The Records and Information Management Program mission is to oversee the operation of the records disposition for the Office of the Secretary of Defense, the OSD Components and Field Operating Agencies. The records disposition program provides life-cycle management of all OSD records, regardless of form or content from creation to destruction for temporary materials or transfer to the custody of the National Archives for permanent material.
OSD RECORDS ADMINISTRATOR
The OSD Records Administrator (Chief, R&DD), ESD, WHS, is responsible for oversight, implementation and maintenance of the OSD Records Management Program.
The Records Management Program mission is to oversee the operation of the records disposition for the Office of the Secretary of Defense, the OSD Components and Field Operating Agencies. The records disposition program provides life-cycle management of all OSD records, regardless of form or content from creation to destruction for temporary materials or transfer to the custody of the National Archives for permanent material.
Our responsibilities include:
Ensure effective control over the organization, maintenance, use, designation, and disposition of all OSD Components' records, regardless of media (paper, electronic, audiovisual, etc.).
Institute and oversee a records management evaluation program according to Title 36, Code of Federal Regulations, Chapter XII, Subchapter B; Title 41, Code of Federal Regulations, Chapter 102 and OMB Circular A-130 to ensure compliance of the OSD Components and to provide for improvements and changes to existing procedures and records schedules to reflect current mission and organizational requirements.
OSD RECORDS MANAGEMENT TRAINING
Records Management Overview
The OSD Records Administrator’s mission is to ensure ready access to essential records that documents the actions of OSD officials, and the national experience, we partner with OSD stakeholders to ensure that:
- OSD Components can economically and effectively create and manage records necessary to meet business needs;
- Records are kept long enough to protect rights and assure accountability; and records are preserved and made available for future generations.
Classes are held alternatively at the Mark Center and Pentagon Library and Conference Center.
Register via email at: Records.Declassification@whs.mil.
Electronic Records Management
- Define key terms related to electronic records management
- Describe the advantages and limitation of electronic records
- Identify laws, regulations and legal policies and practices that impact electronic recordkeeping requirements in the Federal agency
- Recognize the necessity of involving Information Technology (IT) professionals in records management
- Identify recordkeeping requirements for electronic records
- Describe the characteristics of electronic records to consider when determining scheduling and disposition instructions
- Develop policies and procedures for managing e-records
- Build recordkeeping functionality into electronic systems
Records Inventory Training
Training on how to create a detailed listing of the volume, scope, and complexity of an organization's records, usually compiled for the purpose of creating a records schedule. The results of this survey can be used to analyze the records for various purposes including retention and protection.
Records Transfer Training
This course provides information on organizing your components records for transfer; completing, submitting, and receiving approval for the Standard Form 135; packing and labeling your boxes; sending your shipment to the FRC; and retaining appropriate documentation.
OSD COMPONENT HEAD RECORDS MANAGEMENT OFFICERS RESPONSIBILITIES
- Establish and sufficiently resource a records and information management program within their organization to support its requirements.
- Institute measures to ensure that records of continuing value are preserved and records no longer needed for current use (i.e., inactive records) receive appropriate disposition in accordance with the OSD Records Disposition Schedule.
- Appoint an individual to be the Component Records Management Officer (CRMO) to perform the records management functions, serve as the accountable records custodian in their organization, and liaison with R&DD. The CRMOs must have knowledge of applicable laws and regulations governing records management. This appointment will be made in writing and furnished to the OSD Records Administrator. All appointments will state the organizations supported by the CRMO. Appointment memos will be updated upon the departure or change of the individual(s).
- Ensure Records Liaisons (RLs) are appointed within each reporting office to perform the records management functions within their organizations and liaison with the CRMO. These appointments will be made in writing and furnished to the CRMO. Appointment memos will be updated upon the departure or change of the individual(s).
- Ensure all DoD employees and contractors within their organization receive basic records management training at least annually to maintain compliance with DoD 5015.2 and AI-15 OSD Records and Information Management Program.
- Ensure all offices within their organization have approved file plans that are accessible to employees and contractors.
- Evaluate current and potential EISs and databases, ensuring that the record information contained within the systems is retained as required by the OSD Records Disposition Schedule and systems are managed according to the policies in 44 USC Chapters 29, 31, 33 and 35. DoD 5015.2, 36 CFR 1220-1239, and procedures specified in AI-15. Records and information created or received during the conduct of business and maintained in these systems that is not identified in the OSD Records Disposition Schedule will be brought to the attention of R&DD.
- Plan and budget for the migration of records and their associated metadata maintained in an EIS or database to new storage media or formats to avoid loss of record data due to media decay or technology obsolescence.
- Ensure the policies and provisions of DoD 8910.1-M and DoD Instruction 8910.01 (Reference (o)) are followed in the creation of OSD records and information.
- Ensure essential documents and record information needed for continuity of operations are identified and preserved in compliance with DoDD 3020.26 (Reference (p)).
- Ensure North Atlantic Treaty Organization (NATO) documents are handled in accordance with AI 27.
- Ensure the requirements of DoD Directive 5400.11, “DoD Privacy Program are satisfied if creating records or systems of records that are subject to section 552a of The Freedom of Information Act.
- Annually remind and caution all employees not to transfer or destroy records in their custody, to include e-mail, except as allowed under 44 USC Chapters 29, 31, 33 and 35 and the OSD Records Disposition Schedule.
- Report to the OSD Records Administrator any actual, impending, or threatened unlawful removal, alteration, or destruction of federal records.
- Ensure DoD employees and officials manage their personal papers in accordance with 36 CFR Subparts 1220 – 1239, The Freedom of Information Act and Enclosure 5 of AI-15.
- Ensure that records and information posted to commercial and government-owned social media sites (Web 2.0) are maintained in accordance with 36 CFR Subparts 1220 – 1239and the OSD Records Disposition Schedule.
- Direct contractors performing DoD program functions on behalf of the organization to create and maintain records to document these functions. In accordance with Reference (e) contracts must specify the delivery to the government of all the information required for the adequate documentation of the contractor-operated program. The contractor will apply the appropriate file identification from the OSD Records Disposition Schedule.
OSD COMPONENT RECORDS MANAGEMENT OFFICERS RESPONSIBILITIES
- Ensure the OSD records management program is implemented within reporting components
- Act as the liaison official with WHS/RDD and other OSD Components on records management matters
- Ensure Records liaisons are assigned at the components
- Ensure that OSD personnel receive records management training, either through NARA, General Services Administration (GSA), in-house programs (WHS/RDD), or through professional organizations
- Monitor the acquisition of information technology systems within your components enterprise architecture, to ensure compliance with records management laws and regulations
- Provide advice and assistance to the OSD Components on the identification, segregation, retention, and disposition of personal papers
- Coordinate, control, and supervise access to OSD records essential for historical research, ensuring that appropriate safeguards for information security and personal privacy
- Manage the transfer of records to and retrieval from the Federal Records Centers (FRCs)
- Maintain record on all current suspension actions to normal disposition instructions, such as records hold, freeze, moratorium, or preservation orders
- Component RMs are responsible for ensuring that all its records and information systems are governed by records dispositions. This includes agency owned social network sites (SNS) and information posted to public SNS (Twitter, Facebook, ECT)
- Components must maintain up-to-date documentation about electronic information systems that is adequate to:
- Incorporate management of electronic records into the records management activities. This includes email, shared drives, websites and information systems
- Integrate records management and preservation considerations into the design, development, enhancement, and implementation of electronic information systems
- Appropriately manage electronic records in accordance with OSD, DOD Instructions, Directives and Regulations