# Presentation: 932280

## Documenting World-Class Science At LBNL--It's About More Than Just the Technical Report

**John W. Stoner**
**Beret A. Ranelletti**
**Information Technology**
**Archives & Records Office**
**March 21, 2006**

## Titles We Could Have Used But Didn't

**LBNL's Archiving Policies and Procedures -- Everything You Always Wanted to Know About Archiving But Were Afraid to Ask**
**Archiving Research, or Do You Know Where Your Old Lab [Note] Books Are?**
**Disaster Recovery: It’s Not the Only Reason for Archiving**
**Archive Properly to Protect Your Intellectual Property Rights**
**Archiving: Why bother?**
**LBNL Archiving at EETD**

## What We'll Cover--The Big Picture

**Why archive?**
**What to archive?**
**What not to archive?**
**How to archive?**
**How long will it be kept?**
**Where will it be kept?**

## Why Archive?

**It's a legal requirement.**
_**[RPM §1.16](http://www.lbl.gov/Workplace/RPM/R1.16.html)**__** - Archives and Records Management**_
_**[LBNL Prime Contract](http://labs.ucop.edu/internet/comix/contract/LBNL/appendices/LBNL_K31_SecB_I_m010.pdf)**__** (Contract No. DE-AC02-05CH11231)**_
_**[NARA Code of Federal Regulations](http://www.archives.gov/about/regulations/subchapter/b.html)**__** - 36 CFR Subchapter B - Records Management**_
**DOE Directive, **_**[O 243.1](http://www.directives.doe.gov/pdfs/doe/doetext/neword/243/o2431.pdf)**__**, Records Management Program**_
**DOE Directive, **_**[O 243.2](http://www.directives.doe.gov/pdfs/doe/doetext/neword/243/o2432.pdf)**__**, Vital Records**_

## Why Archive?

**It's BBP (Best Business Practice)**
**Protect legal and financial rights of the Government, UC, and taxpayers.**
**Protect scientific intellectual property rights.**
**Protect R&D records from disaster and destruction.**
**Free up costly Lab space.**
**Assist the scientific community in making informed decisions.**
**Help to reconstruct development of your own and your predecessors’ experiments and projects.**

## Why Archive?

**75 Years of World-Class Science--help to preserve the history of the Lab.**
**Manhattan Engineering District (MED)**
**Antiproton discovery**
**SSC**
**200 BeV Accelerator**
**Preserve the history of *****your***** science at the Lab**
**The scientific work *****you***** perform is important.**
**Acknowledge that fact by archiving your records--ensure that a history of your work is available.**

## What to Archive?

**R&D Case Files**
**R&D Administrative records**
**R&D Financial documents **
**R&D Contractual and procurement documents**
**R&D Quality assurance documents**
**R&D Reports of inventions, disclosures/patents and copyrights**
**R&D Design documentation**

## What to Archive?

**R&D Basic data sheets and data logs.**
**R&D Computer code documentation and software/hardware requirements **
**R&D Technical documents**
**R&D Supporting technical information**
**R&D Preliminary sketches, drawings, specifications, and photographs**
**R&D Raw data in various media**
**R&D Evaluated or summarized data**

## What to Archive?

**Controlled notebooks (issued to researchers to document research results)**
**Technical Progress Reports**
**R&D Program Planning Records**
**Medical Research Case Files**
**Medical Research Patient Case Files**
**Medical Equipment Data Records**

## What Not to Archive?

**Nonrecords**
**Library materials acquired for reference purposes.**
**Extra copies of documents maintained in more than one location and preserved only for convenience of reference on which no action is recorded or taken.**
**Stocks of publications or other processed documents that require no action and are not part of a case on which action is being taken.**
**Routing slips and transmittal sheets adding no information to that contained in the transmitted material.**

## What Not to Archive?

**Personal Papers.**
**Documentary materials of a private or nonpublic nature and**
**Do not relate to or have an effect upon the conduct of Lab business.**
**Examples of personal papers:**
**Papers created before entering Laboratory service.**
**Private materials brought into, created, or received in the office that were not created or received in the course of transacting Laboratory business.**
**Diaries, journals, personal correspondence, or other personal notes that are not prepared or used for transacting Laboratory business.**

## How to Archive?

**R&D Records Outreach Project.**
**New Special Projects Archivist, Beret Ranelletti.**
**Will work with RLO's, administrators, scientists to:**
**Identify R&D records**
**Appraise R&D records**
**Describe R&D records**
**Archive R&D records**
**All of the above at **_**NO**_** **_**COST**_** to the divisions.**
**Contact Beret at **_**[BARanelletti@lbl.gov](mailto:BARanelletti@lbl.gov)**__** or ext. 4685.**_

## How Long Will It Be Kept?

**How long records have to be kept is determined by records retention schedules – legal documents listing records by name or type and specifying:**
**When they should be sent to storage.**
**When records will be destroyed.**
**Which historically valuable records will be sent to the National Archives (NARA).**
**R&D records are covered by the DOE R&D Records Schedule.**

## How Long Will It Be Kept?

_**[DOE R&D Records Schedule](http://cio.doe.gov/RBManagement/Records/PDF/ResearchDev.PDF)**_**.**
**Drafted by workgroup of Archivists and Records Managers from DOE national labs.**
**R&D records are evaluated and assigned into one of three "Levels."**
**Level assigned is based on the significance of the project(s) the records document.**
**Each level has a different retention, ranging from 10 years to permanent.**
**When records are up for disposal, they can be reevaluated and assigned a new level.**

## Where Will They Be Kept?

**NARA's Federal Records Center in San Bruno, CA.**
**Capacity is 1,001,350 cubic feet.**
**LBNL has approximately 22K containers at the FRC.**
**11.4K are R&D records.**
**Current costs for sending, storing, retrieving LBNL records at the FRC--around $83K a year.**

## Where Will They Be Kept?

## How Can I Get More Help?

**Contact Beret (**_**[BARanelletti@lbl.gov](mailto:BARanelletti@lbl.gov)**__**) or myself (JWStoner@lbl.gov), or the ARO (aro@lbl.gov).**_
**Visit the ARO web site.**
**See the training presentations on the RLO web page and the Berkeley Lab Institute web page.**

## Any Questions?