The following covers the legal authority for the NRC’s records management operations, the scope of its records management programs, and the types of records management services it performs.
Legal Authority for the NRC’s records management operations:
The NRC must comply with the regulations governing Federal records management issued by the National Archives and Records Administration (NARA) and the General Services Administration (GSA). All internally and externally generated records and documents are processed, maintained, distributed, made available to the public, and preserved or destroyed, as appropriate. The Agencywide Documents Access and Management System (ADAMS) maintains appropriate NRC unclassified, non-Safeguards, official program-related records in a centralized electronic records repository.
Under the Office of Information Services, the Records and Archives Services Section (RASS) ensures compliance with the Federal Records Act of 1950, as amended, by promoting the management of records and information throughout their life cycle in an economical, efficient and effective manner.
Federal records can only be destroyed, deleted, or transferred to another entity through the approval of a records disposition schedule by the National Archives and Records Administration (NARA). records. Each record schedule has been approved by the appropriate NRC officials and the Archivist of the United States. Disposal authority is granted by the Archivist of the United States, or for certain series by the Comptroller General. Official records are not to be destroyed except in accordance with the disposition instructions contained in NUREG-0910. (b)
Scope of records management programs:
It is the policy of the U.S. Nuclear Regulatory Commission that all official records made or received by NRC in the course of its official business comply with the regulations governing Federal records management issued by the National Archives and Records Administration (NARA) and the General Services Administration (GSA). All internally and externally generated records and documents are processed, maintained, distributed, made available to the public, and preserved or destroyed, as appropriate.
The NRC’s Records Management “Vision” is to organize, maintain, store and dispose/preserve all records and information in a systemic, defined manner in compliance with appropriate Federal government laws and regulations and meet agency business, historical, and reference needs.
Documentary materials are records when they meet the following two conditions:
- (i) They are made or received by an agency of the United States Government under Federal law or in connection with the transaction of agency business.
- (ii) They are preserved or are appropriate for preservation as evidence of agency organization and activities or because of the value of the information they contain.
The Records Management Program is responsible for the development of policies and procedures for the creation and maintenance of records and information regardless of physical form or technology.
Types of services performed:
General Requirements include:
- (1) Creation of Records: NARA regulations require NRC to create and preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency. To accomplish this goal, all staff are required to identify Federal records, including those communicated by electronic mail (e-mail), and to ensure that appropriate records are created and maintained.
- (2) Maintenance of Records: NARA regulations require NRC to ensure that complete records are filed or otherwise identified and preserved, records can be found when needed, and permanent records are identified and physically segregated from temporary records, or for electronic records, permanent records are physically segregable from temporary records.
- (3) Disposition of Records: NARA regulations require NRC to maintain and preserve permanent records and to ensure that temporary records are promptly disposed of or retired when no longer needed.
- (4) Liaison With NARA: NARA requires Federal agencies to assign responsibility for developing the records management program to one or more offices. NARA also requires the responsible office(s) to submit the name, title, and telephone number of the official(s) authorized by the head of the agency to approve records disposition schedules and to transfer records to the custody of the National Archives of the United States.
Full description of the NRC’s Records Management Program (1995).
From NRC’s Information Management Directives (Vol. 3):