NAO 205-1

NOAA RECORDS MANAGEMENT PROGRAM

Issued: 6/25/97 Effective: 5/30/97

SECTION 1. PURPOSE.

The purpose of this directive is to enable the National Oceanic and Atmospheric Administration (NOAA) to carry out an effective records management program in accordance with existing Federal statutes and regulations.

SECTION 2. SCOPE.

The NOAA Records Management Program shall apply to all records produced, acquired, or maintained throughout NOAA. The objective of records management is the effective and economical management of the creation, organization, maintenance, use, and disposition of all NOAA's records.

SECTION 3. REFERENCES.

.01 Federal Records Act of 1950, as amended,(44 U.S.C. 2901-2909) establishes the records management program of the United States.

.02 The Paperwork Reduction Act of 1980 (Pub. L. 96-511) requires Federal agencies to reduce the paperwork burden and to improve Federal information policymaking.

.03 The Federal Information Resources Management Regulations sets forth Government-wide policies, rules, and procedures in the area of information management.

.04 Department of Commerce Administrative Order 205-1 establishes the Department-wide policy and program for records management.

SECTION 4. PROGRAM CONTENT.

The NOAA Records Management Program provides for effective controls over the creation, organization, maintenance, use, and disposition of all NOAA's records; and for compliance with the provisions of the authorities referenced above and with the regulations issued thereunder. It further provides for cooperation with the Office of the Secretary and the Archivist of the United States in developing and applying standards, procedures, and techniques designed to improve records management. This ensures the maintenance and security of records of continuing value and facilitates the segregation and disposal of all records of temporary value.

SECTION 5. DEFINITIONS.

01 Records - all documentary materials, regardless of physical form or characteristics, made or received by NOAA in pursuance of Federal law or in connection with the transaction of Government business. Records are maintained by NOAA to document how it was organized, what functions it performs, how it carries out those functions, how it relates to other agencies and to the public, and because the materials contain information valuable to NOAA.

.02 Documentary materials - a collective term for records, nonrecord materials, and personal papers that refers to all media containing recorded information, regardless of the nature of the media or the method(s) or circumstance(s) of recording.

.03 Nonrecord materials - materials not classified as records, such as:

a. information or extra copies of press releases, memoranda, circulars, reports, and other NOAA documents, other Department organizations, or other Federal agencies, and received by an office for informational purposes only;

b. museum material acquired and preserved for exhibition purposes;

c. library books and printed and processed materials maintained for reference;

d. stocks of publications and printed and processed documents maintained for supply purposes; and

e. stocks of blank and obsolete forms.

.04 Disposition - the retirement of inactive records to a Federal Records Center or the National Archives and Records Administration, the disposal of records by destruction or sale as waste paper, or the transfer of records to another Federal agency or to a private or public institution.

.05 Records disposition schedules - listings provided in the NOAA Records Disposition Handbook describing NOAA's records and identifying the authorized disposition.

.06 Inactive records - records which are referred to twice a month or less per file drawer, and to which additions are not being made.

.07 Files stations - locations where official record copies are maintained.

.08 NOAA's Records Disposition Handbook - document listing NOAA's records disposition schedules. These authorities are mandatory in NOAA.

.09 Electronic Records - data in a form that can be read and processed by a computer and that satisfy the legal definition of a record. E-mail messages are included in this category. Until a uniformed electronic system for storing records is developed for NOAA, all electronic records shall be printed and filed as hard copies. The retention periods are governed by the NOAA Records Disposition Handbook.

SECTION 6. RESPONSIBILITIES.

.01 The NOAA Records Management Officer, Office of Finance and Administration, is responsible for the development, coordination, and review of the NOAA Records Management Program. He/she is also responsible for providing staff assistance to all organizational elements of NOAA, both headquarters and field, and for maintaining liaison with the Office of the Secretary, the National Archives and Records Administration, and other agencies on records matters. The NOAA Records Management Officer shall provide technical guidance in connection with the organization, maintenance, and disposition of NOAA's files of official records.

.02 A Records Liaison Officer shall be designated by each Line Office Financial Management Center, NOAA Staff Office, and Administrative Service Center. The Records Liaison Officer shall serve as the principal point of contact between his/her organization and the NOAA Records Management Officer on all records management matters. The designating official shall notify the NOAA Records Management Officer whenever a new Records Liaison Officer is designated.

SECTION 7. FILE SYSTEMS AND MAINTENANCE.

.01 Filing systems shall be determined by individual offices to best serve the needs of those offices.

.02 Offices which maintain official files shall maintain the original or record (yellow) copies of communications for which they have action responsibility.

.03 Files should be located to best serve the functional needs of an office with full consideration given to such factors as use, security, space, equipment, contents of records, and control.

SECTION 8. EFFECT ON OTHER ISSUANCES.

This directive supersedes NAO 205-1, NOAA Records Management Program, dated July 19, 1988

SIGNED,
Chief Financial Officer/Chief Administrative Officer

Office of Primary Interest:
   Office of Finance and Administration
   Acquisition, Grants, and Facilities Services Office
   Administrative Services Division
   Directives Staff (OFA51)