5 fam 400
records management
5 FAM 410
RECORDS AND INFORMATION LIFE CYCLE MANAGEMENT PROGRAM
(CT:IM-268; 07-10-2019)
(Office of Origin: A/GIS/IPS)
5 FAM 411 SCOPE
(CT:IM-268; 07-10-2019)
This chapter:
(1) Establishes the basis for an active, continuing
program for the effective, economical, and efficient life cycle management of
records and information within the Department of State (Department) and all of
its components in the United States and abroad, as required by Federal statutes
and regulations;
(2) Defines policies with respect to the creation,
maintenance, use, and disposition of records, including electronic, facsimile,
imaged, audiovisual and Internet/Intranet records; and
(3) Establishes the policies required to:
(a) Ensure the
Departments compliance with Federal information access laws and regulations,
such as the Freedom of Information Act, the Privacy Act, and Executive Order
13526, as amended;
(b) Properly classify, protect, and declassify sensitive
national security information; and
(c) Meet the Departments domestic and international
copyright and other intellectual property obligations.
5 FAM 412 AUTHORITIES
(CT:IM-268; 07-10-2019)
a. 5 U.S.C. 552a (Privacy Act);
b. 5 U.S.C. 552 (Freedom of Information Act);
c. 5 U.S.C. 552 Appendix (Ethics in Government Act);
d. 18 U.S.C. 641 (Public money, property or records);
e. 18 U.S.C. 2071 (Concealment, removal mutilation of
records, etc.);
f. 31 U.S.C. 716 (Budget and Accounting Act of 1921);
g. 44 U.S.C. Chapter 31 (Records management by Federal
agencies) (Federal Records Act of 1950);
h. 44 U.S.C. Chapter 33 (Disposal of records)(Records
Disposal Act of 1943);
i. 44 U.S.C. Chapter 35 (Coordination of Federal
information policy) (Paperwork Reduction Act, as amended);
j. Government Paperwork Elimination Act, Title XVII of
Public Law 105A277;
k. Guide to Personnel Recordkeeping, 5 CFR Part 293;
l. Inspector General Act of 1978, as amended;
m. Executive Order 12656, National Security Emergency
Preparedness Responsibilities;
n. Executive Order 13526, National Security
Information, as amended;
o. The E-Government Act of 2002;
p. 22 CFR, Part 171, Subchapter R, Access to
Information;
q. 36 CFR, Chapter XII, Subchapter B, Records
Management;
r. OMB Circular A-123, Management Accountability and
Control;
s. OMB Circular A-130, Management of Federal
Information Resources;
t. Federal Information Technology Acquisition Reform
(FITARA), Title VIII Subtitle D Sections 831-837 of H.R.3979 - Carl Levin and
Howard P. "Buck" McKeon National Defense Authorization Act for Fiscal
Year 2015;
u. OMB Memorandum (M-15-14), Management and Oversight
of Federal Information Technology and
v. GAO Policy and Procedures Manual for Guidance of
Federal Agencies, Title 8Records Management.
5 FAM 413 PROGRAM OBJECTIVES
(CT:IM-268; 07-10-2019)
a. Information life cycle management is based on the
concept that the three stages of a record's life
cycle(1) creation, (2) maintenance and use, and (3) dispositionare
interrelated, and that each stage of the cycle must be structured and managed
to support the others. The records and information life cycle program applies
standards, procedures, and techniques designed to:
(1) Create and preserve Federal records containing
adequate and proper documentation of the organization, functions, policies,
decisions, procedures, and essential transactions of the Department, as well as
records necessary to protect the legal and financial rights of the Government
and of persons directly affected by the Departments activities (44 U.S.C.
3101);
(2) Establish effective management controls over the
creation, maintenance and use, and disposition of records in the conduct of
current business (44 U.S.C. 3102);
(3) Establish and implement standards and procedures
for classifying, indexing, and filing records; and publish these standards and
instructions in a form designed for easy reference and revision;
(4) Promote the maintenance and security of records
deemed appropriate for preservation, and facilitate the segregation and
disposal of temporary records (44 U.S.C. 3102);
(5) Provide for the transfer of inactive records to a
records center maintained and operated by the National Archives and Records
Administration (NARA) or, when approved by NARA, to a center maintained and
operated by the Department (44 U.S.C. 3103);
(6) Establish safeguards against the removal or loss
of records determined to be necessary and required by regulations, including
making it known to Department officials and employees that:
(a) Records in the custody of the Department are not to
be alienated or destroyed except in accordance with 5 FAM 434 and 5 FAM 440, and
(b) There are penalties provided by law for the unlawful
removal or destruction of records (44 U.S.C. 3105);
(7) Notify NARA of any actual, impending, or
threatened unlawful removal, defacing, alteration, or destruction of records in
the custody of the Department; and, with the assistance of NARA, initiate
action through the Attorney General for the recovery of records believed to
have been unlawfully removed from another Federal agency and transferred to the
legal custody of the Department (44 U.S.C. 3106);
(8) Manage the Departments records so that operations
at each stage of the records and information life cycle support and facilitate
the operations of succeeding stages; and
(9) Ensure that adequate training is provided to
Department personnel on policies, responsibilities, and methods for the
implementation of recordkeeping requirements and the objectives of records life
cycle management.
5 FAM 414 PROGRAM RESPONSIBILITIES
5 FAM 414.1 Secretary of State
(CT:IM-268; 07-10-2019)
The Secretary is required to establish a Records and
Information Life Cycle Management Program in accordance with the Federal
Records Act. This responsibility is delegated to
the Under Secretary for Management, and
further assigned to the Assistant Secretary for Administration, the
Deputy Assistant Secretary for Global Information Services, and the Director of the Office of Information
Programs and Services (A/GIS /IPS), as set forth in 1 FAM 200.
5 FAM 414.2 Department of State
Records Officer
(CT:IM-268; 07-10-2019)
The Director of the Office of Information Programs and
Services (A/GIS/IPS) is designated the Departments records officer and is
responsible for seeing that the Department and all of its component elements in
the United States and abroad are in compliance with Federal records statutes
and regulations and meet the objectives set forth in 5 FAM 413. The
Director of the Office of Information Programs and Services also coordinates
records activities with other Federal and regulatory agencies, including NARA,
the Office of Management and Budget (OMB), the General Services Administration
(GSA), the Government Accountability Office
(GAO), and the Office of Personnel Management (OPM).
5 FAM 414.3 Office of Information
Programs and Services (A/GIS/IPS)
(CT:IM-268; 07-10-2019)
As defined in 1 FAM 214.3,
the Office of Information Programs and Services (A/GIS/IPS):
(1) Serves as the primary point of contact and
principal advisor on all matters concerning the management of information as a
critical resource, specifically relating to records life cycle management,
public and need-to-know access to information, classification management and
declassification, privacy, research of official and public information
resources, and preservation of corporate records archives. A/GIS/IPS plans,
develops, implements, and evaluates programs, policies, regulations, practices,
and procedures to ensure compliance with the letter and spirit of relevant
statutes, executive orders, and guidelines;
(2) Carries out the Secretarys responsibilities for
the Departments foreign policy archives, a unique collection of international
significance. Represents the Secretary to the Archivist of the United States
and the National Archives and Records Administration (NARA), as well as other
Federal and regulatory agencies, on all records issues. A/GIS/IPS ensures
Department-wide compliance with life cycle management of Department records and
promotes the integration of life cycle management principles in the
Departments business and operations, particularly in the development and
application of new technology;
(3) Administers the Departments Information Access
Program for the need-to-know foreign affairs and national security community in
Executive agencies, the Congress, and the public, as established by the FOIA,
the Privacy Act, the Ethics in Government Act, E.O. 13526, as amended, and
other applicable statutes and regulations. A/GIS/IPS coordinates special
document production efforts to ensure the Departments compliance with
discovery orders, subpoenas, and other similarly mandated demands. A/GIS/IPS
ensures that responses to such requests are timely, accurate, and complete;
(4) As delegated by the Secretary through the Under
Secretary for Management, ensures implementation of and compliance with the
classification management and declassification requirements of E.O. 13526, as
amended;
(5) Serves as the Secretarys representative in legal
proceedings against the Department dealing with records issues. A/GIS/IPS
responds to administrative appeals; executes affidavits, and provides
supporting evidence to the Department of Justice in defense of the Department
in records-related lawsuits;
(6) Administers the Departments Privacy Program to
ensure compliance with the Privacy Act and the safeguarding of the privacy of
U.S. citizens and aliens admitted for permanent residence to the United States,
in their interactions with the Department;
(7) Manages the Departments Library, a unique foreign
policy collection. A/GIS/IPS develops, administers, and promotes desktop
electronic capability for accessing this collection and other data sources and
services;
(8) Develops, operates, maintains, evaluates, and
enhances those systems that: preserve the corporate records archives; support
the information access and declassification programs; and serve the unique
business systems related to the Offices mission; and
(9) Promotes customer service principles within the
office and institutes initiatives to comply with applicable laws, regulations,
and policies regarding customer service standards.
5 FAM 414.3-1 Programs and
Policies Division (A/GIS/IPS/PP)
(CT:IM-107; 06-09-2009)
A/GIS/IPS/PP:
(1) Develops policies and procedures to ensure the
maintenance and preservation of the official records of the Department and its
posts abroad;
(2) Develops, reviews and updates disposition
authorities and disposition schedules to ensure the appropriate preservation
and disposition of the Departments records;
(3) Develops and implements programs for information
life cycle management, classification and declassification management, review
and transfer of permanent historical records to NARA, access to information by
former Presidential appointees, and the protection of individual rights
vis--vis the Departments records;
(4) Ensures the Departments compliance with and
implementation of the Federal Records Act, FOIA and EFOIA, the Privacy Act, E.O.
13526 and its amendments, and other
records-related statutes and regulations, as identified in 5 FAM 412;
(5) Analyzes, evaluates and oversees records programs,
activities, and operations; provides expert advice and counsel in information
life cycle management and the protection of information; conducts education and
outreach programs on life cycle management and records-related subjects;
(6) Ensures the integration of record-keeping requirements
in the operations and activities of the Department, especially in the
development and application of new technology;
(7) Coordinates records and information management
issues with other Federal agencies, particularly NARA, OMB, and the Department
of Justice; represents the Department at inter-agency and public fora, and
working groups;
(8) Fulfills official requests from Congress, judicial
authorities, and other Federal agencies for special document production; and
(9) Coordinates the Departments responses to:
amendment requests under the Privacy Act; appeals of denial of access to
information under provisions of the FOIA, the Privacy Act, E.O. 13526; and
appeals of refusals to amend records under the Privacy Act.
5 FAM 414.3-2 Requester Liaison
Division (A/GIS/IPS/RL)
(CT:IM-107; 06-09-2009)
A/GIS/IPS/RL:
(1) Serves as the primary point of contact for
customers in matters pertaining to public and need-to-know access to information;
(2) Initiates the processing of public and
need-to-know information access requests; coordinates processing of information
access requests directed to the decentralized offices (see 5 FAM 414.6);
monitors the progress of all such inquiries and provides status reports to
customers upon request; and
(3) Evaluates and ensures compliance with applicable
laws, regulations, and policies regarding customer service standards and the
Government Performance and Results Act (GPRA), and actively promotes customer
service efforts.
5 FAM 414.3-3 Statutory
Compliance and Research Division (A/GIS/IPS/CR)
(CT:IM-189; 03-17-2017)
A/GIS/IPS/CR:
(1) Performs systematic, comprehensive, and complex
searches for information in response to public and need-to-know information
access requests; coordinates with regional and functional bureaus to search
records maintained in the Department and at posts;
(2) Provides for the review of records containing
classified or other information protected by statute, regulation, or court
decision in order to determine what information may be released to the
requester; coordinates document review with other agencies, as needed;
(3) Through the Systematic Review Project
(A/GIS/IPS/CR/SRP) provides for the review and transfer to NARA of the
Departments permanent historic records, including electronic records and
microfilm, as they reach 25 years of age; and
(4) Operates the Records Service Center
(A/GIS/IPS/RA/RSC) which is responsible for: retrieval and search of retired
records; retirement of records and transfer of records to a Federal Records
Center or NARA; and emergency safe haven of records from posts.
5 FAM 414.3-4 The Library
Division (A/GIS/IPS/LIBR)
(CT:IM-107; 06-09-2009)
A/GIS/IPS/LIBR:
(1) Develops, administers, and operates the
Departments Ralph E. Bunche Library, the principal source of external research
materials for the Department and the Foreign Service community;
(2) Serves as project manager to provide electronic
desktop access to the librarys collection and to other digital sources and
services; plans and manages the automated systems of the librarys branches and
coordinates their integration with other library functions;
(3) Represents the Department on U.S. Government and
private sector library bodies and at professional meetings; and
(4) Implements outreach programs and public relations
initiatives.
5 FAM 414.3-5 Archiving and
Access Systems Management Division (A/GIS/IPS/AAS)
(CT:IM-163; 06-19-2015)
A/GIS/IPS/AAS:
(1) Designs, develops, implements, enhances, and
manages the Departments official automated corporate archive (the State
Archiving System (SAS)) to maintain the authoritative record of official
correspondence, communications, and documentation related to the conduct of the
foreign relations of the United States;
(2) Compiles and analyzes user requirements for access
to and use of SAS to ensure that state-of-the-art methodologies are available
to facilitate timely and expeditious location and reproduction of information
to fulfill customer needs and legal requirements;
(3) Ensures the integrity, security, and integration
of SAS with the offices Freedom of Information Document Management System
(FREEDOMS), and other business applications;
(4) Designs, develops, implements, enhances, and
manages FREEDOMS to control workflow and to maintain the authoritative record
of requests for information, document searches and review, changes of
classification status, and responses to requesters;
(5) Compiles and analyzes user requirements for access
to and use of FREEDOMS to ensure that state-of-the-art methodologies are
available to facilitate timely and expeditious location and production of
information to fulfill customer needs and legal requirements;
(6) Develops business applications that support and
enhance workflow within A/GIS/IPS and facilitate connectivity or interface
between the offices systems, in conformance with established Department
architecture and security standards and practices;
(7) Serves as the Departments technical expert on the
application of technology to: the capture and archiving of all official
documentation, in any media form; information access; document production; and
document declassification business processes, as required by FOIA, EFOIA, the
Privacy Act, E.O. 13526, as amended, and other applicable statutes,
regulations, and policies; and
(8) Designs, develops, implements, enhances, and
maintains the Departments FOIA website, as required by EFOIA, and A/GIS/IPS
web-enabled business processes and customer services.
5 FAM 414.3-6 Program Support
Division (A/GIS/IPS/PSD)
(CT:IM-107; 06-09-2009)
A/GIS/IPS/PSD:
(1) Serves as the principal advisor on administrative,
management, and resource issues pertinent to A/GIS/IPS programs and
responsibilities;
(2) With A/GIS/IPS managers and A/EX, develops program
and workforce plans; identifies all employee training needs; ensures that
employees are appropriately trained for their responsibilities and establishes
a professional development program;
(3) With A/EX, coordinates the management of assets
(personnel, funds, and facilities) utilized by the office, ensures that proper
internal controls are exercised and that resources are adequate to meet the
mission and goals of A/GIS/IPS;
(4) With A/EX, directs and manages the delivery of
administrative, budget, and personnel to support the offices employees;
(5) Establishes and monitors performance measures and
tracks the accomplishment of program goals and objectives; keeps the office
director informed of progress with respect to the organizations mission;
(6) Coordinates function code resources and serves as
liaison to A/EX for all Office program administrative issues, such as budget,
staffing, training, internal controls, facilities management, equipment,
inventory, planning, and contract services; and
(7) Provides centralized clerical support to A/GIS/IPS
divisions, including oversight, direction, and quality assurance; supports
special projects that may require a range of functions to be performed under
time constraints; distributes incoming mail and dispatches outgoing mail.
5 FAM 414.4 Bureaus
(CT:IM-189; 03-17-2017)
a. Department bureaus and offices are responsible for
implementing and administering the records policies, standards, systems, and
procedures issued by the Departments records officer, beginning with those set
forth in 5 FAM 400 and 5 FAH-4.
b. The executive office of each bureau shall appoint a
bureau records coordinator to be responsible for coordinating a bureaus
records activities with the Office of Information Programs and Services
(A/GIS/IPS). The records coordinator is responsible for:
(1) Regularly reviewing the bureaus records systems
and records management practices for compliance with the policies and
procedures set forth in 5 FAM 400, Records Management, and 5 FAH-4, Records
Management Handbook;
(2) Managing the bureaus central files in conformance
with 5 FAM 400, Records Management, 5 FAH-4, Records Management Handbook, and 5
FAH-3, TAGS/Terms Handbook;
(3) Establishing guidance and procedures to assure
management of the bureaus office files in conformance with 5 FAM 400, Records
Management, and 5 FAH-4, Records Management Handbook;
(4) Regularly and timely applying the appropriate records
disposition schedules to bureau and office records;
(5) Coordinating the retirement of bureau and office
records with the Records Service Center (A/GIS/IPS/RA/RSC) as described in 5 FAM 430; and
(6) Analyzing the bureaus records management needs
and coordinating appropriate follow-on action with the Office of Information
Programs and Services (A/GIS/IPS).
c. The Records Management staff of the Life Cycle
Division in the Office of Information Programs and Services (A/GIS/IPS/PP/LA)
is available to assist Bureau Records Coordinators with any of the above tasks.
5 FAM 414.5 Posts
(CT:IM-268; 07-10-2019)
a. The principal officer at each post is responsible
for implementing and administering records policies, standards, systems, and
procedures issued by the Departments records officer, beginning with those set
forth in 5 FAM 400 and 5 FAH-4.
b. Under the supervision of the management officer, the
information management officer (IMO) is designated the post records
coordinator. At a post that does not have an IMO, the information program
officer (IPO) is designated the post records coordinator. At posts that do not
have an IPO, the senior IM representative is designated the post records
office. Finally, at posts that do not have an IM representative, the principal officer shall designate a cleared
employee to act as the post records coordinator. The post records coordinator
is responsible for:
(1) Regularly reviewing the posts record systems and
record management practices for compliance with the policies and procedures set
forth in 5 FAM 400 and 5 FAH-4;
(2) Managing the posts central files, if centralized,
in conformance with 5 FAM 400 and 5 FAH-4;
(3) Establishing guidance and procedures to advise management of the records held within
each section in accordance with 5 FAM 400
and 5 FAH-4;
(4) Managing, safeguarding, and providing appropriate
guidance for the disposition of any unclassified, non-SBU records stored off-site;
(5) Regularly and timely applying the appropriate records
disposition schedules to the posts files;
(6) Coordinating retirement or safe haven of the posts
records with the Records Service Center (A/GIS/IPS/RA/RSC) as described in 5 FAM 430; and
(7) Analyzing the posts records management needs and
coordinating appropriate follow-on action with the Office of Information
Programs and Services (A/GIS/IPS).
5 FAM 414.6 Decentralized Offices
(CT:IM-107; 06-09-2009)
Certain offices within the Department have large
collections of centralized files that are unique with respect to both volume
and content. The records of these offices, known as decentralized offices, are
essentially administrative in nature, contain primarily Sensitive But
Unclassified (SBU) information, and are often name-retrievable. Examples are:
the offices in the Bureau of Consular Affairs that provide visa, passport, and
overseas citizens services; the Office of Medical Services; the Bureau of Human
Resources; and the Bureau of Diplomatic Security. The decentralized offices
have unique records management responsibilities, especially concerning access
to and disposition of their records. Requests for access to the records of the
decentralized offices are coordinated through the Requestor Liaison Branch of
the Office of Information Programs and Services (A/GIS/IPS/RL) in conformance
with the policies and procedures of 5 FAM 470.
5 FAM 414.7 Management Officers
(CT:IM-268; 07-10-2019)
The management section of each Department bureau, office,
or post is responsible for the following actions:
(1) Reminding all employees who are about to leave the
Department or the Foreign Service of the laws and regulations pertaining to the
disposition of personal papers and official records (5 FAM 434);
(2) Ensuring that each
departing employee executes a form DS-109, Separation Statement, and that it is forwarded to the Bureau of Human
Resources, Records and Information Management Division (HR/EX/IRM); and
(3) Advising ambassadors or officials ranked assistant
secretary and above to consult with the Departments records officer about
depositing personal papers of historical interest, accumulated during their
tenure, with NARA or a Presidential archival depository, where specific
restrictions may be placed on access to such papers.
5 FAM 414.8 Department Employees
(CT:IM-268; 07-10-2019)
All Department personnel
(Civil Service, Foreign Service, and Locally Employed Staff), contractors (PSC
and Third Party), and other agency personnel are:
(1) Required by law to preserve documentary materials
meeting the definition of a record under the Federal Records Act, 44 U.S.C.
3301, as reproduced in 5 FAM 415.1;
(2) Responsible for creating, using, maintaining,
preserving, and disposing of the Departments information and records in accordance
with 5 FAM 400 and 5 FAH-4;
(3) Responsible for creating, using, and protecting
classified national security information in accordance with 5 FAM 480, 5 FAM 1060, and
12 FAM 500; and
(4) Responsible for
completing Department of State records management training, PK217, Records
Management For Everyone, within 10 days of gaining OpenNet access and once each
year thereafter. Failure to complete this mandatory training will result in
suspension of OpenNet access.
5 FAM 415 DEFINITIONS
5 FAM 415.1 Records and Record
Types
(CT:IM-268; 07-10-2019)
Administrative v. program records:
Administrative records are records relating to the housekeeping or facilitative
functions common to most offices, for example, budget, personnel, equipment,
and supplies. Program records document the unique, substantive functions for
which an office is responsible.
Electronic records: Numerical,
graphical, and textual information recorded on any medium capable of being read
by a computer and which satisfies the definition of a record set forth in 5 FAM 415.1.
Electronic records include, but are not limited to, records stored on-line or
on off-line media such as tapes, disks, and optical disks.
Non-record materials:
Materials that do not meet the definition of a record as set forth in 5 FAM 415.1. Examples
are extra copies of documents kept only for reference, stocks of publications
or processed documents, and library or exhibit materials intended solely for
reference or display.
Permanent v. temporary records:
Permanent records have been determined by NARA to warrant preservation in the
National Archives, and their disposition as permanent has been recorded on a form
SF-115, Request for Records Disposition Authority. Temporary records have been
determined by NARA to have insufficient value to warrant preservation in the
National Archives, and their disposition as temporary or disposable is
documented on either a form SF-115 or in a General Records Schedule (see 5 FAM 443).
Personal papers: Documentary
materials of a private nature that have not been used in the transaction of
Department business. This may include papers created or received before or
after an individual entered into U.S. Government service so long as they are
not related to or used in transacting Department business. Personal papers may
also include the individuals copies of employment-related records, such as
leave and travel authorizations or time and attendance records. Diaries,
journals, notes, personal calendars and appointment schedules may be regarded
as personal papers only if they are solely for personal use and have not been
used to prepare for, transact, or communicate Department business. This is a
complex category and may require consultation with the Departments records
officer and the Office of the Legal Adviser. Correspondence or email sent or
received as a Department official is not personal.
Records: All books, papers,
maps, photographs, machine readable materials, or other documentary materials,
regardless of physical form or characteristics, made or received by an agency
of the U.S. Government under Federal law or in connection with the transaction
of public business and preserved or appropriate for preservation by that agency
or its legitimate successor as evidence of the organization, functions, policies,
decisions, operations or other activities of the Government or because of the
informational value of the data they contain.
Unscheduled records: Records
whose final disposition has not been determined by NARA are unscheduled; they
are treated as permanent records until NARA determines what their final
disposition should be.
Working papers or working files:
Notes, annotated copies of documents, preliminary drafts and similar materials
used in the transaction of Department business or in the preparation of other
documents constitute working papers or files. They may meet the definition of
records set forth in 5 FAM 415.1,
and should be treated as records if they
do. For example, working papers would constitute records when they:
(1) Are circulated to other employees for approval,
comment, action, recommendation, or follow-up, or to communicate with
Department personnel about Department business, and
(2) Contain information such as substantive
annotations or comments that add to a proper understanding of the Departments
formulation and execution of policies, decisions, actions or responsibilities.
5 FAM 415.2 Organization of Records
(CT:IM-54; 09-17-2004)
a. File means an arrangement of records. The term is
normally used to denote records, regardless of physical form or storage media,
organized by subject, by date, or according to some other general principle,
and maintained for the purposes of research, consultation or the conduct of
official business. File series means a group of file units arranged by subject
or function and kept together because they have a relationship arising out of
their creation and use.
b. System is the organized collection, processing,
transmission, dissemination, retention, and storage of information in
accordance with defined procedures. It may be called a record system or an
information system. The latter term is most often used in reference to
electronic records and involves input or source documents, records on
electronic media, and output records.
c. TAGS/Terms is the system used to organize, manage,
locate and retrieve information in the Departments Central Foreign Policy
Archive. Subject TAGS are four-letter acronyms that identify general subject
areas (e.g., AMGT for management operations, CVIS for visa matters).
Geo-political TAGS are two-letter acronyms that identify specific world
locations (e.g., AL for Albania, GH for Ghana). Program TAGS are used to
identify information relating to specific Department programs (e.g., KJUS for
administration of justice, KTIA for treaties and international agreements).
5 FAM 415.3 Use and Disposition of
Records
(CT:IM-54; 09-17-2004)
a. Access means the use of or the ability to consult
records, including classified or administratively-controlled records.
b. Appraisal is the process by which NARA determines
the value and thus disposition of Federal records, making them either permanent
or temporary.
c. Disposition means those actions taken, after appraisal
by NARA, regarding records no longer needed for conducting the Departments
regular current business. This may be temporary storage or destruction for
temporary records, or transfer to NARA or a Federal Records Center for
permanent records.
d. Schedule (records schedule or disposition schedule)
is a document that provides mandatory instructions for what to do with records
and non-record material no longer needed for current U.S. Government business.
In everyday Department usage, records disposition schedule usually refers to form
SF-115, Request for Records Disposition Authority, which authorizes the
disposition of Federal records upon approval by NARA. The disposition schedules
for Department records may be consulted at the Records Management website on
OpenNet.
e. Storage media includes but is not limited to
magnetic media such as tapes and disks, and optical media such as optical disks
and CD-ROMs.
5 FAM 416 THROUGH 419 UNASSIGNED