Records Management

Guidance/Assistance/Tools:
File Systems

Quick tips:

• Official record copies must be filed at the official file station.

• Reference files may be filed at your work station.

• Personal files (papers of a private or nonofficial nature) must be kept separate from the records of the office.

• Record and nonrecord materials are the property of the Federal Government, and may not be removed from the agency. When you leave your position, you may only take your personal papers with you.

Tips for setting up your files:

• Use records schedules if they are available to arrange your records into series. A record series is a group of documents or other records maintained together because they:

• Relate to a particular subject or function,
• Result from the same activity,
• Document a specific kind of transaction,
• Are of the same physical format, or
• Have some other relationship arising out of their creation, receipt, or use.

• Within each series, segregate in different folders documents with short-term retention periods, nonrecord material, and documents with long-term or permanent retentions.

• Series can also be further divided into subgroups according to record type, project, or other appropriate groupings for easier access and disposition.

Electronic Records

• Set up electronic files following the same filing plan and structure used for paper records, or vice versa.

• Set up the same series and folders, segregating documents by function and retention.

Retain:

• Official copies that provide information on the organization, function, policies, procedures, or operation of the agency.

• Backups of all electronic records, especially when a paper copy is not kept.

• Lists of records transferred to storage.

Discard according to the records retention and disposition schedules:

• Duplicate copies maintained in addition to official file copies.
• Courtesy letters and routine transmittal letters.
• Notices of meetings.
• Convenience, tickler, or reading files.
• Outdated reference material.
• Obsolete publications, circulars, or blank forms.
• Surplus copies of publications.

Keep separate:

• Program records from housekeeping or facilitative records (these are general administrative and financial operating records such as budgets, ledgers, travel expenses, personnel files, and all material filed for the record elsewhere).

• Personal papers and materials.

Avoid

• Overcrowded file folders, drawers, and boxes; this results in damage to documents, loss of labels, and difficulties in retrieval.

• When possible, the use of binding materials.

For more information:

• Contact the REE Records Officer .
• Consult the REE Procedures Manual [Filing Systems section] .
• EPA Records Management Program, "A Basic Approach to Improving Your Files."

 

Guidance/Assistance/Tools

REE Records Management Homepage