Office of the Chief Information Officer

Information Resources and Technology Management

Freedom of Information Act (FOIA)| Privacy Act| Records Management

Records Management

The Division of Information Resources and Technology Management provides guidance to Fish and Wildlife Service Washington and Regional Offices regarding the records schedule and required procedures for transferring records. Some helpful records management guidance:

Records Disposition Schedule Now Available Online!
1977 National Archives Inventory of Service Records Holdings (1876- 1975) (pdf format)

(Please note: To view PDF files on this site, you may need to install the free Adobe Reader)

What are the records freezes and litigation holds in the Department?
Non-Trust Holds: http://www.fws.gov/irm/bpim/docs/nontrustholds040108.xls (Excel format)
Trust Holds: http://www.fws.gov/irm/bpim/docs/trustholds020108.xls (Excel format)
SOL Holds: http://www.fws.gov/irm/bpim/docs/SOLLitigationHoldDatabase11.18.10.xlsx (Excel format)

Electronic FOIA Tracking System (Restricted Access) https://efoia.ios.doi.gov/efts/start.jsp

Regional/Program Records Disposition Certification (doc format)

FISH AND WILDLIFE SERVICE

282 FW 4 Electronic Records
282 FW 5 Administrative Records
283 FW 1 Disposition Program
283 FW 2 Disposition Schedule
283 FW 3 Transfer of Records
283 FW 4 Removal or Destruction of Official Records
Director's Order 103 Electronic Mail and Management of Electronic Records

DEPARTMENT OF THE INTERIOR

CIO Memorandum, 9/10/99 Electronic mail Records Management Guidance IRM Bulletin 1999-001, 2/18/99 Transitioning to Lotus Notes Electronic Mail Records Management Guidance Department's Records Management

eGovernment is Here!   Guidance that can help YOU manage your electronic records:

How do I manage my Web records?
http://www.archives.gov/records-mgmt/

How do I transfer (permanent) Web Content Records to the National Archives and Records Administration?
http://www.archives.gov/records-mgmt/policy/managing-web-records.html

How do I transfer (permanent) Digital Geospatial Data Records to National Archives and Records Administration?
http://www.archives.gov/records-mgmt/initiatives/digital-geospatial-data-records.html

How do I transfer (permanent) Digital Photographic Records to National Archives and Records Administration?
http://www.archives.gov/records-mgmt/initiatives/digital-photo-records.html

What do I need to know about 'Flickr' in relation to records management?
http://www.archives.gov/social-media/flickr-faqs.html

Can I scan my old paper documents (and how)?
http://www.archives.gov/frc/digital-imaging.html

How do I transfer (permanent) records in Portable Document Format (PDF) to National Archives and Records Administration?
http://www.archives.gov/records-mgmt/initiatives/pdf-records.html

How do I transfer (permanent) records that are 'existing scanned images of textual records' to National Archives and Records Administration?
http://www.archives.gov/records-mgmt/initiatives/scanned-textual.html

How do I transfer (permanent) records that are 'existing e-mail messages with attachments' to National Archives and Records Administration?
http://www.archives.gov/records-mgmt/initiatives/email-attachments.html

When can I delete a wordprocessing or electronic mail document?
Essentially NARA now allows us to delete electronic copies of word processing/email once the document is filed/saved in a recordkeeping system. A "recordkeeping system" may be either a paper or electronic. Now, once the electronic document (includes author, title lines, distribution, and time/date) has been filed/saved to a paper or electronic recordkeeping system, it becomes the original - and the residual electronic copy may be disposed of immediately per this directive and under the authority of the General Records Schedule 20, items 13 and 14:
http://www.archives.gov/records-mgmt/grs/grs20.html
The directive assumes that the document in the recordkeeping system is the original and will be retained in accordance with an existing records schedule.

What are some additional Requirements for transferring Permanent Electronic Records?
Requirement for Transferring Permanent Records: In addition to the currently required SF-258, National Archives and Records Administration now requires the addition of a folder title list of the box contents or equivalent detailed records description accompany the SF-258 for transfer of permanent records directly from the agency:
http://www.archives.gov/records-mgmt/bulletins/2005/2005-06.html

How do I transfer of unscheduled records (records which are not currently identified in an approved records schedule)?
http://www.fws.gov/irm/bpim/docs/na_webrectransfertips.pdf.(pdf)

What are some Frequently Asked Questions, which are available on the NARA web site at?
http://www.archives.gov/faqs/

How do I identify and manage non-records?
http://www.fws.gov/policy/m0269.html

Please note that the notification and scheduling requirements outlined in this document also apply when agencies transfer records to a non-NARA records storage facility.  Also, NARA (NWML) will accept notifications submitted by agency officials authorized to transfer records to a records center facility.  Finally, the new regulations do not modify the regulations that require agencies to submit schedules for records, 36 CFR 1228.26(a)(1) and (2).

For further information on transferring unscheduled records to a NARA records facility, please contact Laura McCarthy at [email-masked] or 301-837-3023.  General questions concerning the new regulations may be addressed to NWML at 301-837-3570 or [email-masked].

What is the recommended practice for obtaining internal agency assurances for proposed dispositions for temporary records that protect legal rights and assure accountability?  The bulletin is attached to this announcement and has been posted to the NARA web site:
http://www.archives.gov/records-mgmt/bulletins/2004/2004-03.html?template=print

What are some additional transfer options for electronic records?
http://www.archives.gov/records-mgmt/initiatives/transfer-regulation.html

Where can I find the General Records Schedule?
http://www.archives.gov/records-mgmt/ardor/

What are my responsibilities for managing my email?
What is a record?
What is a nonrecord?
Are there any criteria for determining whether or not a document is a record?
Are electronic records releasable under the Freedom of Information Act?
To submit an electric Records request, use the following Email address: [email-masked].

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Last updated: November 30, 2010

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