What is a non-record document?
Non-Record Any Government owned informational materials such as extra copies of documents kept only for convenience of reference, stocks of publications and of processed documents intended solely for reference or exhibition and not meeting the definition of a record.
What is the difference between official records and non record material?
These are to be distinguished and kept separate from official laboratory records, which can only be destroyed at the point authorized by a records retention schedule. The following are examples of non-record material: Extra copies of documents preserved only for convenience, or reference, of which no action is recorded or taken
What is an example of a non record?
Examples of non-records: Catalogs, trade journals, and other publications that are received from other Government agencies, commercial firms, or private institutions and that require no action and are not part of a case on which action is taken;
What are non-record materials under freedom of Information Act?
Keep in mind that non-record materials may have evidentiary value and still need to be turned over for Freedom of Information Act (FOIA) requests. Duplicates of documents maintained in the official files and extra copies of correspondence. Documents used only for reference or exhibition purposes.
Why do records need to be managed more formally?
Why are vital records reviewed?
What is the importance of vital records?
Is a file a record?
Is a financial document a record?
See 2 more
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Chapter 1 Records and Information Management Flashcards | Quizlet
Start studying Chapter 1 Records and Information Management. Learn vocabulary, terms, and more with flashcards, games, and other study tools.
Identification of Records, Nonrecord Materials, and Personal Papers ...
Identification of Records, Nonrecord Materials, and Personal Papers. Records. What are Federal records? As defined in 44 U.S.C. 3301: A) includes 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 by that agency or its ...
Records and Information Management Flashcards | Quizlet
Study with Quizlet and memorize flashcards containing terms like Record, ARMA International, Records Management and more.
Vital Records vs. Important Records | Iron Mountain
Protection of vital records may be the least understood — or the least appreciated — area of records management. If you’re reading this white paper, chances are you already know a great deal about managing records.
Why do records need to be managed more formally?
The point of the distinction is that because records document business and legal obligations, they need to be managed more formally in order to preserve their evidentiary value.
Why are vital records reviewed?
Because of that, vital records require exceptional protection, such as multiple redundant backups, offsite storage, or storage in fireproof vaults. They are also periodically reviewed to ensure they remain worthy of this exceptional (and more expensive) protection.
What is the importance of vital records?
This refers to that subset of records that are critical to the organization’s mission or existence, or are required in the immediate aftermath of a disaster to begin the recovery process.
Is a file a record?
In fact, many items that people keep, or file, are definitely not records.
Is a financial document a record?
In some cases, whether something is a record or not is pretty obvious: financial documents are, trade publications are not. But there are some kinds of information where it is less clear, such as memos, internal e-mail, and drafts. Here, the position is that some of these should be records – but then some should not be. Different organizations, under different regulatory regimes, and with different corporate policies, will have different ways to separate these.
Who determines non-record status?
Within the agency, only the records officer should determine record or nonrecord status, after obtaining any necessary advice from the agency's legal counsel. Giving such responsibility to officials at agency staff or operating levels may lead to misuse of the nonrecord label, weaken the entire disposition program, and result in the loss of valuable records.
What is considered a record of information?
This legal definition contains several important terms and phrases that require further explanation: "Recorded Information" includes all traditional forms of records, regardless of physical form or characteristics, including information created, manipulated, communicated, or stored in digital or electronic form.
When it is difficult to decide whether certain files are records or nonrecord materials, should the records officer treat them as?
When it is difficult to decide whether certain files are records or nonrecord materials, the records officer should treat them as records.
What is the purpose of a federal record?
Records are made or received by a Federal agency either to comply with a law or to conduct public business. As a result, they belong to the Government rather than to individuals, and their legal disposition depends on the prior approval of the Archivist of the United States.
Why should we focus on case working files?
They may be on paper, electronic, audiovisual, microform, or other media. Attention should also be given to working files, or working papers, because of the difficulty of determining record status. Normally case working files are records because they generally need to be organized and maintained for some specified period of time.
Why are records important?
Records are, or should be, preserved because they constitute evidence or contain information of value. They document an agency's organization, functions, and activities or the persons, places, things, or matters dealt with by an agency. Records vary widely in their physical form or characteristics. They may be on paper, electronic, audiovisual, ...
What is an extra copy of printed or processed materials?
Extra copies of printed or processed materials for which complete record sets exist , such as current and superseded manuals maintained outside the office responsible for maintaining the record set.
What is non-record?
Non-Record. Any Government owned informational materials such as extra copies of documents kept only for convenience of reference, stocks of publications and of processed documents intended solely for reference or exhibition and not meeting the definition of a record. Examples of non-records:
What is an official record?
Record (Official Record) Any papers, books, photographs, magnetic tapes, machine readable materials, microfilm, or other materials which document official actions, decisions, policies or procedures. This includes records that: Protect the legal, financial, and other rights of the Government and its citizens; Ensure continuity and consistency in ...
What is a temporary record?
A temporary record is any record which has been determined by the Archivist of the United States to have insufficient value (on the basis of current standards) to warrant its preservation by the National Archives and Records Administration.
What is permanent record?
Permanent record means any Federal record that has been determined by NARA to have sufficient value to warrant its preservation in the National Archives. Permanent records include all records accessioned by NARA's Office of the National Archives and later increments of the same records, and those for which the disposition is permanent on SF 115s, Request for Records Disposition Authority, approved by NARA on or after May 14, 1973.
What is a series of records designated as disposable?
A series of records designated as disposable in an agency records disposition schedule approved by NARA (Standard Form 115, Request for Records Disposition Authority); or. A series of records designated as disposable in a General Records Schedule.
What is tickler copy?
Tickler, follow-up, or suspense copies of correspondence, provided they are extra copies of the originals.
What is the maximum penalty for destroying federal records?
The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both.
Why do records need to be managed more formally?
The point of the distinction is that because records document business and legal obligations, they need to be managed more formally in order to preserve their evidentiary value.
Why are vital records reviewed?
Because of that, vital records require exceptional protection, such as multiple redundant backups, offsite storage, or storage in fireproof vaults. They are also periodically reviewed to ensure they remain worthy of this exceptional (and more expensive) protection.
What is the importance of vital records?
This refers to that subset of records that are critical to the organization’s mission or existence, or are required in the immediate aftermath of a disaster to begin the recovery process.
Is a file a record?
In fact, many items that people keep, or file, are definitely not records.
Is a financial document a record?
In some cases, whether something is a record or not is pretty obvious: financial documents are, trade publications are not. But there are some kinds of information where it is less clear, such as memos, internal e-mail, and drafts. Here, the position is that some of these should be records – but then some should not be. Different organizations, under different regulatory regimes, and with different corporate policies, will have different ways to separate these.
