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Frequently Asked Questions About Records
(Return to the Records Management page.)
What is a record?
What are my responsibilities regarding records?
Who do I contact for more information?
How do I store electronic media?
Are my electronic back-ups records, too?
Are emails and instant messages considered records?
How do I send records to storage?
How do I get my records out of storage for temporary retrieval?
How do I return my records to storage after temporary retrieval
Is there a charge for records storage?
Where will my records be stored?
How long does it take to retrieve my records from storage when I need them?
Where can I keep reprints and other reference materials that I might need sometime in the future but don’t have space for in my office?
How should we handle sensitive records (or non-records)?
What do I do with extra copies of photographs/lithographs?
How long should I keep my records?
What is a List of Records Categories?
How long do employee records, such as ECAPs, need to be kept by the Section Office?
Do I need to keep copies of NTRs?
Can I take my records with me when I retire?
Will my records go into the Archives?
What is a record?
Information (in any format, including electronic) that documents the organization, functions, policies, decisions, procedures and activities of JPL.
Are any of these true? |
| Did you receive the documentation in the course of JPL business? |
| Did you comment or take action on it? |
| Is this documentation necessary to support the decision trail? |
| Does the documentation have value? |
| Is the material appropriate for preservation? |
| If so, it is probably a record! |
Click here for a simple question and answer page has been established to assist JPL employees and contractors in deciding if they have a record or some other type of documentary material.
Non-records include extra copies of documents kept only for convenience of reference, publication stocks and brochures, books and periodicals intended solely for reference, and personal materials.
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What are my responsibilities regarding records?
Employees are responsible for creating the records necessary to document the activities for which they are responsible; to file those records in a manner what allows for them to be safely stored and efficiently retrieved when needed; and to dispose of records in accordance with their organization’s List of Records Categories.
Managers generally appoint someone as a repository custodian to manage their organization’s records. Training is listed on the Education and Training web site and on the BEACON Records Management
web page.
The training materials from these classes is available at: https://bravo-lib.jpl.nasa.gov/docushare/dsweb/View/Collection-44068 or contact the
JPL Records Manager (ext. 4-5469) for assistance.
NOTE: An individual employee does not “own” the records pertaining to his/her JPL work, but may keep
copies of the documents he/she created while at JPL. The record belongs to the institution.
Who do I contact for more information?
JPL Records Management Group: x4-5469
Susan Hendrickson, JPL Records Manager: x3-2418
Margo Young, Manager, Library, Archives & Records Section: x4-3007
Electronic Media
How do I store electronic media?
E-records stored in DocuShare can transfer records to E-Archives. See the procedure in JPL Rules.
For all other instances, contact the JPL Records Management Group: x4-5469.
Are my electronic back-ups records, too?
No. Backups generally are not considered records. However, it is a good idea to backup your work. Contact the OCIO’s office for assistance: http://jplit.jpl.nasa.gov/support/faq.cfm
Are emails and instant messages considered records?
Email and instant messages, like any other kind of documentation, should be managed with the same integrity and retention schedule as an equivalent electronic or paper document. Email that is a record should be maintained in accordance with the JPL Records Management Requirement.
For more details, see the Email and Instant Messaging as Records FAQ.
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Records Storage
How do I send records to storage?
Submit your request using the Paper Records Inventory (PRI) System. Refer to Records Storage
and Retrieval in JPL Rules! for complete information.
How do I get my records out of storage for temporary retrieval?
Complete a Records Retrieval Request Form (JPL Form 2906) and email the form to records@jpl.nasa.gov.
Refer to Records Storage and Retrieval in JPL Rules! for complete information.
How do I return my records to storage after temporary retrieval?
Complete a Records Retrieval Request Form (JPL Form 2906) and email the form to records@jpl.nasa.gov.
Refer to Records Storage and Retrieval in JPL Rules! for complete information.
Is there a charge for records storage?
No, the cost is burden funded.
Where will my records be stored?
Some records are stored at JPL’s off-site Records Storage facility, currently American File Safe (AFS) in Moorpark, and others are stored at the Federal Records Center in Perris, CA.
The Cheli/Le Saint warehouse is not used for records storage, but rather for JPL property See the JPL Procedure Assets: Storing and Retrieving Property.
How long does it take to retrieve my records from storage when I need them?
If the records are stored at American File Safe, they are delivered the next business day if requested before 3:00 p.m.
If the records are stored at the Federal Records Center, they are delivered within five working days.
Where can I keep reprints and other reference materials that I might need sometime in the future but don’t have space for in my office?
Because these types of materials are considered non-records, off-site storage for them is not provided.
The best practice is to dispose of these types of materials when you are no longer are referring to them regularly.
Some reference materials, such as books and documents, can be donated to the JPL Library, MS111-113. If the materials are needed in the Library collections, they will be added. If the materials are obsolete or not needed by the JPL Library, they will be recycled.
How should we handle sensitive records (or non-records)?
To store sensitive records, do not write “discreet” or “sensitive” on the storage container – print “Return Unopened” on the top of the storage box, and send it to Records Storage using the procedure: Hard Copy Records Storage and
Retrieval.
To dispose of sensitive documents that are not records, label the boxes “Documents for Shredding” and call JPL Transportation x4-7779 to pick them up.
What do I do with extra copies of photographs/lithographs?
Send them to David Seidel, Manager of Elementary & Secondary Education Programs: M/S 180-109 either by JPL mail or JPL Transportation. They will be redistributed through the Educator Resource Center in Pomona.
Retention
How long should I keep my records?
Contact your organization's Records Liaison for a List of Records Categories, which specifies retention periods.
What is a List of Records Categories?
A List of Records Categories:
Provides descriptions for each organization’s records;
Identifies whether files are Government or Caltech records;
Designates files as vital and/or controlled records, if applicable; and
Lists how long records are stored locally, and what their disposition is after local retention
How long do employee records, such as ECAPs, need to be kept by the Section Office?
An employee’s records follow him/her from one organization to another as long as he/she is employed at JPL.
Within 30 days of an employee’s termination, his/her records must be sent to Employee Records, MS T1720-C. (see http://rules.jpl.nasa.gov/cgi/doc-gw.pl?DocID=59454)
Do I need to keep copies of NTRs?
No, the Innovative Technology Assets Management Office keeps the official record of New Technology Reports. No one else needs to retain copies.
Retirees
Can I take my records with me when I retire?
An individual employee does not “own” the records pertaining to his/her JPL work. A retiree may take copies of the documents he/she created while at JPL, but the records belong to the institution.
Will my records go into the Archives?
Your records will go into the Archives if they have sufficient historical
or other value to warrant permanent preservation.
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(return to Records Management)
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Last updated on March 9,, 2009.
If you have any comments or suggestions for this web site, please e-mail or call 4-5540. |
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