdays. Your retrieved box will be returned to your physical location or to the office you indicate. To request retrieval of your record box, send an email to kadnz@fnal.gov with the RM box number(s).
If you have any questions, please do not hesitate to call the Records Manager at Ext. 5693.
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