SEPTEMBER NARA UPDATE Date: Tue, 28 Sep 1999 12:55:43 -0400 To: "Vicki Bass, Chief, Mgmt. Support Section, Reston, VA " From: "Paula A. McMahon" Subject: Response: SEPTEMBER NARA UPDATE from OACH/R Cc: "Veronica A Andreani, Admin. Officer for Research, Reston, VA ", "Doris C Barry, Budget Assistant, Reston, VA ", "Pamela Murray, Secretary (Typing), Reston, VA ", "Paula A McMahon, Secretary, Reston, VA ", " WRD Archive File, " In Reply Refer To: Mail Stop 436 MEMORANDUM September 28, 1999 To: Vicki Bass Chief, Management Support Section From: Paula McMahon Records Liaison/Custodian for Program Files within the Office of the Assistant Chief Hydrologist for Research Subject: SEPTEMBER NARA UPDATE In response to your email dated September 8, 1999, regarding the SEPTEMBER NARA UPDATE, provided below from the Office of the Assistant Chief Hydrologist for Research (MS 436) and from the Office of External Research (MS 424) is the requested information. Because of the structure of this office, according to the specific function the files serve, separate records are maintained by three employees: (A) Paula McMahon, (B) Pam Murray, and (C) Doris Barry. Paula McMahon remains the primary contact for this office. 1. Names of Records Liaison Offices and Phone Numbers: 1-A) o Paula McMahon, Secretary; Phone: 703-648-5041. Records Liaison/Custodian for files within the Office of the Assistant Chief Hydrologist for Research (OACH/R), excluding most Administrative Files. 1-B o Pamela Murray, Secretary; Phone: 703-648-6801. Records Liaison/Custodian for files within the Office of External Research (0ER), excluding most Administrative Files. 1-C o Doris Barry, Budget Assistant; Phone: 703-648-5046. Records Liaison/Custodian for Administrative Files for the OACH/R and the OER. 2. Date and type of training for Records Liaison employees: 2-A) o (Paula) Date and Type of Training: 1-12-99; Back to Basics: Records and Data Management for Program Staff 2-B) o (Pam) 1-13-99; Paula McMahon reviewed the File Training class she took with office staff. Was also aware of records management procedures from earlier training by the previous Secretary to the Assistant Chief Hydrologist for Research. 2-C) o (Doris) 1-13-99; Paula McMahon reviewed the File Training class she took with office staff. Was also aware of records management procedures from earlier training by the previous Secretary to the Assistant Chief Hydrologist for Research. In addition, Doris received a Files Maintenance and Disposi- tion Plan dated 6/11/99, prepared by K. Elliott and M. Fanning, which focuses on set-up and disposal instructions for administrative and budget files. Necessary revisions to the Administrative Files will be made after close-out. 3. Date and type of training Records Liaison Officers (RLO) provided to management to assure project files were forwarded to the RLO for filing. 3-A) o (Paula) Management was already aware they were to forward project files to the RLO, as files were properly in place when I began working in this position, and the previous RLO had trained office and management personnel. The point will again be made to management by sending a hard copy of this memo to them. 3-B) o (Pam) None. Training to management was done by previous Secretary to the OACH/R. 3-C) o (Doris) None. Training to management was done when files were set up by previous Secretary to the OACH/R. Management has been reminded of the requirements of centrally billed Bankcard purchases that are maintained by Doris. 4. Are administrative and mission specific files per NARA Guidelines. . . 4-A) o (Paula) Yes, we refer to the NARA Guidelines using the 1997 USGS Records Disposition Schedule, USGS Managing Records and WRD Mission Specific Disposition Schedule in this office, and files are set up and disposed of accordingly. 4-B) o (Pam) Yes. 4-C) o (Doris) Yes, official administrative files are filed per NARA Guidelines using the 1997 USGS Records Disposition Schedule, USGS Managing Records and WRD Mission Specific Disposition Schedule. Working files will be updated after closeout. 5. Provide any steps you have taken to assure valuable project . . . 5-A) o (Paula) In order to assure project information is not lost or retained in error, near the end of the fiscal year I review NARA guidelines and update files as needed. 5-B) o (Pam) Files are routinely reviewed at end of each fiscal year. 5-C) o (Doris) Files are routinely reviewed at end of each fiscal year. 6. Has all material outlined by the Records Disposition Schedule been archived . . . 6-A) o (Paula) No material has been moved to the Federal Records Center since I've been RLO for this office. I am aware of the kinds of records that must be archived, and will do so if the need arises. A target date is not yet required for the files I maintain because they are active project or Research Evaluation Guide files, with the older files used for reference. 6-B) o (Pam) No. As it becomes necessary, files will be archived according to the Records Disposition Schedule. 6-C) o (Doris) The Office of the Assistant Chief Hydrologist for Research was established in 1995. Records from the previous ACH for Research and External Coordination were moved with staff continuing the work to other offices (i.e., International to ACH/TS; Global, etc., to Surface Water.) As it becomes necessary, files will be archived according to the Records Disposition Schedule. Copy to: Mary Jo Baedecker, ACH/R Linda Friedman, OACH/R John Schefter, OER