ML19225D258
| ML19225D258 | |
| Person / Time | |
|---|---|
| Issue date: | 08/12/2019 |
| From: | NRC/OCIO |
| To: | |
| References | |
| FOIA, NRC-2019-000393 | |
| Download: ML19225D258 (24) | |
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- 1. Is there a person in your agency who 1s responsible for coordinating and overseeing the implementation of the records management program? (36 CFR 1220.34(a))
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- 4. Does your Agency Records Officer meet regularly (four or more times a year) "".ith the SAORM to discuss the agency records management program's goals?
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,/ Not appti~ble, agency has less than 100 employees
./ Not applicable, Department Records Officer - this is done at the component level Total
./ Yes
,/ No, pending final approval
./ No, under development X No X Do not know Total
./ FY 2018 - present
./ FY 2016 -2017
./ FY 2014 -2015 X FY 2013 or earlier X Do not know X Not applicable, agency does not have a records management directive Total 1
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Yes, evaluations are conducted by the Records Management Program 2
./ Yes, evaluations are conducted by the Office of Inspector General
./ Yes, evaluations are conducted by the Records Management Program AND the Office of Inspector General 4
./ Yes, evaluations are conducted by:
5 X No, please explain 6
X Do not know Total
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- 15. How often does your agency cordu~ ton:r*~I eval.ua~i_ons of. a ~,!'jor component of your agency (i.e., programs or offices)?
./ Annually 2
./ Biennially 3
./ Once every 3 year,;
4
./ Ad hoc 5
X Do not know 6
X Not applicable, agency does not evaluate its records management program Total 0
0 0
0 0
0 0
0 0
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- 16. Was a formal report written and subsequent plans of corrective'action created and monitored for implementation as part of the most recent inspection/audit/review?
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6 X Yes, formal report was written X Yes, plans of corrective action were created X Yes, plans of corrective action were monitored for implementation XNo X Do not know X Not applicable, agency does not evaluate its records management program 0
0 0
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./ Yes 1
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2 XNo 0
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./ Pending final approval 0
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./ Currently under development 0
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5 X Do not know 0
0%
Total
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- 18. Has your agency's records management program identified performance measures for re.cords management acUvities such a~ training, records scheduling, permanent records transfers, etc.?
- Examples of performance measures include but are not limited to{
J ~erc~ntage.of agency employees that receive records management training in a year
- A reduction in the volume of inactive records stored in office space
- Percentage of eligible permanent records transferred to NARA in a year
- Percentage of records scheduled
- Percentage of office~ ~valuated/inspected f_or re~ords manageme~! complian~~\\,.
- Percentag!:.of~~.n;iail management a~to-classific_ation rates
- Development of new records management tram mg modules
- Audits of mterna.1.system,s !ii
- Annual updates of file P!"O.SL l * *,_Performance testing for email applications to ensure records are captured
- Percentage of records successfully retrieved by Agency FOIA Officer in resp~!:'Sft to. !:.~IA requests
./Yes 1
100%
2 XNo 0
0%
3
./ Pending final approval 0
0%
4
./ Currently under development 0
0%
5 X Do not know 0
0%
Total
./ Yes 1
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2 X No 0
0%
3
./ No, pending final approval 0
0%
4
./ No, under development 0
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5 X Do not know 0
0%
Total
2 4
5 6
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.,/ Yes X No X Do not know Total
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.,/ Biennially
.,/ Once every 3 years
.,/ Ad hoc X Never X Do not know Total
.,/ Yes X No X Do not know Total
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- 23. Records needed to respond to a FOIA request are readily acce~s,~le and !ocated by staff responsible for FOIA:
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X Most of the time 3
X Some of the time 4
X Never 5
X Do not know Total 0
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6 X When there is an adverse determination X When notifying the requester that the agency needs more than 10 additional days to process a request X When responding to the requeste(s appeal X Never X Do not know X Other, please explain In our response to all FOIA requests. we include the following language: "If we have denied your request, you have the right to seek dispute resolution services from the NRC's Pubic Liaison or the Office of Government Information Services (OGIS)."
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3 X Annually X Quarterly X Monthly X Weekly X Never X Other, please explain Total X Yes X No, please explain X Do not know Total 0
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The NRC had not previously considered adopting the DOJ Sample Standards. We are considering adopting aspects that are not already covered by current NRC elements and standards for our Government Information Specialists beginning with the fiscal year 2020 rating period.
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xves XNo X Do not know Total X Program staff X IT/web staff X Other, please explain X Do not know X FY 2017 - 2018 X FY 2015-2016 X FY 2013 - 2014 X FY 2011 - 2012 X FY 2010 or earlier X Do not know Total 0
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.,/ To soma extent X No X Do not know Total
.,/ AJI records are easily retrievable and accessible when needed
../ Most records can be retrieved and accessed in a timely manner
..,/ Some records can be retrieved and accessed in a timely manner XNo X Do not know Total 2
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.,/Yes X No X Do not know Total 0
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- 34. In addition to your agency's records management policies and records schedules, has'your agency developed and implemented internal controls to ensure that all permanent records are created/captured, classified, filed and managed according to their NARA-approved records scheduies?~(36 CFR 1220.34(i))
xves XNo X Do not know Total 0
0 100%
0%
0%
- 35. Did your agency transfer p~rma~en! r1'?n:;tectro~ic 'f~cord~ t~.~AfU' 1#ur~~g FY 2018? (36 CFR 1235.12)
.,/ Yes 2
X No 3
.,/ No - No records were eligible for transfer during FY 2018 4
../ No - New agency, records are not yet old enough to transfer 5
../ No - My agency does not have any permanent non-electronic records 6
X Do not know 7
X Other, please explain Total
- 36. Did your agency transfer permanenrelectr~nic recc;~;-t~' NARA lu"r'ing ~FY,20°18? (36 °CFR 1235.12) 2 3
4 5
6 7
.,/ Yes X No
.,/ No - No electronic records/systems were eligible for transfer during FY 2018
.,/ No - New agency, electronic records/systems are not old enough to transfer
..,/ No - My agency does not have any permanent electronic records X Do not know X Other, please explain 0
0 0
0 0
0 0
0 0
0 0
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- ----------------------------------- ------------------1 Total
.,/ Yes 100%
2
.,/ Yes, but not documented 0
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3 X No 0
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4 X Do not know 0
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5
.,/ Not applicable, please explain 0
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- 38.
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J Is the Agency Records Officer and/or Senior Agency Official for Records Management i11vc;,lve~ ln1 n*b9ar~ing briefing~ ~r oth~r P,roc~sses for newly appointed senior ff"
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2 XNo 0
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3 X Do not know 0
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Total 1
- 39.
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Does your agency conduct and document for accountability purposes exit briefings for departing senior officia_ls on the appropriate disposition of the records, including
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./Yes
./ Yes. but not documented XNo X Do not know
./ Not applicable, please explain Total XYes X No X Do not know email, under their immediate control? (36 CFR 1222.24(a)(6) and 36 CFR 1230.10(a & b))
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- 41. Does the exit or separation process for departing senior officials include records management program staff or other designat~d official(s) reviewing and approving the removal of personal papers and copies of records by those senior officials? (36 CFR 1222.24(a)(6))
XYes X No, please explain X Do not know Total I
0 0
100%
0%
0%
2 3
4 5
2 3
4 5
2 3
.,/ Yes
.,/ To some extent XNo X Do not know
.,/ Not applicable, please explain Total
.,/ Yes X No
.,/ No, pending final approval
.,/ No, under development X Do not know Total
.,/ Yes X No, please explain X Do not know Total
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0 0
0 0
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2 X No, please explain 0
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3 X Do not know 0
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.,/ Not applicable, please explain 0
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Total X Yes 100%
2 X To some extent 0
0%
3 X No, please explain 0
0%
4 X Do not know 0
0%
5 X Not applicable, please explain 0
0%
Total X Participate in review and acceptance of proposals for new systems 100%
2 X Participate as stakeholder in requirements gathering 100%
3 X Participate as stakeholder in the design phase 100%
4 X Participate as stakeholder in the development phase including testing the system 100%
5 X Provide sign off authority for the implementation of new systems 100%
6 X Monitor system for adherence to standards, policies, and procedures 100%
7 X Provide Information only 0
0%
8 X Do not know 0
0%
9 X Other, please explain 0
0%
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X Yes X No X No, pending final approval X No, under development X Do not know Total XYes X No X Do not know Total 0
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- 51. Does your agency have a process*or strategy for managing ~':!".!~~..!1!..2!ectronic records, and related metadata, in an electronic form?
X Yes 2
X No 0
3 X No, pending final approval 0
4 X No, under development 0
5 X Do not know 0
Total X Yes 2
XNo 0
3 X No, pending final approval 0
4 X No, under development 0
5 X Do not know 0
Total 100%
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4 X To some extent XNo X Do not know Total XEmail X Communication tools other than email (calendars, messaging apps, etc.. )
X Administrative functions such as payroll, purchasing, and financial management X Mission/program-related functions X Customer Relationship Management X Case management X Office tools/software X Streaming services X Other, please explain X My agency does not use cloud services X Do not know X Yes XNo X No, pending final approval X No, under development X Do not know X Not applicable, my agency does not use cloud services Total 0
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.,/Yes XNo
.,/ No, pending final approval
.,/ No, under development X Do not know Total
.,/Yes X No X Do not know Total X Captured and stored in an email archiving system X Captured and stored in an electronic records management system X Captured and stored as personal storage table (.PST) files X Print and file X Not captured and email is managed by the end-user in the native system X Other, please be specific:
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nal email accounts, whether or not allowed, that state that all emails created and and that a complete copy of all email records created and received by users of employee no later than 20 days after the original creation or transmission of the d P.L. 1h-187)
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X 75%
x so%
X 25%
X Less than 25%
X My agency does not use cloud services for email X Do not know Total
.,/ Yes X No X Do not know Total X Annually X Biennially X Once every 3 years X Ad hoc X Do not know Total 0
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- 65.
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Does your agency have documented and approved policies and procedures in place to manage electronic messages including text messages, chat/instant messages, voice messages, and messages created in social media tools or applications?.*
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1 xves 1
100%
2 XNo 0
0%
3 X No, pending final approval 0
0%
4 X No, under development 0
0%
5 X Do not know 0
0%
6 X Other, please explain 0
0%
Total 1
X Email 0
0%
2 X Communication tools other than email (calendars, messaging apps, etc.)
0 0%
3 X Administrative functions such as payroll, purchasing, and financial management 0
0%
4 X Mission/program-related functions 0
0%
5 X Customer Relationship Management 0
0%
6 X Case management 0
0%
7 X Office tools/software 0
0%
8 X Streaming services 0
0%
9 X Other, please explain 0
0%
10 X My agency does not have challenges managing permanent electronic records and related metadata 100%
11 X Do not know 0
0%
X 500,000 or more FTEs o*
0%
2 X 100,000 - 499,999 FTEs 0
0%
3 X 10,000-99,999 FTEs 0
0%
4 X 1,000 - 9,999 FTEs 100%
5 X 100 - 999 FTEs 0
0%
6 X 1-99 FTEs 0
0%
7 X Not Available 0
0%
Total
- 69. What othe~ st~!~~_offi~~fdfit~\\~
~n ~~E:~ y~~ completed this self-assessment? (Choose all that apply)
X Senior Agency Official 100%
2 X Office of the General Counsel 100%
3 X Program Managers 0
0%
4 X FOIA Officer 100%
5 X Information Technology staff 100%
6 X Records Liaison Officers or similar 100%
7 X Administrative staff 0
0%
8 X Other, please be specific:
0 0%
9 X None 0
0%
X Under 3 hours3.472222e-5 days <br />8.333333e-4 hours <br />4.960317e-6 weeks <br />1.1415e-6 months <br /> 0
0%
2 X More than 3 hours3.472222e-5 days <br />8.333333e-4 hours <br />4.960317e-6 weeks <br />1.1415e-6 months <br /> but less than 6 hours6.944444e-5 days <br />0.00167 hours <br />9.920635e-6 weeks <br />2.283e-6 months <br /> 0
0%
3 X More than 6 hours6.944444e-5 days <br />0.00167 hours <br />9.920635e-6 weeks <br />2.283e-6 months <br /> but less than 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br /> 100%
4 X Over 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br /> 0
0%
Total
- 71. Did your agency's senior management review and concur with yo~r ~~~p-;,~sl~ to ~~;~01'a R:~~~~1" M*an~gement Self-Assessment?
X Yes 2
X No 0
3 X Do not know 0
Total
- 72. Please provide your contact information.
~n *:t
- 11 :; :;
':i *t,
i~1' ;r "'!
>c' Margie Janney, CRM/NS/FED U.S. Nuclear Regulatory Commission Agency Records Officer & Chief, Information Management Services Branch
- 73. Are you the Agency Records Officer?
2 x ves X No Total 0
margie.janney@nrc.gov 100%
0%
0%
301-415-7245 100%
0%
x ves 2
X No 3
X Do not know 4
X Comments (Optional): (Please include in your comments how you use the Records Management Self-Assessment.)
0 0
0 100%
0%
0%
0%
Mean Score Score Standard Deviation Weighted Mean of Items Weighted Standard Deviation of Items Items 97.00 0.00 1.11 1.43 87.00