September National Archives and Records Administration (NARA) Update Date: Wed, 08 Sep 1999 11:05:17 -0400 From: "Vicki Bass, Chief, Management Support Section" To: "AO - All Administrative Officers", "HS - Headquarters Secretaries" Subject: SEPTEMBER NARA UPDATE Response due by September 30, 1999/Final Input due November 1, 1999 A/O's and Headquarters Secretaries: As requested in Cathy Hill's September 15, 1998, memorandum; offices were asked to convert both administrative and project files to National Archives and Records Administration (NARA) filing and disposition guidelines by September 30, 1999. In order to prepare our next report to NARA, all offices need to provide the following information by September 30, 1999: 1) Name of Records Liaison Office (RLO)/Phone Number 2) Date and type of training for RLO 3) Date and type of training RLO provided to management and scientist to assure project files were forwarded to the RLO 4) Are administrative and mission specific files per NARA Guidelines using the 1997 USGS Records Disposition Schedule, USGS Managing Records and WRD Mission Specific Disposition Schedule? (I caution each of you to assure you are following the 1997 (not 1994) USGS Records Disposition Schedule. Hint: If 90% of your records are listed under the 102-01 USING three letter codes, your files are not correct!!) 5) Provide any steps you have taken to assure valuable project information is no lost or retained our of the official files. (I.E. Pennsylvania had a PAT Team set up guidelines for all project managers to follow). I will submit this type of information to OPS for inclusion in the USGS final response. 6) Has all material outlined by the Records Disposition Schedule been archived to a Federal Records Center (FRC)? If no, provide a target date when records will be moved to FRC. In addition, each office should provide a copy of their file plan completed on Form 9-1933 NLT November 1, 1999. I wanted to give everyone some time after close-out to put the finishing touches on their file plans. These file plans will be used to update the 1400 Mission Specific Series and provided to OPS as WRD's final input on the NARA Report. Please include in your file plans areas which records disposal schedule you would like to see changed (i.e. records being destroyed in 30 years which your scientist feel should be permanent). Input can be made by e-mail (vtbass) or fax at 703-648-5295. Thanks for you continued efforts in this area, and as always if you have questions or need additional information, please don't hesitate to call me (703-648-5036). Vicki Bass Chief, Management Support Section P.S. For future planning, the next update will be on February 1, 2000, when offices will be asked to provide copies of SF135, Records Transmittal and Receipt indicating all records currently stored at FRC's.