United States
Environmental Protection
Agency
Information Resources
Management
(PM-211D)
Issue Number 14
February 1992
SEfift INFO ACCESS
Records Network Communications
r
In this Issue...
Fundamentals,
p.2-3
Contacts for
Records Contracts
p. 4
Responsibilities,
p. 5
Frequently Asked
Questions,
p.6-7
Laws,
p .7
Survey Results,
p.8
Do's & Dont's,
p.8
Success Stories,
p.9
Records Management for Managers:
An Open Letter to EPA Managers and
Staff...
This issue of ENFOACCESS focuses on what program managers need
to know about records management. Our goal is not to turn you into a
records manager, but rather to explain why you and the Agency need a
records management program, what the program is doing for you, and
what your role in records management is, and to do it in 12 pages or less.
If what we say piques your interest, you may use the form enclosed to
request additional information and services.
The records in your office allow you to do your work, but they are
much more than that. They provide a means of accountability, a source of
information for our successors in public service, and a record of our
activities for today's public and future generations. We use our records
daily, but they do not belong to us any more than our computers do. They
are public property and a public trust. Caring for them, preserving them
as necessary, and disposing of them as appropriate are joint
responsibilities shared by the Agency's records management staff and you.
I hope you find this issue of INFO ACCESS useful today and for future
reference. The records management staff, here at the National Records
Management Program office and in your office, exist to serve you. Take
advantage of the services we offer.
Mike Miller
National Program Manager
for Records Management
'/?; Printed on Recycled Paper

-------
IF
Do you think about
where you're going to
go on vacation when
someone talks to you
about your files?
Do you think about the
new CD you just bought
when someone talks to
you about records?
Do you think about your
next dental appointment
when someone talks to
you about records
management?
If you were honest
and answered "yes" to
any of the questions
above, you are not
alone. Those of us who
work in the records
management profession
often get that reaction
when we talk "business"
with a client. This
reaction often leads to
what I like to call the
"Records Manager's
Lament" - What can I do
to get management s
attention? Translation:
How can I get the
resources I need to
improve our records
system?
Records Management Fundamentals -
So Who Cares? by Sandy York (contractor),
LAI Records Management Program Director
Managers are responsible for making sure the agency's goals and objectives are
being met with available resources and planning for future resources. How does records
management fit in with this? And why is it important to include records management in
resource planning?
EPA along with other federal agencies, as well as the corporate world, face major
challenges today to become more productive. Administrative costs rise steadily and need
to be controlled. An effective records management program can help accomplish this by
ensuring you find the information you need when you need it.
"Finding the information you need when you need it." Sounds simple. But anyone
who's worked in an office, whether it's a federal agency, an insurance company, or a
bank, knows it's just not that simple. Most people are not concerned about their records
until they:
<=»	Can't find what they need,
<=»	Outgrow their file cabinets,
<=»	Move their office, or
c®	Become involved in litigation.
So, how do we manage records?
We start by understanding that information is a resource and has value. This means it
needs to be managed just like any other resource. The traditional management
techniques of planning, controlling, directing, organizing, communicating, etc., need to be'1
applied to our records. It's not only our obligation to manage our information resources in
a responsible and cost effective manner, it just makes good business sense. By effectively
managing our records, we can save staff time (and reduce stress), save space, and make
better use of equipment - in other words, save MONEY.
Records Life Cycle - Records need to be managed from their creation to their
destruction, not just when the paper gets to the file room. This includes not only the paper
most people think about when they think of records, but non-paper records such as data,
audio-visual materials, forms, maps, and drawings.
Records Creation - Very often, this important step is ignored in the records
management system. We need to make sure we're creating reports, forms, and other
records because there is a real need for them. If we don't create them, we don't have to
manage them.
Continued on page 3
ACCESS
INFOACCESS, a forum to provide information and report on progress in information management across
the Agency* is produced by the Information Access Branch of the Information Management and Services
Division, Washington, DC under the direction of Michael Miller, National Records Management
Program Manager. Please send your comments and suggestions to: Mary Hoffman (LABAT-
ANDERSON incorporated) Network Coordinator, PM211B, 401 M Street, SW, Washington, DC 20460,
Telephone: FTS 260-7762. Electronic Mail: Hoffman.Mary.

INFOACCESS
FEBRUARY 1992

-------
Fundamentals from page 2
Records Inventory - The records inventory
is the way we find out exactly what it is we need to
manage. A good inventory will tell you, among other
things, what you have, how much of it you have, and
where it is. It helps identify what is record material
and what is non-record material, what you can keep,
and what you can destroy.
Records Appraisal - The next step in the
process is an appraisal - determining the value of
the records. This can be a complex process and
requires a collaborative effort with program staff,
records management staff, and the National
Archives. Legal, fiscal, scientific and technological,
evidential, and informational values must be
weighed so records are Kept for the appropriate
length of time.
Records Disposition Schedule - A disposition
schedule is the system that controls the life span of
your records. It tells you how long to keep
temporary records and when to transfer records to
the Federal Records Centers and the National
Archives for longer term or even permanent
«»tention.
File Plan - a file plan is a guide to how your files
are organized. It's also called a file guide, file
structure, or file index. Well organized file plans help
you find what you need in your active files as well as
facilitate transfer and disposition of inactive records.
File plans must also include the non-paper records
in your office.
Records Maintenance - There are many
different methods of maintaining records -
centralized/decentralized file rooms, color coded
files, microfilm/optical technology, etc. You need to
decide what system will work best for your needs -
what equipment and technology will make the
operation more efficient, what controls will be put
into place, and who will be responsible for what.
Human Resources - Staffing of your records
management system is a critical element. Without
the appropriate staffing you will have system failure.
Your records management staff not only needs to be
proficient in records management techniques and
technology, but also have management and
communication skills. Records managers often need
to be salesmen, negotiators, diplomats, teachers,
and politicians. You need file clerks, certainly, to
keep documents filed, prepare documents for microfilming,
and other more typical clerical functions. But you also
need staff with the ability and knowledge to:
~	Prepare budgets.
~	Design equipment and floor layouts.
~	Perform system analyses.
~	Conduct training sessions.
~	Plan and implement cost efficient use of
technology.
How do we get started?
You have probably already started. Most offices have
some elements of a records system in place. What you
need to do now is evaluate what you have and how to get
to where you want to be.
/ Are you meeting all your legal, regulatory,
administrative, fiscal and evidentiary requirements?
~	Are you doing it in the most cost effective manner?
~	Can you find what you need when you need it?
If you need help getting your program in shape,
contact your Records Officer, or the National Records
Management Program staff - Mike Miller, Gloris Butler, or
Harold Webster. A list of EPA Records Officers is
enclosed with this issue for your reference. Many offices
also have professional records management contractor
resources available for assistance [See page 4].
Management support for records programs is vital. Without
that support, records management improvements cannot
be made and the agency cannot meet its obligations. *
Common Misconceptions
About Records:
•» Once I'm done with a record
I can throw it away.
I don't need records management!
I'll automate instead.
My records are mine and nobody else's.
•» If ifsnotinpaperitisnotarecord.
«* I can take my records with me when
I switch jobs.
FEBRUARY 1992
3
INFOACCESS

-------
Contacts for Records Contracts
Many program managers use contract support to perform records
management tasks. There are many contract vehicles available for use
in the Agency. Following is a list of contacts for some of the contracts
currently in place. Call the contact person concerning services
available under each contract.
Contractor/Topic
American Management
Systems, Inc.
Booz-Allen & Hamilton, Inc.
LABAT-ANDERSON
Incorporated
Imaging
Microfilming
Contact Person/Address Phong
Adrians Fortune	260-9462
Management and Organization
Division, PM-213
Vickl Bailey	260-4999
Management and Organization
Division, PM-213
Linda Garrison	260-6939
Information Managment
and Services Division, PM-211D
Tim Hinds	629-3584
National Data Processing
Division, OARM-RTP, MD-34
Geoff Steele	260-5636
Information Management
and Services Division, PM-211D
Headquarters
Records
Management
Conference
Match 17, 1992
Rosslyn Westpark
The Information Management and Services Division (IMSD) will
sponsor a conference for all Headquarters staff with records
management responsibilities on March 17. The conference will
cover key issues such as file plans, disposition, and retirement of
records to the Federal Records Center. Please see the enclosed
registration form for more information.	...............	
' Tip of the Haf '
OSWER Conference
Hats off to Jack Frost, Frank Biros,
and Lisa Jenkins for their excellent
meetings in December for OSWER
records managers.
Filming In Region 4...
Congratulations to Region 4 staff
who recently received the go-ahead
to finish microfilming their Superfund
Administrative Record.
Welcome...
Join us in welcoming some new
records staff to the network:
Deborah Singer-Redner, records
officer for the National Data
Processing Division in RTP; Pat
Shirley (contractor), who will work
on Regional records in Kansas City;
Jill Sprlngman (contractor), who
will work with records at Cincinnati.;
and Cathe Rutsala (contractor), wfr
will be working with Superfund
records in Seattle.
Unpacking In Region 5 ...
Hats off to all those in Region 5 who
participated in the successful move
to 77 West Jackson Boulevard.
Approximately 4200 feet of Waste
Management Division materials were
collected from various areas and
placed on shelves in the new
building.
ACCESS EPA Is well received...
Congrats to the Public Access Staff
for their publication, ACCESS EPA,
a directory of environmental
resources. The 1991 edition of the
directory was published as seven
single directories and a consolidated
volume that incorporates the
individual titles. The directory is
available for purchase at the
Government Printing Office and the
National Technical Information
Service.#
INFOACCESS
4
FEBRUARY 1992

-------
Records Management at EPA
5 Years From Now
Where should the records management program be in 5 years? We're
aiming high and these are the goals we are shooting for:
~	A clearly identified body of records that constitute the Agency's
corporate information base. These records are organized, structured,
protected, and under sufficient intellectual control that they can be used
effectively as an information resource for the entire Agency.
~	A self sufficient records management program in each major program
area, Regional office, and laboratory.
~	A cadre of full-time record managers in the major program units and
Regional offices, and a records contact in each Division.
~	An updated records management policy document that places records
management firmly in the context of information resources management.
~	Resolution of the legal issues involving the creation, transmission, and
storage of information in electronic and optical form, clearing the way for
the elimination of a significant amount of paper retained solely for backup
purposes.
~	Records disposition schedules that are automated and sufficiently
informative that they can serve as an access tool to locate information
¦cross program lines.
A series of records management training classes available at
Headquarters and in Regional offices. 
-------
Ten
Frequently
Asked
Questions
About
Records
by Michael L. Miller,
IMSD
			\
Definition of a
Record-
ail books, papers,
maps, photographs,
machine readable
materials, or other
documentary
materials, regardless
of physical form or
characteristics, made
or received by an
agency of the United
States Government
under Federal law or
in connection with the
transaction of public
business and
preserved or
appropriate for
preservation by that
agency or its
legitimate successor
as evidence of
the organization,
functions, policies,
decisions,
procedures,
operations, or other
activities of the
Government or
because of the
informational value of
data in them.
JBcam: 44 u.s.c
Chapter 33,
L Section 3301
Q. Why do we have to do records management?
A. Three reasons - it makes sense from an economy and efficiency standpoint, it
enables the Agency (and you) to fully document its standpoint, and it is required by
Federal statute and regulation (See box on page 7)
Q. How do I benefit from good records management?
A. You benefit several ways.
•	Free up office space for other purposes.
•	Allow quicker retrieval of documents.
•	Provide better documentation with less paper.
•	Save money on space, equipment, and staff time.
•	Comply with Federal and Agency requirements.
Q. What are my basic records responsibilities as
a manager or employee?
A. Only three major ones:
•	Create the records necessary to document the activities for which you are
responsible,
•	File those records in a manner that allows for them to be safely stored and
efficiently retrieved when necessary, and
•	Dispose of records in accordance with Agency and Federal regulations.
Q. Is all of the paper I have in my office a record?
A. No. In most programs probably a quarter of the paper volume is actually record
material that needs to be retained for any length of time. Much of what is in most offices
is either reference material which can be destroyed when no longer needed, or working
files of individual staff members. Although working papers are records, they generally
need to be maintained for only a short period of time.
Q. What is a record?
A. Books (and laws) have been written on this subject. The basic definition is found in
the Federal Records Act. [See the box on this page]
Q. What I should treat as a record in my office?
A. The real question facing most managers is "what am I responsible for filing in my
office?" From a records management perspective a document is a record in your office
if:
•	Your office created it.
•	Your office acted on it.
•	Your office received it for action.
•	Your office is designated as the custodian because of oversight duties
or for other reasons.
•	Your office needs it to document its activities or decisions.
If one of these criteria applies, the document should be included in your program's
official files and retained and/or destroyed according to the records schedule.
Continued on paga
INFOACCESS KK FEBRUARY 1992
-------
Questions from page 6
Q. What should I do with my records once I don't
need them?
A. The Agency has a system of records disposition schedules that
provides this information. Schedules are rigorously reviewed to
ensure that records are retained a sufficient length of time. Once the
schedules have been reviewed within the Agency, they are
submitted to the Archivist of the United States for approval as
required by law. Following signature by the Archivist, they serve as
the legal authority for the destruction of records or their transfer to
the National Archives.
Q. Can technology solve my records management
problem?
A. In many cases technology can help but only after the real
records management issues have been resolved. The rule of thumb
is that if you automate a records management problem rather than
solve it, you have an automated records management problem
rather than a solution. Before you apply technology - whether it be
automation, microform, or imaging - you need to understand what
your records management problem is and exactly how technology
can solve it.
Q. Am I stuck with all of the paper I have here?
A. No you're not. There are several ways of decreasing your
paper volume:
~	Use your records disposition schedules as a guide to
eliminating unnecessary paper.
~	Review your files for outdated reference materials.
~	Microfilm your records. In most cases if records are
properly microfilmed, the paper originals can be destroyed.
The National Records Management Program can advise
you on the destruction of paper after filming.
~	Use imaging technology to eliminate the need for massive
amounts of paper on-site. [See the article on page 9 for
additional information.]
Q. Does my program need a records manager?
A. Most programs need a person to manage its records on at least
a part time basis and serve as the contact point for records issues in
the program. That person should be trained in records
management, and be an active network member. The
percentage of time devoted to records will depend on the size of the
operation. Generally speaking the following are minimum staffing
guidelines: A full time records manager is essential in
Headquarters AAships and major programs, Regional Offices, and
major field facilities such as Research Triangle Park. A half to full
time records manager, depending on work load, is needed for EPA
laboratories, Headquarters offices, and Divisions in Regional offices.
Part time records staff are suitable for most Divisions at
Headquarters and Branches in Regional offices. *
Records Management
Laws
Records Creation and Disposition;
~	Federal Records Act of 1950 and
Federal Records Management
Amendments of 1976
44 U.S.C. 2107*2108
44 U.S.C. 2901-2909
44 U.S.C. 3103-3107
44 U.S.C. 3301-3314
Government agencies must create and
maintain adequate and proper documentation
of policies, and develop and maintain
schedules for records disposition and
retention.
Information Access;
~	Freedom of Information Act
5 U.S.C. 552
Government agencies must provide a
recordkeeping system that will facilitate public
access to information.
~	Privacy Act of 1974
5 U.S.C. 552a
Government agencies must provide individuals
access to federal records concerning them and
safeguard individual privacy from misuse of
federal records.
~	Administrative Procedure Act
5 U.S.C, 551 et. seq., 701 et seq.,
3105,3344
Government agencies must make substantive
rules and statements of general policy
available and to give notice of proposed
rulemaking so interested persons can
participate.
Program Specific Legislation:
~	Trade Secrets Act and Toxic Substances
Control Act
16 U.S.C. ms and
15 U.S.C. 2613
Government agencies must protect
confidential business information (CBI) from
public. *
FEBRUARY 1992
7
INFOACCESS
-------
Customer Survey Results
National program staff need
feedback from the agency's records
managers on a regular basis to
make sure that the national program
is providing effective support.
During September 1991, the
National Records Management
Program (NRMP) polled records
contacts about the Program's
services and activities.
General Impressions
Most of those who responded
said they were familiar with NRMP,
and about two thirds said they had
used Program services or products.
In addition, about half of the group
reported that others at their location
(administrative assistants, library
staff, etc.) had used NRMP's
services. When asked about the
ability of NRMP staff to respond to
telephone requests, about 85% said
they were satisfied with the service
they received.
What Services/Products Would
You Like NRMP to Provide?
When asked how the program
could assist records managers, the
general consensus was that NRMP
should provide more products and
services to address specific records
management issues. The following is
a list of some of the topics suggested:
~	Basic guidelines on storage and
retrieval.
~	Legal issues relating to the
management of records.
~	Records disposition guidance.
~	News, progress reports, and
new records initiatives from
sites around the agency.
~	Training opportunities.
~	A list of NRMP services.
LD
What One Big Improvement
Can NRMP Make in its
Services/Products?
Responses included:
~	Provide an overview of existing
systems to act as reference
data for others.
~	Develop new schedules and file
plans - and guidance on using
them.
~	Develop improved disposition
schedules.
~	Arrange regular conference
calls.
~	Increase attention to records
outside the Superfund
program.
~	Coordinate regular records
management conferences
(biannual).
~	Develop training for records
generators.
Initiatives are underway to respond
to many of these items. The NRMP
will collect this information about the
quality of its service again at the end
of FY92. fc
Records Management Do's and Don'ts
Do keep adequate and proper documentation of your
activities as a federal employee.
Do work with your records management staff to
transfer and dispose of your records in an orderly and
timely manner.
Do establish an official file station and assign
responsibility to a file custodian.
Do investigate, evaluate, and implement
automation that meetsyour needs.
Don't keep records in your office "just in case you
might need them," but don't destroy them without
checking with your Records Management Officer first.
Don't assume every document in your office is a
record but computer disks and tapes, maps and
drawings, microfilm, photographs, and motion pictures
maybe.
Don't assume automation will take care of all your
records problems.
Don't let records "take control" of your office or wait
until you move to address your records management
problems.
Do plan and implement an effective records
management program so you can control your
records and find what vou need when you need it.
- Compiled by Sandy York (contractor), LAI Records Management Program Director
INFOACCESS
8
FEBRUARY 1992
-------
Records Management Success Stories
Image Processing
Takes Off
by Tim Hinds, NDPD
The Agency has accumulated several success
stories, including the Superfund Cost Recovery Image
Processing System (SCRIPS) and the Office of Toxic
Substances (OTS) Image Processing System, both of
which are in production. Many more image processing
systems are planned.
Image processing is for any office which handles a
lot of paper. Just about every office has forms,
correspondence, records, or other paperwork which
could profitably be processed as images on computer,
rather than stacks in the inbox (or on the desk, chair,
floor, etc.). Paper is everywhere, and so voluminous as
to make document retrieval alone a tremendous
challenge, and document transmission and control an
outright nightmare. Image processing systems are
saving time and work, while enhancing document
accessibility and reducing storage space.
Image processing presents the opportunity for us to
replace paper-intensive manual document handling
systems with more efficient automated systems
providing huge capacity and ease of use. Scanning
documents into machine readable form, either as images
or as text files, gives us immediately accessible and
highly portable tools which we can send to each other via
computer mailbox, rather than routing slip and envelope.
Several people can share a document without
photoduplication. A document can be indexed or
redacted or annotated automatically from a workstation
with minimal effort. One optical disk platter can hold
images of over 200,000 pages. Entire file rooms would fit
on a jukebox costing less than $30,000. Storing,
retrieving, and transmitting documents becomes the
work of the computer, leaving the people free to think
and act. The systems developed to date have proven we
can use technology to manage the mounds of paper we
face every day.
For information on how to evaluate the applicability
of image processing to your systems, or for information
on the Agency's Image Processing contract, call Timothy
Hinds, Program Manager of Image Processing
Operations, National Data Processing Division (NDPD),
at FTS 629-3584 (email HINDS.TIMOTHY). *
Managing OHEA
Documents
by Maie Pfaff and Judy Theisen,
OHEA Technical Information Staff
The Office of Health and Environmental Assessment
(OHEA), part of EPA's Office of Research and Development,
conducts scientific assessments of the degree of risk
imposed by environmental pollutants on human health and
ecological systems. As these assessments serve as the
scientific basis for regulatory and enforcement decisions
within the Agency, It is imperative that comprehensive files
be kept and maintained to support the conclusions and
recommendations of the documents. OHEA produces many
documents yearly, and as a result they have accumulated
lots of paper over the years. The National Records
Management Program (NRMP) recently learned of OHEA's
system for filing, tracking, and retiring its documents.
OHEA's program has been in use for some years now, but it
undergoes frequent updating and streamlining to meet the
changing needs of the office and technological advances in
records management.
From the beginning, OHEA's Project Officers had their
own working files. In addition, a number of chemical files
(over 10 file cabinets) were maintained in the Director's
office. Meanwhile, a third set of files related to document
review, clearance, and publication were fast accumulating in
the office of OHEA's Technical Information Staff. In 1983,
OHEA's management decided to set up a central file tor
more efficient use of information contained in those files. As
you can imagine, the process of organizing the files was
extremely labor intensive.
In the mid-1980's a database program using dBase
software was developed and the process of data entry, and
later, microfiching began. To give you some idea of the
amount of paper involved, between 1984 and 1989, OHEA
staff produced approximately 250 documents each year.
OHEA now has contractor assistance to do data entry,
convert paper copies to microfiche, and help gather
information for responses to Freedom of Information and
other requests.
As with most success stories, their reputation is
spreading. Although OHEA's files were set up for OHEA staff
use, they are available to the rest of the Agency. They
frequently receive requests from Agency program and
Regional offices as well as state offices. OHEA's policy is to
disseminate published documents to the National Technical
Information Service (NTIS), EPA libraries, and to the Federal
Depository Library system for broader access. They refer
public requests to NTIS. If you would like more information
about the OHEA system, you can contact Marie Pfaff or Judy
Theisen, Technical Information Staff,
at FTS 260-7345. #
FEBRUARY 1992
9
INFOACCESS
-------
10 Quick Ways to Improve Records
Management in Any Office
In most offices only about 25% of the paper is program record materials that need to be managed in the office.
That means that 75% of the paper mountain we face falls into one of the following categories:
~	Administrative records used to carry out routine operations.
~	Program records that can be stored off-site.
~	Working files used by staff to carry out their assigned duties.
~	Reference materials.
The trick to good records management is identifying which of the files in your office belong to each category, and
managing them appropriately. Here are 10 suggestions for improving records management in your office. By applying
any or all of them, you will decrease the amount of paper in your office, increase the amount of space, and improve
staff efficiency. The key idea is to understand what portion of that paper in your office really needs to be managed.
1.	Segregate your paper into four categories: records for
which your program is responsible, administrative
records, working tiles, and reference materials.
2.	Set up a "records center" or official file station for your
major program files. Make someone responsible for each
major program file your office maintains, and send those
persons for records management training.
3.	Apply your records disposition schedules. Most
programs keep more records longer than they need to.
Hold regular cleanup days to encourage staff to retire
older records to the Federal Records Center or recycle
them as the schedule specifies.
4.	Draft lists of documents that need to be included in
the official program files and those that don't need to be
retained. Coordinate the list with your records manager
and counsel as necessary.
5.	Cut off your program and administrative files at the
end of each year. Start new files and bring forward only
the material that is still active. This will simplify retiring
inactive records later.
6.	File records by type and by disposition rather than
filing everything together. For example file final reports
which have a long retention and active life separately
from drafts which have a short retention. Separate
controlled correspondence from general correspondence
and so on.
7.	Use the Agency's alpha-numeric file plan for your
routine administrative records.
8.	When you create a new type of record or file, develop
a disposition for it in conjunction with the records
management program. This will allow you to plan how
long you need to retain records.
9.	When you automate be sure to include records
management considerations and responsibilities in your
mission needs analysis.
10.	Set up a central reference file for documents that are
needed by the staff on an occasional basis, rather than
having each staff member retain a copy.
* Michael L. Miller, IMSD
r In the April Issue ^
of INFOACCESS...
~	Managing Electronic Records
~	An interview withEPA's Freedom
of Information Act Officer
~	What is Corporate Information?
Agencywide Records
Management Conference
The Information Management and Services Division is
planning to hold an Agencywide records management
conference in San Francisco in late November or early
December 1992 (FY93). Be sure to include this important
conference in your travel plans for the first part of FY93!
INFOACCESS
10
FEBRUARY 1992
-------
OSWER Records
Management
Work Group
Meeting
December 10-12, 1991
Arlington, VA
by Lisa Jenkins, OSWER,
and Mary Hoffman
(contractor), Network
Coordinator
A set of OSWER Records
Management Work Group Meetings
were held in December to discuss
major Headquarters and Regional
Office records management issues.
Three work groups participated in
the sessions, the Superfund
Document Management System
(SDMS) Work Group, the OSWER
Records Management Work Group,
and the Administrative Record Work
Group. In his welcoming remarks,
Jack Frost, Director of OSWER's
Information Management staff,
noted the importance of the
meetings, and the resulting
discussions about key records
management issues.
In sessions held on the first day, the Superfund Document
Management System (SDMS) Work Group discussed the current status of
SDMS, the recent software and hardware validation project and SDMS
issues. Other important issues discussed included user response time
requirements, system redaction capabilities, document indexing, and a
backfile conversion strategy. Lessons learned during the implementation of
the Superfund Cost Recovery Image Processing System (SCRIPS) were
shared by the SCRIPS Project Manager. In the afternoon, break-out sessions
were used to discuss SDMS planning and implementation issues: "What
should be the criteria for choosing the SDMS pilot?," "What do Regions need
to do to prepare for SDMS implementation?," and "What are the implications
of long term SDMS ownership for the Regions?"
On the second day the OSWER Records Management Work Group heard
presentations about on-going records management projects such as the
development of Superfund Regional Records Retention Schedules and the
NARA Report findings. At this meeting there was stronger representation from
RCRA records management professionals than ever before. RCRA
participation is becoming increasingly important as the OSWER staff identifies
areas where RCRA and Superfund records management responsibilities
overlap.
The majority of the second day allowed the OSWER Work Group to use a
minipanel format to discuss thirteen key OSWER records management
issues. These issues included Federal facilities; Confidential Business
Information (CBI); document indexing/retrieval; microfilming; moving office
locations; automated records disposition; Contract Laboratory Program (CLP)
records; and the relationship between RCRA and Superfund records.
The Administrative Record (AR) Work Group met on the morning of
December 12,1991. Participants discussed Removal and Remedial AR
issues, and were briefed on Superfund community relations and a review of
Regional Administrative Records development procedures. In addition, each
Regional Office was given an opportunity to update the group on recent AR-
related events in their Region.
The Work Group meetings also featured two well attended records
management training sessions. The sessions addressed how to conduct
effective internal records management studies and how to market records
management within an organization.
The December meetings provided an excellent opportunity for
Headquarters and Regional records managers to share their knowledge and
experiences with their colleagues, and to discuss pertinent issues. The
meetings appear to have been a great success, providing constructive ideas
and action items for the future. *
FEBRUARY 1992
INFOACCESS
Who Says There is No Free Lunch?
Well maybe there isn't a free lunch, but there is free off-site storage for your records. The National
Archives and Records Administration offers free storage of Agency records in its Federal Records
Centers across the nation. To find but more about this service contact your records manager or call the
National Records Management Program at FTS 260-5912. Headquarters staff can request the
publication" Using the Federal Records Center: A Guide for Headquarters Staff," which discusses the
benefits of using the records center near Washington, DC and explains how the process works.
-------
Around the Records Network
This section of INFOACCESS is used to report on upcoming meetings and
projects currently underway in the Regions, laboratories, and Headquarters.
Anyone with contributions for this column can contact Mary Hoffman
(contractor), Network Coordinator, FTS 260-7762.
Region 1:
Removal Action ARs
Region 4:
Draft ORC Manual
Region 8:
RCRA Records
Conversion
Helena Superfund
Records Center
Draft Manual on
Compilation of ARs
Region 10:
Databases for
Docket Files
Lyn McCoy (contractor), Records Analyst, began
writing instructions for compiling Removal Action
Administrative Records (ARs). When completed,
the instructions will explain how to use INMAGIC
and WordPerfect to create the necessary
explanatory materials.
Records Management staff prepared a draft
Records Management Manual for the Office of
Regional Counsel. The final review of the
manual was planned to coincide with the hiring
of new contractor staff to oversee the
implementation of a new filing system.
Phase I of the conversion of the RCRA facility
files to standardized file folders and labels is
complete and work is beginning on Phase II,
organizing the contents into the new file
structure. Work is also being planned for non-
facility files maintained by the RCRA Waste
Management Section which includes RCRA
Subtitle D and I records.
Staff at the Helena Superfund Records Center, a
satellite of the Denver (Region 8) Records
Center, reorganized during December 1991.
Staff assumed general responsibility for specific
sites to better serve the Center's clients. The
Center manages records for twelve Superfund
sites, including the Clark Fork River, one of the
largest Superfund sites in the nation.
Barbara Phillips (contractor), Head Librarian,
completed work on a new draft manual on the
compilation of ARs for Region 9's records center
staff. The manual contains updated information
on microfilming, and detailed instructions on the
steps involved in compiling an Administrative
Record.
Records staff created two databases for the
Federal Facility Docket Files, to monitor 104E
letters and deficiency memoranda. Both
databases contain fields to track the date letters
were sent, date of receipt at the facility, and
follow up actions. *
Headquarters
Update
~ New HQ Records
Management Council
Meets
The first meeting of the HQ
Records Management Council
was held on January 23,1992.
The group was introduced to
NRMP staff, and then briefed on
the national program. A follow-up
meeting was scheduled for March
25, 1991.
~ Draft Disposition
Schedules
Sandy York (contractor), LAI
Program Director for Records
Management, completed drafts of
disposition schedules for Regional
Resource Conservation and
Recovery Act (RCRA) records.
Preparation of the schedules
involved collecting file plans and
relevant documentation from
records staff in Regions 1-10,
meeting with Region 8 RCRA
program staff, conducting a
hands-on inventory of Region 8
RCRA records, and records
analysis activWes. Draft schedules
were distributed for comments
at the OSWER Records
Management Work Group
meeting in December. *
INFOACCESS
12
FEBRUARY 1992
-------