ML20236S564
| ML20236S564 | |
| Person / Time | |
|---|---|
| Issue date: | 07/21/1998 |
| From: | Castro S NRC (Affiliation Not Assigned) |
| To: | Adensam E, Roe J, Zwolinski J NRC (Affiliation Not Assigned) |
| References | |
| NUDOCS 9807270031 | |
| Download: ML20236S564 (12) | |
Text
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'i UNITED STATES h
'[ ]
2 NUCLEAR REGULATORY COMMISSION WA5s41NGToN, D.c. 20065 0001
, h
%, # July 21, 1998 .
MEMORANDUM TO: Jack W. ' Roe, Acting Director, DRPM !
John A. Zwolinski, Acting Director, DRPE Elinor G. Adensam, Acting Director, DRPW Gus C. Lainas, Acting Director, DE Gary M. Holahan, Director, DSSA !
. R. Lee Spessard, Director, DRCH William Beckner, Chief, TSB R. W. Borchardt, Chief, PIPB Ronald V. Villafranco, Chief, PPRB i ~ Leslie W. Barnett, Chief, PIMB FROM: Susan Castro, Acting Chief -
b j Administration Branch, DISP '
SUBJECT:
1998 REPORT OF RECORDS HOLDINGS AND DISPOSITION Federal regulations require NRC to prepare a Report of Records Holdings. In order to complete ,
this report for FY 1998, we need input from the staff on the volume of record and non-record material in their possession since the last count in July 1997.
- The areas that need to be covered by the report are the volume of record and non-record
- material maintained in organization files (e.g.,' branch / division) and individual staff files, and an inventory of filing equipment (microfiche / map cabinets, etc.). F!ipper files (above the work .
surface) and pedestal cabinets (under the work' surface) are considered part of the workstation I and should not be counted in the equipment inventory count. The contents of all files, however,
. must be counted as part of the record /nen-record material.
r . ..
' The excerpt of Handbook 3.53 Part I shown in Attachment i should be used as a guide to / 4
_ distinguish rnatorials as record and non-record Non-record material no longer needed may be f returned to the originator or library,' as appropriate, or may be destroyed. Attachment 2 b . provides examples of non--record dccuments which do not need to be retained or preserved.
.7' _NRC Form 317A (Attachment 3) should M used by your staff to identify organization or y , personal files and the types of containers used to store the material. The Table of Equivalents f*^
~(Attachment 4) is provided to assist in determining cubic feet of records. Please make sufficient
? copies of Form 317A for your staff in order that everyone in your division completsnhis form to '
account for individual and organization records and equipment. Compile the data provided on
' all 317A forms and report it on Form 317 (Attachment 5) for your division. Send the completed ;
Form 317 for your. division to TaJuan Carter, Records Liaison Officer, Msil Stop O-5-E-13, by
( August 11,1998.' ' ;
o
~ 9907270031 990721 PDR ORG MtRA g
~~
- July 21, 1998 l 1 L ]
l l
Division Directors: '2 Please ensure that all files are reviewed and categorized as either record or nonrecord, and that 6taff identify material destroyed using the NRC Form 355 (Attachment 6) " Report of )
Records /Nonrecords Disposal."-
Additionally, all File Custodians must prepare an updated " Files Maintenance and Disposition Plan" using the NRC Form 306 (Attachment 7) that includes all records maintained at each file station for which they are responsible. File Custodians are the individuals responsible for maintaining the files under their purview (i.e., T&A Clerks, Contract Files, Budget Files, Fees, ,
Anti-Trust Records).- Tvio samples (Attachments 8 and 9) are attached for your review. The file . )
custodian should submit the original and two copies of each completed file plan to ;
- TaJuan Carter, NRR RLO, by August 11,1998. 1 By copy of this memorandum, I also request that the Director's Office and Associate Director's secretaries complete this requirement for individual and organization records maintained within their organizational unit. DISP Branch secretaries should provide their branch inputs to Kevin Johnson by August 10,1998, for DISP consolidation and transmittal to Ms. Carter.
TAC number M81400 is the appropriate TAC number to add to your WISP on-line RITS sheet when working on this task. If you have any questions, call Ms. Cader on 415-3072 or :
EMail TXC. 1 Attachments (9):
' 1. Excerpt of Handbook 3.53, Part I
- 2. . Examples of Non-record Documents
- 3. NRC Form 317A, Records Inventory Worksheet 4.- NRC Form 317B, Table of Equivalents .
l S. NRC Form 317, Annual Report of Records Holding & Disposition 1
- 6. NRC Form 355, Report of Records /Nonrecords Disposal l
- 7. NRC Form 306, Files Maintenance & Disposition Plan ;
- 8. Sample j
- 9. Sample l cc: F. Miraglia B. Sheron 1 B. Boger
' F. Gillespie DISTRIBUIlON:
PADB R/F File Center PUBLIC i J. Whitaker M. King N. Olson K. Johnson DOCUMENT NAME: G:\TJ\98rechol
- r. m . ,v or m ,w. me., . m e,. wm c cony iinoui .n.cwm.nti.ncio. s copy iin .n. cam.ntioncio... v - wocopy 0FFICE ADM: DISP /) lt ADM: DIS,P , l6 l_ _ l l NAME- TJCAR[TFJ6)J SCastroW ;
DATE 07/G/98' 07/M/98 0FFICIAL FILE COPY I
r ision Directors 2 isa ensure that all files are reviewed and categorized as either record or nonrecord, and staff identify material destroyed using the NRC Form 355 (Attachment 6) " Report of .
- ords/Nonrecords Disposal." '
\
litionally, all File Custodians must prepare an updated " Files Maintenance and Disposition .- -
1" using the NRC Form 308 (Attachment 7) that includes all records maintained at each file ion for which they are responsible. File Custodians are the individuals responsible for ntaining the files under their purview (i.e., T&A Clerks, Contract Files, Budget Files, Fees,
-Trust Records). Two samples (Attachments 8 and 9) are attached for your review. The file lodian should submit the original and two copies of each completed file plan to uan Carter, NRR RLO, by August 11,1998.
- opy of this memorandum, I also request that the Director's Office and Associate Director's
'staries complete this requirement for individual and organization records maintained within , ,
organizational unit. DISP Branch secretaries should provide their branch inputs to in Johnson by August 10,1998, for DISP consolidation and transmittal to Ms. Carter.
] number M81400 is the appropriate TAC number to add to your WISP on-line RITS sheet allTXC.n working on this task. If you have any questions, call Ms. Carter on 415-3072 or
- hments (9):
xcerpt of Handbook 3.53, Part l ,
xampics of Non-record Documents RC Form 317A, Recerds inventory Worksheet RC Form 3178, Table of Equivalents g RC Form 317, Annual Report of Records Holding & Disposition '
lRC Form 355, Report of Records /Nonrecords Disposal RC Form 306, Files Maintenance & Disposition Plan Bmp'.8 ,,
pmple F. Miraglia e
-' B. Sheron B. Boger F. Gillesple 4
4
+
a el
1
. Division Directors 2 l
l Please ensure that all files are reviewed and categorized as either record or nonrecord, and that staff identify material destroyed using the NRC Form 355 (Attachment 6) " Report of Records /Nonrecords Disposal."
Additionally, all File Custodians must prepare an updated " Files Maintenance and Disposition 3 Plan". using the NRC Form 306 (Attachment 7) that includes all records maintained at each file !
station for which they are responsible. File Custodians are the individuals responsible for maintaining the files under their purview (i.e., T&A Clerks, Contract Files, Budget Files, Fees, .
Anti-Trust Records). Two samples (Attachments 8 and 9) are attached for your review. The file custodian should submit the original and two copies of each completed file plan to .
TaJuan Carter, NRR RLO, by August 11,1998.
By copy of this memorandum, I also request that the Director's Office and Associate Director's j
secretaries complete this requirement for individual and organization records maintained within their organizational unit. DISP Branch secretaries should provide their branch inputs to Kevin Johnson by August 10,1998, for DISP consolidation and transmittal to Ms. Carter.
TAC number M81400 is the appropriate TAC number to add to your WISP on-line RITS sheet when working on this task. If you have any questions, call Ms. Carter on 415-3072 or EMail TXC.
Attachments (9):
- 1. Excerpt of Handbook 3.53, Part i
- 2. Examples of Non-record Documents
- 3. NRC Form 317A, Records inventory Worksheet
- 4. NRC Form 317B, Table of Equivalents
- 5. NRC Form 317, Annual Report of Records Holding & Disposition
- 6. NRC Form 355, Report of Records /Nonrecords Disposal
- 7. NRC Form 306, Files Maintenance & Disposition Plan
- 8. Sample
- 9. Sample cc: F. Miraglia B. Sheron }d B. Boger )
F. Gillespie i I
1 i
I
Volume 3, Part 2 - EU'.:ords Management
NRC Records Management Program
". Handbook 3.53 Part I Identifying and Distinguishing Between Record and Nonrecord Materials (E)(continued)
Defining Federal Records (1) (continued) materials are transmitted (in person or by messenger, mail, electronic means, or by any other method). In this context, the term does not refer to misdirected materials. The term may or may not refer to loaned or seized materials, depending on the conditions under which such materials came into agency custody or were used i by the agency. Advice oflegal counsel should be sought regarding the " record" status ofloaned or seized materials. (iv) e Preserved means the filing, storing, or any other method of systematically maintaining documentary materials by the agency. i This term covers materials not only actually filed or otherwise I systematically maintained but also those materials temporarily :
removed from existing filing systems. (v) e Appropriate for preservation means made or received l documentary materials that in the judgment of the agency should be filed, stored, or otherwise systematically maintained by an agency because they are evidence of agency activities or contain unique information, even though the materials may not be covered by the agency's current filing or maintenance
. procedures. (vi)
Identifying Federal Reconis (2)
To ensure that complete and accurate records are made and retained )
in the NRC, it is essential that NRC employees distinguish between !
record and nonrecord materials by the appropriate application of the !
statutory definition of records to NRC documentary materials. The ,
following guidelines issued by NARA in 36 CPR 122234 should be !
applied to all documentary materials to determine their record or nonrecord status.
e Record status-Documentary materials are records when they !
meet both of the following conditions:(a) l L - They are made or received by an agency of the United States l Government under Federal law or in connection with the transaction of agency business. (i) l Approved: September 17,1992 Attathment 1 7 (Revised: .iune 15,1995)
[. __ _______ _ _ _ __ _ _ _ o
]
'. i V:lume 3, Part 2 - Records Managem:nt
, NRC Records Management Program Handbook 3.53 Part I Identifying and Distinguishing ;
Between Record and Nonrecord )
Materials (E)(continued)
Identifying Federal Records (2) (continued)
They are preserved or are appropriate for preservation as ,
evidence of agency organization and activities or because of the i value of the information they contain. (ii) e Working files and similar materials-Working files, such as preliminary drafts and rough notes and other similar materials, will be maintained for purposn of adequate and proper documentation if-(b)
They were circulated or made available to employees, other than the creator, for official purposes such as approval, comment, action, recommendation, followup, or to i communicate with agency staff about agency business. (i)
- They contain unique information, such as substantive annotations or comments included dierein, that adds to a I proper understanding of the agency's formulation and execution of basic policies, decisions, actioni, or responsibilities. (ii) e Nomecord materials-The following nonrecord materials are Government-owned documentary materials that do not meet the conditions of records status (see 36 CFR 122234(b)) or that are specifically excluded from records status by statute (see 44 U.S.C.
3301). (c) 4
- Library and museum material (but only if such material is made or acquired and preserved sole 7 %r reference or exhibition purposes). (i)
- Extra copies of documents (but only if the sole reason such copies are preserved is for convenience of reference). (ii)
Stocks of publications and processed documents. (Each agency ,
shall create.and maintain serial or record sets ofits publications and processed documents as evidence of agency activities and for the information they contain, including annual reports, brochures, pamphlets, books, handbooks, posters, and maps.)(iii) 3 l __
Approved: September 17,1992 8 (Revised: June 15,1995)
- t. ;
4 . .
. ~. '.
i ITEMS THAT CAN BE RETURN!D FOR RE-USE:
i Boot.. and other reference material BEARING A LIBRARY NUMBER and which are not bi.ing used currently. Return these to Library, p.160.
1 Official record copies usually signed originals or concurrence copies.
Return these to the app,ropriate branch, division, office or agency file center.
Excess office ipplies and broken or excess office furniture and equipment.
Return these t Property and Supply through your property Custodian.
NON-RECORD DOCUMENT $ WHICH DO NOT NEED 70 SE RETAINED OR PAESERVED:
Extra copies of papers preserved only for convenience or reference, such as '
reading files and tickler (followup or suspense) copies of correspondence. ;
Processed or published materials received from other activities or offices which require no action and are not required for documentary purposes.
Catalogues trade journals and other publications or papers received from other gover,nment agencies,,connercial firms, or private institutions, which require no action and are not part of a case or project upon which action is taken.
i Correspondence and other records of transitory value which after action has '
been completed, have r,either evidential nor ' informational,value.
Working papers, preliminary drafts, anf similar materials which are sunr.arized in finalhas action or been othercompleted.
forst and which have no evidential or informational value once ,
Shorthand notes and stenotype tapes which have been transcribed.
Information copies of correspondence and other papers.
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- 1 p r== m U.S. NUCLEAR REMI ATORY COMMISSION 1 REPORTING ORGANilaflON (OFFICE >0MSION/tl%NCH; M9:ss ANNUAL REPORT OF RECORUS HOLDING AND DISPOSITION REPORT FOR )LJ ENDING SEPTEMBER 30,19
- 5. REPORT FOR: -
4 TITLE OF HEPORTING OFFICIAL (check one) HEADQUARTERS
[-] FIELD VOLUME (cubic feeQ (Use Table of Equivalents for Container Capacity)
TYPE OF RECORDS RECORDS - NONRECORD ON HAND ON HAND MATERIAL SPACE SEPTEMBER 30 RECORDS ON HAND SEPTEMBER 30 RECORDS NONRECORDS LAST YEAR THIS YEAR DESTROYED DESTROYED SE MB R 30 kF
~~
A B C D E F )
1
- 6. OFFICE I T. STORAGE I GRE45
- 8. TOTALS l
- 9. RECORDS TRANSFERRED TO OTHER FEDERAL OR STATE AGENCIES NAME OF AGENCY LOCATION OF RECORDS VOLUME OF RECORDS A B C i l
l
- 10. RECORDS TRANSFERRED FROM OTHER FEDERAL OR STATE AGENCIES NAME OF AGENCY '
LOCATION OF RECORDS VOLUME OF RECORDS h B C l
~
FILING EQUIPMENT ON HAND NUMSER OF CABINETS NUMBER OF CABINETS TYPE 2 4 gMR R ORAMR DRAMR R R R R g R R A B C. D A B' C D E F.
- 11. FILE CABINET
- 19. BOOKCASE LETTERSWE 4 _ . _ _._ _ _
- 13. FILE CABINET 20. SHELF UNIT LEGAL SIZE i LETTER SIZE L- y
[ 4
- 13. SAFE 21. SHELF UNIT i LETTER SIZE LEGAL SIZE
.a._....--
l' gg 22. TOTALS l
13 LATERAL FILE l t NO ^F LL,TER NO.OF BECTIONS NO.OF CABINET- Sua l t i 6esTS OR LEGAL WIDE (BACK) T!EPS
- 16. LATERAL FILE w j
-h 23. CONSERVAFILES - + - - -
(
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- 17. LATER\L FILE NO.OF LETTER SE NS $1 GLE
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- 18. TOTAL.$
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AttaEhment 3,orm...m.i a L____-___--__-______________________________________________-__________
MtC FORM 355 U. S. NUCLEAR REGULATORY COMMISSION 01 son HRCMD 3 53 REPORT OF RECORDS /NONRECORDS DISPOSAL FORWARD COMPLETED REPORT TO: FROM: REPORTING OFFICE /DMSION/ BRANCH FILE CUSTODIAN OR STAFF MEMBER RECORDS LIAISON OFFICER (RLO) MAIL STOP LOCATION - BUILDING AND ROOM NUMBER j (Insert name of RLO for Reporting Office from reverse side of this form)
{
l REMARKS:
Destruction of record and nonrecord material is to be reported to the Offk:e Records Liaison Offcer within 10 days of the destruction actMty per NRC Management Directive 3.53. This information is used to prepare the Offee's Annual Report of Records Holding and Disposnion Reference the i conversion table below to determine volume in cubic feet. l VOLUME DESTROYED DISPOSAL AUTHORITY (in cubic feet) SERIES / DESCRIPTION (From NUREG-0910 for COR S RECORD NONRECORD Record Material Only) i l
l I
i l
r TOTAL VOLUME StGNATURE - FILE CUSTODIAN / STAFF MEMBER DATE CONVERSION TABLE CONTAINER ! VOLT /ME INC' UBIC FEET CONTAINER VOLUME IN CUBIC FEET Letter-etse FHing Cabinet 1% cubic feet per drawer 15 inches of lette'stze material 1 cubic foot i Legel-etre FBine Catanet 2 cubic feet per drawer 12 inches oflegal size material 1 cubic foot W WN@ 2 cubic feet per drawer federal Recorom Center Coatainers 1 cubic fod per container Map Cases and Other Odd Sized Equpment - Multiply length x w6dth r height and dude product by 1,728 mcromu m e.ieen " " " " * "
Attachment 6
PAGE OF NRC FORM 306 e U.S. NUCLEAR REGULA'.*ORY COMMISSION
{2-1996)
FILES MAINTENANCE AND DISPOSITION PLAN PURPOSE File Custodians prepare Files Maintenance and Disposition Plans for each location of official files (Official File Station)
- and update plans when the File Custodian or the senes of records changes.
INSTRUCTION g '. I FILE CUSTODIAN: Prepare in triplicate. Forward the original and two copies to the Office Records Liaison Officer (RLO) for l review and approval. I RECORDS LIAISON After approvat, sign in Block 3B, keep one copy, send one copy to the NRC Records Officer, and return OFFICER: the signed original to the Fi!e Custodian.
- 1. CONTACT (Narre of Fh Gustoo,an/ 2 ORGANIZATION (OthcevDwsovBrancey
- 3. RECORDS LIAISON OFFICER 4. LOCATION OF FILES ANPED NAME B'.~ SIGNATURE C7DATE ATBUILDING BTROOM -
- 6. FILE PLAN G.Ul5PO5mUN IT 3 B. TITLE OR DESCRIPTION OF RECORDS SERIES [e nYnNr UY[GY0IR . 2. .nd LTe* LEE "nI*."nU." "Id..-
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1 g g g g g,3 VMIM i Lu UN ML4 Ti,LLD PJWLM II"a lum wat de=V4J useg M mma j Attachment /7
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Page 1 of
" 0. sRM 306 U.S. HUCLEAR REGULATORY COMMISSION
- s1.' g NYA. a FILES MAINTENANCE AND DISPOSITION PLAN URPGsE: Rio Custodians prepa o Files Maintenance and Doposition PP*.a * . ach location of official files (Official File Station) and uW2te plans when the Mie Custodian or the series of records chang.
INSTRUCTIONS:
FILE CUSTODIAN: Prepare in triplicate. Forward the original and two copies to the Oenos Records Walson Otrar (RLO) for review and approval.
RECORDS L1AISON OFFICER: After approval, sign in Block 38, keep one copy, send one copy to the NRC Records Ot0oor, and retum the o!0ned original to the Rio Custodian.
- t. CONT ACT (ase'ne of Fue cessmewy
& omr.nANJAtloN (onboom Ronald V. Villafranco NRR/ DISP /PRAS
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C. Dispos *'ON rb No o w.s oa ots==rrow or moomos armts "
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aavase. ason.ea s vase m . ..sa.n BUDGET 0 12H24 1
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l ese scaw see tug Attachment 8 '"*""**"*""
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.fkRC n,. FORM 306 U.S. NUCLEAR REGULATORY CoMMISSloN NROWD 3.83 FILES MAINTENANCE AND DISPOSITION PLAN PURPOSE: File Custodians prepare Files Maintenance and Dispotrbon Plans for each location of official files (Official File Station) and update I plans when the File Custodian of the series of records changes.
l INSTRUCTIONS: l FILE CUSTODIAN: Prepare in tripikete. Forward the original and two copies to the Office Records uaison Officer (RLO) for twiew and apprws!.
RECORDS UAISON OFFN:ER: After approval, algn in Block 35, keep one copy, send one copy to the NRC Records O'ficer, and retum the sign *d original to the File Custodian.
1.oC>CACT M of Pss f .
l 3. ORGANJ.ATION (OmceWinnc's/
Edith E. Barnhill 14RR/DRCH s RECOCs uAJsON OFF1CER 4. LOCATION OF FILES x mo me _
s soww c, cats A s e No aw Doris' Hoover t bb td k/h)/f
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/ ) e Fitz PLAN g U C. Dis *05'710N frfu
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l T&A records for DRCH front office are located in 0-10H5 T&A records for DRCH/HQMB are located in 0-10A19 T&A records for DRCH/HHFB are located in 0-10024 T&A records for DRCH/HOLB are located in 0-10D22 T&A records for DRCH/HICB are located in 0-8H3 i
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98C PCend me (tie) pnprrtD oh fWcvCLED PAPtm Attachment 9
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