Functions of records management program

Adequate safeguards are established to prevent unauthorized access, alteration, removal, destruction, or loss of USGS records;. Processes for the standard creation and maintenance of organized files are in place to ensure that USGS records are properly documented and are readily accessible to appropriate personnel to facilitate the timely disposition of permanent and temporary Federal records;.

Accessibility of records is acceptable for efficient business use and continuity of essential mission or support activities; and. Program and Office Managers are responsible for ensuring that their office and program records regardless of format are included in the appropriate record schedules and are managed according to relevant NARA regulations and USGS disposition schedules and policies.

Records Management Programs are required to conduct formal evaluations to measure the effectiveness of program practices for compliance with Federal regulations.

NARA requires all Federal agencies to complete an annual self-assessment of their compliance with records management requirements. Based on the assessment results, NARA may conduct evaluations or inspections to ensure that all or select program requirements are being met based on suspected or known deficiencies see item A above.

The USGS Records Officer is required to report any allegations or known incidents of unauthorized destruction, manipulation, alteration or removal of Federal records to NARA in violation of approved records schedules or unscheduled records. This report to NARA provides details of the circumstances and the steps instituted to prevent them from reoccurring and returning removed records, if the allegations are found to be true. In accordance with 36 CFR Expiration Date. This policy must be reviewed biennially, or as needed, in order to maintain current information.

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Science Snippets. Technical Announcements. Other companies prefer to utilize a hard-copy storage system through a records management company and secure off-site records storage to manage their papers. This allows them to have access to their documents any time they need them, and still maintain hard-copy records for legal or regulatory purposes. By creating a thorough procedure for your new records management plan, you can verify that the proper steps are taken in the future and can distribute this knowledge throughout the workplace.

Keeping everyone on the same page with their records management eliminates any mistakes that can lead to inefficiency or loss of data. Accidents and natural disasters happen so make sure you have a disaster recovery plan in place to help eliminate any issues in case of a natural disaster, fire, or flood. A solid backup plan will give you the peace of mind in knowing your data is recoverable in the case of any emergencies.

Training your employees after implementation of your new records management plan is the next step. By selecting the right team and ensuring you have well-defined processes and procedures, your records management will be a success.

Maintaining a regular process update and audit procedure will ensure that you correct any problems as quickly as possible. At Record Nations, we can help you create a records management program to manage or store your records, convert to an document management system, or set you up with the proper professional records management company that works best for your business. To get started, fill out the form on this page, or give us a call at Vital Records: Vital records are those essential organizational records needed to meet operational responsibilities under emergency or disaster conditions.

Vital records should be identified as in integral part of a disaster prevention and recovery plan for business continuity. A DPRP should include a listing of vital records and should part of an organization's larger business continuity planning process. A DPRP should include at a minimum the following components:.

Remember that the biggest threat to records is water weather from flood, leaky pipe, or even the water putting out a fire. Further, a DPRP should be reviewed and tested on a regular basis to make certain it is an appropriate plan. Disposition: Disposition is the final administrative action taken by an organization with regard to a records; these actions typically fall into two categories:.

When one regularly deals with the disposition of their records, they "lighten the load" of what they need to retain and manage. A policies and procedures manual encourages consistency in how one handles their records. The manual should be vetted on a regular basis to determine whether it is still effective, and if not revise and adapt it.

In addition, the manual may address items such as business processes and workflow and the role of records management within them. Ask Us. My Account. About Us.