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  **National Nuclear Security Administration (NNSA) Records Holding Area
  (RHA)**

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![](media/image2.wmf){width="1.6916666666666667in"
height="1.957638888888889in"}**[Records Management]{.underline}**

Federal law requires that each agency make and preserve records
containing adequate and proper documentation of the organization,
functions, policies, decisions, procedures and essential transactions to
furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the
agency's activities, USC 3101. Therefore, records document the past and
preserve a history of the agency's transactions to be used for future
decisions.

**[Records Management Points Of Contact (POC)]{.underline}**

**[Albuquerque]{.underline}**

Contact: Theresa Follo (505) 845-5680

NNSA Records Holding Area (505) 845-6922

**[Headquarters]{.underline}**

Contact: Germantown - Rose Frederick (301) 903-8529

Forrestal - Eric Bryant (202) 586-6888

**[Nevada]{.underline}**

Contact: Grover Lewis (702) 295-1032

**[Oakland]{.underline}**

Contact: Sharon Adams (510) 637-1737

**1**

# **Introduction**

The purpose of this brochure is to assure that employees understand:

-   Their records management responsibilities

-   The procedures for the preservation and disposition of NNSA records

**[Records Management]{.underline}**

Specific responsibilities of the Records Management Program include:

-   Providing oversight of the inventory of NNSA records

-   Scheduling NNSA records

-   Conducting records management awareness and training programs

-   Implementing records management policy

-   Providing references and points of contact for resolution of records
    management issues

-   Providing methods and tools for cost-effective management of records

# **NNSA Records Holding Area (AL)** 

The purpose of the NNSA Records Holding Area is to provide storage of
records that have not reached their retention period and are no longer
referenced on a frequent basis. Employees holding such records are urged
to contact the NNSA Records Holding Area and transfer custodianship of
these records to the RHA.

**2**

> **EMPLOYEES RESPONSIBILITIES**

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-   Create records which adequately document your programmatic
    activities

-   Maintain records so that information is retrievable

-   Maintain documentation of records you create and retain as the
    property of the federal government. Assure all records under the
    NNSA custodianship are available when you or future NNSA employees
    need them. Refer to retention schedules or contact Records
    Management for guidance on records retention responsibilities

-   Transfer the responsibility for your records to your supervisor
    within the department when transferring to another department or
    when terminating or retiring from NNSA. Provide an explanation of
    the purpose and use of your records, where they are located, and how
    to retrieve needed information

-   Create, maintain, and use records in compliance with records
    management policies and procedures

-   Clearly designate and maintain personal papers, separately from
    official records

-   Protect individual privacy rights at the NNSA RHA through compliance
    with the Privacy Act of 1974

-   Transfer appropriate records to the NNSA Records Holding Area or
    NARA

**3**

# **Online Access to NNSA Records Holding Area**

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You can locate information about the NNSA RHA stored in Albuquerque on
the following web site:

[http://www.doeal.gov/opa/RecordMgt.htm]{.underline}

There you will find procedures for seeking access to records and
information retained by the Records Holding Area, and an online
description of the records holdings.

# **Source of Assistance**

Records Management Coordinators (RMC)/Records Liaison Officers (RLO)

Each department, division, or office appoints a RMC or RLO to provide
records management assistance, guidance, and expertise for employees of
their respective organizations.

Contact the Records Management POC or the Records Management Web page
for a current list of Records Management Coordinators or Records Liaison
Officers.

[http://www.doeal.gov/opa/RecordMgt.htm]{.underline}

**4**

> **TRAINING AVAILABLE**

The following records management training courses are available:

-   Records Management Overview

-   Using the Records Retention Schedules

-   Basic records operations

-   Advanced records operation

-   Electronic issues and

-   Vital records program

> .

Customized records management training is available upon request.
Contact Records Management POC, (505) 845-5680.

# **Record Retention Schedule**

The Records Retention Schedules lists records by records series, and
indicate the disposition. If you have a records series that does not
appear in the schedules, contact the Records Management POC for
assistance.

[Online Access to Records Management]{.underline}

You can locate information about records management through the National
Archives and Records Administration (NARA) and the Chief Information
Officer (CIO) websites:

[http://www.nara.gov]{.underline}

[http://www.cio.gov]{.underline}

There you will find the Records Management policy and procedures, the
records retention schedules, records storage procedures, records
transmittal form instructions, names of records management coordinators,
moratorium updates, and

other pertinent and essential information to assist you with records
responsibilities.

5

# **Records Center Services**

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height="1.4326388888888888in"}

Inactive records may be transferred to storage facilities by contacting
the NNSA RHA in Albuquerque (505) 845-6922, Rose Frederick in
Headquarters (301) 903-8529, Grover Lewis in Nevada (702) 295-1032 or
Sharon Adams in Oakland (510) 637-1737. First-time users are urged to
contact their RMC's or RLO's prior to sending their records to inactive
storage. There are requirements and specifications on packing,
transporting, and storing inactive records. Organizations sending
records to storage will be asked to provide Records Management with an
inventory list. Call the NNSA Records Holding Area for assistance.

Storage facilities will perform authorized destruction of records. When
records held by the storage facilities are due for destruction, the
organization that transferred the records to storage will be asked to
authorize the records destruction in writing or to make a request that
records be maintained for additional time to meet required
organizational needs. The storage facilities will not destroy records
without written authorization from the owning organization.

-   Please contact the Records Management Points of Contact listed at
    the front of this booklet if you have any questions regarding
    records management.

**6**

Records vs. Non-Record Determination Tool

**[Federal Laws and Regulations for Records Management]{.underline}**

a.  5 U.S.C. 552 (The Freedom of Information Act as amended).

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a.  5 U.S.C. 552a (The Privacy Act of 1974).

b.  5 U.S.C. 553 (Administrative Procedures Act).

c.  5 CFR 1320.16 (Collection of information prescribed by another
    agency).

d.  5 CFR 1320.17 (Interagency reporting).

e.  18 U.S.C. 2071 (Destruction of Records).

f.  18 U.S.C. 2701-2707 (The Electronic Communications Privacy Act of
    1986).

g.  31 U.S.C. 1101 et. seq. (Budget and Accounting Procedures Act of
    1921).

h.  44 U.S.C. 29 (Records Management by the Archivist of the United
    States and the Administrator of General Services).

i.  44 U.S.C. 31 (Records Management by Federal Agencies).

j.  44 U.S.C. 33 (Disposal of Records).

k.  44 U.S.C. 35 (Paperwork Reduction Act of 1980, as amended).

l.  44 U.S.C. 3504(e) (Paperwork Reduction Reauthorization Act of 1995).

m.  36 CFR 1220 to 1238 (Records Management).

n.  41 CFR 201-6 to 201-11 (Records Management).

o.  OMB Circular A-130, Management of Federal Information Resources.

p.  Applicable Federal Information Processing Standards (FIPS)
    publications.

**8**