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Department of Defense (DOD)
Records Management
Functional Process Improvement (FPI)
TO-BE Report
January 14, 1994
FINAL
DoD Records Management
Functional Process Improvement (FPI)
TO-BE Report
Executive Agent for F Pl:
Colonel Greg Florey
Chief, Policy Division, SAFIAAIA
1610 Air Force Pentagon. Washington DC. 20337-1510
Phone: (703) 897-4501
DSN: 227-4501
INTERNET: [email protected]
For information concerning this project please contact:
Captain Daryll R. Prescott
DoD Records Management FPI Project Manager
Department of the Air Force, SAF/AAII
1610 Air Force Pentagon, Washington DC. 20337-1610
Phone: (703) 614-0657 or 0681
FAX: (703) 693-1713
DSN: 224-0657 or 0681
INTERNET: [email protected]
THE DATA PROVIDED IN THIS DOCUMENT REFLECTS THE
GENERAL CONCERNS AND RESPONSES OF THE
PARTICIPANTS. SOURCE DATA FOR THE REPORT IS
MAINTAINED BY THE EXECUTIVE AGENT AND DASD(IM).
Table of Contents
.-
Table of Contents
Executive Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ES-‘l
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1
The TO-BE Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . g . . . . . . . .
3
Support Requirements for the Year 2003. . . . . . . . . . . . . . . .
..
. . . . . . . . . . . .13
Improvement Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
19
Briefings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
21
Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
23
References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
25
Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
D00 Records Management Functional Process Improvement {FPIJ TO-BE Report January 14. 1994
FINAL
Executive Summary ES-1
Executive Summary
This report documents the Functional Process Improvement (FPI) TO-BE session,
conducted during the period 29 November 1993 through 13 December 1993. for the
process "MANAGE RECORDS“. Representatives of DoD components (Air Force.
Army, Office of the Secretary of Defense (OSD), and Navy) participated in the session.
The TO—BE model has four processes: CREATE RECORDS, MAINTAIN RECORDS.
TRANSFER RECORDS. and DESTROY RECORDS
Additionally, throughout the first two weeks, the participants provided their functional
and technical requirements for the support mechanisms, producing a comprehensive
list of requirements to support the process in the year 2003.
Participants revised and refined improvement opportunities identified during the
comparison matrix workshop. Working only on those opportunities dealing with policy
and procedures. the participants initially identified twelve improvement Opportunities.
After two days of intensive group discussions and effort. that list was refined to six
opportunities. Three of the opportunities were determined to be outside the scope of
the current FPI work and three others were merged into the final six. These final six
improvement opportunities are:
‘ DeveIOp standard 000 retention schedules.
- Reduce the number of records retention periods.
- Migrate toward a standard DoD coding system for records.
- Develop standard 000 functional and automated system requirements
for records management.
- Incorporate records management requirements into Automated
Information Systems development and redesign.
- Develop standard DoD systems requirements for voice and E-Mail
records.
DoD Records Management Functional Process Improvement (FPI) T0~BE Report January 14. 1994
FINAL
introduction
Introduction
There were four objectives established for the “MANAGE RECORDS" TO-BE session.
The four objectives were to:
- Develop a TO—BE IDEFO Model of the process "MANAGE RECORDS“.
from the viewpoint of an action officer in the year 2003.
- Identify the requirements for the mechanisms to support the processes in
the year 2003.
0 Revise and refine the Improvement Opportunities initially identified in the
AS—IS Comparison Matrix Workshop.
0 Develop and propose recommended DoD standards and areas requiring
migration in records management.
All four of the objectives were accomplished. The TO-BE lDEFO model wascompleted at the end of the second week of the session. Through the first two weeks.
the participants entered their requirements for the mechanisms to support the TO-BE
processes, resulting in a comprehensive list of requirements to support the process in
the year 2003. A summary of the participant entries is in the chapter entitled Support
Requirements.
The improvement opportunities developed by the Comparison Matrix Workshop were
presented to the participants on the first day of the TO-BE session. However, revising
and refining those opportunities was not attempted until the final two days of the
session. The participants only worked on those opportunities dealing with policy and
procedures. Twelve improvement opportunities were identified which met that criteria.
After two days of intensive group discussions and effort. that list was refined to six
opportunities. Three of the original twelve opponunities were determined to be outside
the scope of the current FPI. Three others were merged into the final six. A
discussion of these improvement opportunities is contained in the chapter entitled
improvement Opportunities.
DoD Records Management Functional Process Improvement (FPI) TO-BE Flepon January 14. 1994
FINAL
Inlroducllon
This
Page
Intentionally
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Bhnk
DODRecords Management Functional Process Improvement (FPl) TO-BE Rapon
FINAL
January 14. 1994
The T0~BE Model 3
The TO-BE Model
The participants used the context diagram developed during the initial scoping session.
and later refined by the AS-IS sessions, as a strawman starting point for the
development of the TO-BE model. However. since the TO-BE model is not dependent
on the AS—IS model, the group discovered that there were changes required to the
context diagram. These changes include the changing of the output "Retrievable
Records” to "Retrievable Information ". and the merging of the mechanisms "Record
Creation/Receipt Devices" and "Record Storage Devices” into one mechanism called
"Record Handling Tools". The rationale for these changes is explained in the text
diagrams presented along with the model on the following pages. The TO-BE model
has four processes decomposed as follows:
- A1 - CREATE RECORDS
- A11 - FILTER INFORMATION
' A12-
MAKE RECORDS
- A13 -ASSIGN DISPOSITION INSTRUCTIONS
- A14-
INDEX RECORDS
- A2 - MAINTAIN RECORDS
' A21 -STORE RECORDS
- A22 - SCREEN RECORDS
- A23-
RETRIEVE RECORDS
- A3-
TRANSFER RECORDS
- A4 - DESTROY RECORDS
000 Records Management Functional Process Improvement (FPI) TO-BE Repon January 14. 1994
FINAL
The TO-BE Model 4
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lnte ntionally
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DODRecords Managemem Functional Procass Improvement (FF!) TO-BE Report January 14. 1994
FINAL
FINAL
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DODRecords Management Functional Process Improvement [FPI) TO-BE Report January 14. 1994
FINAL
000 Records Management Functional Process Improvement (FPI) TO-BE Flepon
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ario
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ess.
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man
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ent
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and
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uced
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ent
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gn
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The TO-BE Model 12
Suppon Flequtrements tor the Year 2003 13
'. 5...;3
Support Requirements for the Year 2003
During the session. the participants entered functional and system requirements for
mechanisms to support the "MANAGE RECORDS" process. Participant functional and
system requirements necessary to support the TO-BE process for the year 2003 are
presented below. Unedited participant recommendations are contained in the session
Source Data Report.
Any system which creates, maintains, transfers, or destroyed records will have the
following capabilities. These requirements must be p_erfomted in support of the
acuity” ' liged. All systems will be reviewed for Freedom of information Act (FOlA)
and Privacy Act considerations.
A1: CREATE RECORDS
1. Interface transparently with the operating environment and support tools
such that certain functions, such as indexing, are performed transparently to the
action officer.
2. Be compatible with existing paper records. Some paper records may still be
in existence and possibly new types of non-electronic records may be created
by the year 2003.
3. Automatically index all records created.
4. Automatically determine the proper disposition of each record created and
store the disposition instructions with the record.
5. Provide automatic electronic date stamp or equivalent on created records.
6. Provide for the creation and storage of "working papers," both prior to and
simultaneously with the addition of indexing and disposition instructions to the
record before it can be stored.
7. Convert the storage medium oi the record (i.e., hard disk to optical disk).
8. Feature common predetermined retrieval fields (i.e., subject, date, creator
office) for ease of mass retrievals.
9. Provide a means to manually enter disposition instructions or override those
the system selects.
000 Records Management Functional Process Improvement {FPI} TO-BE Report January 14. 1994
FINAL
Support Requirements tor the Year 2003 14
...:a-‘M‘mha .-..
A11: FILTER INFORMATION
1. Automatically filter out such items as E-Mail lunch invitations from
actual information that should become a record.
2. Filter on standard data and information structures (i.e. E-Mail.
Memorandums. Letters) to the maximum extent possible.
3. Convert from any format to the accepted standard (i.e.. SGML, ASCII,
etc).
A12: MAKE RECORDS
1. Generate standard reports (Le. manpower documentation reports).
2. Add suspense times/events for the purposes of Freedom of
Information or Privacy Act requirements.
3. Automatically track revisions to a record, document attachments, and
addenda (Le. provide an audit trail).
4. Incorporate margin notes on reCOrds without changing the actual
record.
5. integrate different information medium formats (Le. optical disk.
scanned paper. magnetic disk) to make a single record.
A13: ASSIGN DISPOSITION INSTRUCTIONS
1. Link records disposition to the coding/indexing scheme.
2. Assign disposition instructions automatically, but will allow for
overriding the automatic selection through a selection from a displayed
list.
A14: INDEX RECORDS
1. Create indexes based on characteristics such as disposition
instructions. key words, subject. or full text.
2. index automatically.
3. Allow for keyword search capabilities (subject. executive summary,
full text. etc.).
DODPlacards Management Functional Process Improvement {FPI) TO-BE Report January 14. 1994
FINAL
Support Requirements for the Year 2003 15
A2: MAINTAIN RECORDS
1. Handle electronic copies, such as the creation and storage of information
and reference copies. These copies will be handled as records themselves. but
will have unique identifiers.
2. Include the capability to protect and distinguish access to classified and
otherwise sensitive records.
3. Integrate indexing system with the paper indexing system such that
retrievals are kept simple (i.e.. multiple indexing systems not required).
4. Maintain an audit trail of record access, changes, etc.
5. Not allow changes to a record using the same record identifier (i.e. if a
record is changed. a new record should be created and the old record kept in
tact).
6. Provide a predetermined number of retrieval fields to simplify retrieval
operations.
7. Recognize and utilize access restrictions such as clearance, need-to-know.
etc.
A21: STORE RECORDS
1. Eliminate the possible loss of records due to system failures or
operator errors through automated back-up procedures.
2. Store records in their native format (i.e., WordPerfect) or in an agreed
standard.
3. Allow for both ease of retrieval and proper physical and electronic
safeguarding of records.
4. Easily designate emergency records (Vital Records Program) that
require duplicate storage.
DODRecords Management Functional Process Improvement {FPll TO-BE Report January M. 1994
FINAL
Support Requirements for the Year 2003 16
A22: SCREEN RECORDS
1. Allow screening by either the action officer or the records manager.
2. Automatically display records for screening based on their disposition
instructions. This capability will also incorporate features to handle event
driven dispositions.
3. Incorporate features to ease screening for FOIA and Privacy Act
requirements.
A23: RETRIEVE RECORDS
1. Retrieve records based on user level of access. Ensure that the
records manager can also retrieve all records created within an agency.
2. Provide to the user the capability to retrieve by either the index or
other predetermined tieids. The system will give the user a list of
records meeting retrieval criteria.
A3: TRANSFER RECORDS
1. Generate all required forms to transfer records, such as the Standard From
(SF) 135. The forms and the records should be transferred electronically when
possible.
2. Allow for the transformation of records into the proper medium for transfer to
Federal Records Centers and the National Archives if electronic transfer is not
feasible.
3. Verify the quality of records being transferred.
4. Maintain a detailed audit trail of transferred records including date, recipient.
losing organization. and descriptions (identifier, file name, etc).
5. Automatically identify, according to disposition instructions. records requiring
transfer.
000 Records Management Functional Process improvement iFPI) TO-BE Report January 14. 1994
FINAL
Support Requirements lor the Year 2003 17
v—«.v . .._ _.._..m....
A4: DESTROY RECORDS
1. Automatically identify records to be destroyed and notify the owner of the
record or the records manager of the destruction requirement. Local policy will
establish who to notify.
2. Build in safeguards to avoid accidental destruction of records. This will
include a message which tells the user that the record hasn't reached its proper
disposition period and queries the user to continue with the Operation or cancel
the operation. The system will have the capability to absolutely delete the
record such that it is not retrievable, restorable, or reconstrnclible. Double
checks for deletion/destruction are required.
3. Allow deletion only through the records management function of the system,
based on access restrictions.
DoD Records Management Functional Process improvement (FF!) TO-BE Fleport January 14. 1994
FINAL
Support Requirements for lhe Year 2003
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DoD Records Management Functional Process Improvement (FPI) TO-BE Fleport
FINAL
13
January 14, 1994
Improvement Opportunities 19
Improvement Opportunities
Participants revised and refined improvement opportunities identified during the
comparison matrix workshop. Working only on those opportunities dealing with policy
and procedures, the participants initially identified twelve improvement opportunities.
After two days of intensive group discussions and effort, that list was refined to six
opportunities. Three of the original twelve opportunities were determined to be outside
the scope of the current FPI work and four others were merged into the final six. in
the merging process, one new improvement opportunity was developed. The final six
improvement Opportunities are:
Develop standard 000 retention schedules.
Reduce the number of records retention periods.
Migrate toward a standard DoD coding system for records.
Develop standard DoD functional and automated system requirements
for records management. (Include public access to electronic records.)
Incorporate records management requirements into automated
information systems development and redesign. (New)
Develop standard DoD systems requirements for voice and e—mail
records.
The original twelve improvement opportunities are:
DODRecords Management Functional Process improvement (FPI) TD-BE Report
Develop a standard numbering system for records
Develop a standard DoD retention schedule.
Define. in the standard DOD retention schedule, the minimum number of
disorete retention periods needed to meet mission requirements
efficiently.
Develop a standard DoD automated system.
Require the review and approval of automated support systems by
records managers to ensure compliance with the law.
Build Privacy Act and FOIA rules into information systems.
Promulgate improved policies for voice and E-Mail.
January 14, 1994
FINAL
Improvement Opponuntties 20
1' Provide electronic access/dissemination of electronic information (public
access)
- Implement a common DoD records schedule compatible with electronic
records.
- Simplify records schedules for electronic use (7- 9 retention periods).
0 Integrate records management functions with information resource
management (IRM).
- Request NARA issue up-to-date guidelines for permanent electronic
storage.
The three improvement opportunities determined to be outside the scope of the current
FPI work are:
° Build Privacy Act and FOIA rules into information systems.
- Integrate records management functions with IRM.
- Request NARA issue upwto-date guidelines for permanent electronic
storage.
The four improvement opportunities that were merged into the final six are:
- Simplify records schedules for electronic use (7 - 9 retenti0n periods).
- Define. in the standard DoD retention schedule, the minimum number of
discrete retention periods needed to meet mission requirements
efficientty.
' Implement a common 000 records schedule c0mpatible with electronic
records.
' Provide electronic accessfdissemination of electronic information (public
access)
The one new improvement opportunity that resulted from merging others is:
- Incorporate records management requirements into automated
information systems development and redesign.
DoD Records Management Functions! Process Improvement (FPI) TO-BE Report January 14. 1994
FINAL
Briefings 21
Briefings
The participants received four briefings during the session. Two of the briefings
described and demonstrated commercially available off the shelf software (COTS)
designed to perform records management tasks. The technical support team will
further research both products. The team will also visit commercial and government
users of these and similar products. The third briefing, by Dr. Bill Underwood of the
Army Research LaboratOry, Atlanta, Georgia, addressed the generic nature of records
management and the current and planned research concerning the application of
artificial intelligence and other advanced technologies to aid in accomplishing records
management activities. Additionally, Linda Ebben, National Archives and Records
Administration (NARA). briefed the merger of the various DoD components' financial
and commissary records into new joint records sets for the Defense Finance and
Accounting Service (DFAS) and the Defense Commissary Agency (DeCA).
DODRecords Management Functional Process Improvement {FPI} TO-BE Report January 14. 1994
FINAL
Briefings
Thm
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Len
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DODRecords Management Functional Process Improvement (FPI) TO-BE Flepon
FINAL
22
January 14. 1994
Participant List
Participant List
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name;
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Warren Atkins
Records Administrator
US Army Training and Doctrine Command
(804) 727-2417
Dan Cragg
Ch, Recs Mgt 8: Privacy Act Branch
WHS, (3&0. OSD
(703) 695-0970, DSN: 225-0970
Linda Ebben
Appraisal Archivist
National Archives
(301) 713-7123
Col Greg Florey
Chief. Policy Division
Air Force Directorate of information Mgt
(703) 697-4501. DSN: 227-4501
Linda B. Goodwin
Head, Administrative Programs
HEADQUARTERS. US Marine Corps
(703) 614-1081. DSN: 224-1081
Bill Haas
Records Manager
Headquarters Air Force Reserve
DSN: 497—1527
Joan Hamilton
Records Management Specialist
ODISC4, US Army
(703) 614-3729. DSN: 224-3729
Jim Jensen
Head, DON Records Mgmt Branch
NAVCOMTELCOM (N161)
(202) 433-4194
DoD Records Management Functional Process Improvement (FPI) TO-BE Report
FINAL
January 14. 1994
Participant List
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
Name:
Position:
Organization:
Phone:
LTC Mark Kindi (29 Nov- 3 Dec and 1344 Dec)
Senior Computer Specialist
U. S. Army Research Institute
(404) 894-3111
Mary 8. Nelson
Management Analyst
ISSC. US. Army. Fort Beivoir, VA
(703) 806-4391
Jay N.Rivest
Document Imaging Manager
SAFi'AAIA. Air Force
(703) 614-3488. DSN: 224-3488
Grace T. Rowe
AF Records Mgr
SAF/AAIA 1610 Air Force Pentagon
(703) 614—3527. DSN: 224-3527
Brooks Speed
Chief, Administrative Management
Defense Logistics Agency
(703) 274-6234. DSN: 284-6235
Joyce Truett
Hq USAFIOSAF Records Manager
Air Force
(703) 614-3527. DSN: 224-3527
William A. Walker
Archivist ot the Army
ODlSC4, US Army
(703) 614-3729. DSN: 224—3729
SM Sgt Charles L. Weaver
Information Management Research & Dev
AF Material CommandICiMR
DSN: 787-6962
Alcinda (Cindy) Wenberg
Dir., Management Support Division
Naval Inlormation Systems Mgmt. Center
(703) 602-3729
000 Records Management Functional Process Improvement (FPI) TO-BE Report
FINAL
24
January 14. 1994
References 25
_‘_TEE]
References
1. Department of Defense Records Management Functional Process Improvement
Scoping Report, October 1, 1993.
2. Department of Defense Records Management Functional Process Improvement Air
F0rce AS-IS Report, November 10, 1993.
3. Department of Defense Records Management Functional Process Improvement
Army AS—IS Report. November 10, 1993.
4. Department of Defense Records Management Functional Process improvement
OSD AS-IS Report. November 10. 1993.
5. Department of Defense Records Management Functional Process Improvement
Navy AS—IS Report, November 10, 1993.
6. Department of Defense Records Management Functional Process Improvement
Comparison Matrix Workshop Report, November 26. 1993
Do!) Records Management Functional Process Improvement (FFI) TO-BE Report January 14. 1994
FINAL
Relerencas
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000 Records Management Functional Process lrnprwement (FT-'1}TO-BE Flepon
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January 14. 1994
Glossary 27
Glossary
The following terms and definitions were developed by the participants during the TO-
BE session. Terms in all capital letters (Le. CREATE RECORDS) indicate a process.
Terms in lower case (i.e Destroyed Records) indicate an input. output. control, or
mechanism. The alphanumeric designations Ax (Ay) indicate where the terms appear
on the IDEFO model.
ASSIGN DISPOSITION INSTRUCTIONS
A1 (A13)
The process of matching retention schedules to records.
CREATE RECORDS
A0 (A1)
The process of collecting, organizing. and recording
information on the appropriate media to document the
agency's business, determining whether information is record
or non-record material, categorizing by diSposition
schedule. and indexing for retrieval. A record may be made
by internal processes of an agency.
DESTROY RECORDS
A0 (A4)
Change the characteristics of temporary records so the
information is not retrievable.
Destroyed Records
A-O I A0
Records which no longer exist.
Disposition
Not on model
A term which denotes transfer andror destruction.
External Regulations
A-O I A0 I A1 I A2
Guidance from the organizations of the Office of the
President. Office of Management and Budget (OMB). National
Archives Records Administration (NARA), General Services
Administration (GSA), General Accounting Office (GAO).
Department of Justice (DOJ). etc.
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Facilities
A-O I A0 I A1 I A2
Places where records are created and stored. This includes
current tiles areas, holding/staging areas. and record
centers.
FILTER INFORMATION
A1 (A11)
Process of sitting incoming information and documents to
separate record and non-record material.
Human Resources
A-O I A0 I A1 I A2
People.
INDEX RECORDS
A1 (A14)
Tagging records with unique identifiers for storage and
retrieval.
Implementation Guidelines
A-O I A0 I A1 I A2
Regulatory instruments initiated by the defense agencies
such as regulations. letters. etc.
Infon'nation
A-O I A0 I At
Information is facts or data communicated or received. Upon
receipt by the action officer it may become a record.
Laws
A-O I A0 I A1 I A2
Legislation.
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Glossary 29
Dim
MAINTAIN RECORDS
A0 (A2)
Any action taken to administer and preserve a record during
its life cycle.
MAKE RECORDS
A1 (A12)
Generating a new record. in any media. by the internal
processes of an
agency. This is the beginning of the life cycle of a
record.
MANAGE RECORDS
A-O
Manage the life cycle of information, including the
creation. maintenance (use, storage, retrieval). and
disposition, regardless of media.
New Records
A1
A collection of record material (including original thought)
organized as defined by the business processes of the office
that has not been tagged with indices or disposition.
Non-Record Material
AD I A1
Any information that the action officer is not required to
manage as a
record.
Procedures
A-O 1' A0 I A1 [AZ
Detailed methods for managing records that are prescribed at
various levels in each Component (Army. Navy. Air Force.
Defense Agencies).
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Record Material
A1
Any information that the action officer is required to
manage as a record.
Records
All I A1 I A2
Records includes all books. papers, maps, photographs,
machine-readable materials. and other documentary materials.
regardless of physical form or characteristics. made orreceived by an office in connection with the transaction of
official business and preserved or appropriate for
preservation by that office as evidence of the organization.
functions, policies, decisions, procedures, operations. orother activities of that office or because of the value of
data in the record.
Records Disposition Recommendations
A1
A proposal to change retention schedules.
Records Handling Tools
A-O I A0 I A1 I A2
Hardware. software. and other devices used to manage records
throughout their life cycle.
Records to Destroy
A0 I A2
Records eligible for destruction according to the retention
schedule.
Records to Be Re■led
A2
Records that have been retrieved. used, and are being
returned to records storage.
Records with Disposition Only
A1
Records which have been tagged with the appropriate
retention instructions but have not yet been indexed.
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Records with Index Only
A1
Records which have been tagged with unique identifiers but
have not yet been tagged with appropriate retention
instructions.
Requests for Information
A-D I A0 I A2
Expressed needs or desires for information which is expected
to be contained in Government records.
Retention Schedules
A0 I A1
The legal authority establishing the length of time a record
must be kept before it is transferred or destroyed.
(permanent records are not authorized for destruction)
Retrievable Information
A-O I AD I A2
Information. regardless of media, that can be found easily
through the use of standardized approaches including
cataloging and indexing techniques.
RETRIEVE RECORDS
A2 (A23)
To identify and/or remove a record from a storage system.
Retrieved Information
A0 I A2
information, regardless of media, that can be found easilyr
through the use of standardized approaches including
cataloging and indexing techniques.
SCREEN RECORDS
A2 (A22)
Review for compliance with record "lreezes." legal
requirements. searches, declassiiication, diSposition and
quality control.
Selected Records
A2
Records identified as a result of a search using a given set
of criteria.
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STORE RECORDS
A2 (A21)
To retain records in an organized manner for purpose of
(safeguarding and) preserving information throughout its
life cycle and for ease of retrieval.
Stored Records
A2
Records organized for ease of retrieval and for preservation
throughout their life cycle.
TRANSFER RECORDS
A0 (A3)
The movement of records from one organization to another,
from office space to agency storage facilities, from one
Federal agency to another, to a Federal Records Center, or
for records requiring permanent preservation, to The
National Archives.
Transferred Records
A0
Records moved from one organization to another, from office
space to agency storage facilities. from one Federal agency
to another, to a Federal Records Center, or, for records
requiring permanent preservation. to The National Archives.
Transferable Records
A0 I A2
Records eligible for movement from one organization to
another, from office space to agency storage facilities,
from one Federal agency to another, to a Federal Records
Center, or for records requiring permanent preservation, to
The National Archives.
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