Information on Efficient Record Keeping for Federal Workers

Information on Efficient Record Keeping for Federal Workers

In the realm of federal employment, it's crucial to understand the importance of records management. Here's a breakdown of the key points regarding federal records and their management.

1. Federal agencies should utilise their own social media accounts for conducting official business. These platforms are considered extensions of the agency and any content shared on them becomes part of the agency's records.
2. As a federal employee, it's essential to maintain proper documentation of your work. This includes records that detail decisions made, issues resolved, or policies established during meetings.
3. Records schedules, approved by the National Archives and Records Administration (NARA), are mandatory. These schedules determine how long federal records are kept, with two types: General Records Schedules (GRS) for records common to most agencies, and agency records schedules for records specific to an agency.
4. Federal records exist in various formats, including paper documents, electronic messages, and tools used by federal employees to collaborate, communicate, and store information.
5. Federal records are determined by several factors. They could be required for creation or submission by the agency, used to conduct agency business or accomplish its mission, or contain unique information explaining agency policies and decisions.
6. If a federal record is created or received in a personal or nonofficial email or e-messaging account, it must be moved to an official account within a certain timeframe.
7. Personal files, such as business or professional files, reference files, copies of documents from official personnel files, personal correspondence, and personal contacts, belong to individuals and are not federal records.
8. When a federal employee leaves, they cannot take records with them, but may be able to take copies of federal records as long as they are completely releasable to the public and do not contain classified or sensitive information.
9. Employees must distinguish their personal files from federal records to prevent personal materials from ending up in federal records management systems or falling under federal information and records management policies and procedures.
10. Federal employees are required to complete the records management training provided by their agency, which includes the mandatory annual refresher training required by NARA.
11. Federal employees should retain records according to the disposition instructions in records schedules and ensure that federal records and information are organised and available to their work unit.
12. If an automated social media capture tool is not in place or the social media platform does not support automated records management, manual steps may be necessary for the capture and management of federal records.
13. NARA provides additional resources on the management of email and electronic messages on their website.
14. Electronic messages, including email, social media messages, chat/instant messages, texts, and voice messages, are considered federal records under the Federal Records Act.
15. Federal records are defined as all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation.
16. Federal employees must follow the disposition instructions in records schedules along with agency policies and practices for records destruction.

In conclusion, understanding and adhering to federal records management is vital for federal employees. By following these guidelines, employees can ensure their work is properly documented, organised, and accessible, while also maintaining the privacy of their personal files.

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