TRANSCRIPT RECORDS MANAGEMENT – USER TRAINING

1 TRANSCRIPT . RECORDS MANAGEMENT USER TRAINING . Opening Scene Friend: Hey Coop, what's up? Coop: I was just going through my email to see what's going on today and I saw that my annual RECORDS MANAGEMENT Users TRAINING is due. Friend: Hah! better you than me. Coop: Yeah, right, nothing like another boring PowerPoint to start your day. Well I. better get started so I can get to the other things I need to do. Friend: have fun! Hey, how about lunch? Coop: Sure, sounds good see you around 11. Coop: Okay, let's get started. narrator : Hey there. Looks like it's time for your RECORDS MANAGEMENT TRAINING . The goal of this annual requirement is to provide general awareness about the practices of maintaining federal RECORDS throughout their lifecycle. Let's get started by looking at the topics covered in this course.

2 We'll begin by identifying why RECORDS need to be maintained in the first place. Next, we'll look at what a federal record exactly is, and then the differences between each of these four items ( RECORDS , non- RECORDS , drafts and personal items). After that we'll explore record disposition categories, the two types of essential RECORDS , and a record's lifecycle. The final two topics cover the part you play in an official RECORDS inquiry and how to handle RECORDS of departing members. So let's get to it! Part 1 - Objectives of Effective RECORDS MANAGEMENT Coop: now that I'm here, why am I here? narrator : While it's the responsibility of each Air Force commander to establish and maintain an effective RECORDS MANAGEMENT program, it's ultimately the job of every military member, federal employee, and government contractor within that organization to ensure proper collection, preservation, and safeguarding of federal RECORDS .

3 Having an effective RECORDS MANAGEMENT program allows for informed decision making at all levels within the chain. It also assists with mission planning and operations, personnel and veteran services, legal and Freedom of Information Act (FOIA) inquiries, business continuity, and the preservation of our nation's history. As a federal employee or contractor you are subject to federal laws and regulations, and therefore can be held liable if RECORDS are not properly maintained or disposed of. To meet these requirements, you must follow all RECORDS MANAGEMENT policies and procedures, to include the retention and disposition guidance identified in the RECORDS disposition schedule. If any actual, or potentially unlawful removal, alteration, or destruction of Air Force RECORDS is identified, it's also your responsibility to inform the appropriate RECORDS professional.

4 Ultimately, poor RECORDS MANAGEMENT can lead to the potential for mission failure. Don't let this happen to you. Part 2 - Identifying a Federal Record narrator : The terms record and federal record have both been used, but what exactly constitutes a record? Actually, it's any type of information that's created, sent, or received as part of your job in the Air Force. These documents that have been signed, approved, or released. They include, but are not limited to material or information that is evidence of our operations, procedures, policies, decisions, functions, and organizations. Coop: Geez, that covers just about everything. Isn't there a quick way to determine if something is a record? narrator : Sure. Let me offer a quick way to help determine that. Coop: Oh, good.

5 narrator : To do this, click each question mark to reveal what you should be asking when determining if a document is a record. If you can answer Yes to any of these questions, then it's definitely is one. Does it have informational value or serve as evidence of agency functions, policies, decisions or procedures? Is it material from another office or outside agency in which you took action? Is it a unique document related to agency business? Does it document business actions, such as what was decided or advice that was given? Is it used to conduct business? Part 3 - Social Media Posts as a Record narrator : Now that you get the idea, here's another type of information that you probably wouldn't think of as a federal media posts. Posts on Facebook, Twitter, and YouTube are often used to connect people to the government for information sharing.

6 While capturing social media RECORDS is not always easy, it's still required by law. Coop: Hmm, Facebook post needs to be captured and saved as a federal record? Does that include my personal Facebook posts? narrator : No. Social media content is only considered a federal record under the following circumstances. The tool is authorized by the Air Force and it's used in relation to the Air Force's work. Also, there must be a business need for it, and it must contain evidence of Air Force policy, business, or mission. Finally, the information needs to be unique and can't be found anywhere else. Part 4 - Understanding Different Document Types narrator : Next, let's look at the different types of documentary materials that you may encounter. In order to have an effective RECORDS MANAGEMENT program, it's important to be able to distinguish between each of the types.

7 In this next section, you'll get a chance to learn about these four types of documents. Select each tab for a detailed explanation. When done, select the Next button. Record Tab Official RECORDS are documents used to conduct agency business and once recorded the information can't be altered. They can exist in any medium and include information created or received during peacetime, contingencies, or wartime operations Official RECORDS belong to the Air Force and not the individual who created or received them Documented decisions, policies, and procedures are all examples of RECORDS . Non-Record Tab Non- RECORDS are federally owned informational materials that do not meet the definition of a record. They aren't governed by RECORDS MANAGEMENT rules, but offices must still manage these materials when they contain personally identifiable information (PII), are redundant, obsolete, or have trivial information.

8 Examples of non- RECORDS are extra copies saved for convenience, informational copies where no administrative action took place, and duplicate copies of documents in the same file. Draft Tab Drafts are working copies of documents that have not been circulated for comment and therefore can be destroyed as needed. Personal Record Tab Personal RECORDS are materials belonging to an Air Force member that aren't used to conduct agency business. These RECORDS must be kept separate from Air Force RECORDS . Examples of personal RECORDS are notes, personal calendars, and appointment schedules used for the employee's personal convenience. Part 5 - RECORDS Disposition Categories narrator : So, now that we've looked at the different types of documentary material, let's focus our attention on official RECORDS .

9 Official RECORDS come in two different flavors - temporary and permanent. Coop: Flavors??..now that makes me want ice cream. Lunch can't come soon enough! narrator : What distinguishes a record category as temporary or permanent is how long they must be maintained. Temporary RECORDS are held anywhere from 1 day to 100. years, but will eventually be destroyed. As for permanent RECORDS , they're kept forever. There are specific rules for each of these RECORDS . The National Archives and RECORDS Administration allows for the disposal of temporary RECORDS following a set time, or after the event occurs. Once the disposition requirements are met, it can then be destroyed, however, until then, these RECORDS require storage when they're not being actively used. On the other hand, permanent RECORDS have been determined by NARA to have enduring value, and therefore, must never be destroyed.

10 These RECORDS require special care and handling, and when no longer needed to conduct business, must be transferred to National Archives for preservation. One last thing to remember is that the vast majority of Air Force RECORDS are temporary. Part 6 - Types of Essential RECORDS narrator : The previous section identified record categories as temporary or permanent. In this section we'll look at "Essential RECORDS ," which were previously known as Vital RECORDS .. The federal Essential RECORDS program has two categories of its own, Emergency Operating RECORDS , and Legal and Financial Rights RECORDS . Emergency Operating RECORDS are used to meet operational responsibilities under national security emergencies, or other emergency or disaster conditions. These RECORDS are used by organizations to continue functioning or to reconstitute operations after an emergency.