(1) develop policies, procedures, and guidelines to improve the effectiveness of the FHWA electronic records management program.
(2) provide assistance and advice to Headquarters and field offices on electronic records management matters.
(3) develop and secure NARA approval of records disposition schedules for electronic records and ensure their effective implementation.
(4) serve as liaison with NARA on scheduling, transferring, and disposing of electronic records.
(5) establish a training program that ensures adequate training for users of electronic records systems in the operation, care, and handling of the information, equipment, software, and media used in the system.
(1) manage, control, and coordinate all electronic records management activities within their offices through the local Records Liaison Officer (RLO).
(2) ensure that electronic records are preserved and disposed of in accordance with agency guidelines and approved records disposition schedules.
(3) develop security controls to prevent the unauthorized alteration or erasure of information in electronic records.
(1) use electronic equipment in a safe and responsible way.
(2) maintain electronic records according to prescribed agency policies and procedures.
(3) safeguard electronic records until authorized for disposition. Electronic records are to be treated the same as paper records, that is, paper maintenance and disposal must be approved by the National Archives.
(4) notify the local RLO when unscheduled electronic records are identified.
The purpose of a LAN is for multiple users to be able to have access to files stored on the LAN file server and to be able to share peripheral equipment, such as a laser printer.
(1) Generally, all users should have access to all working files in that organization's directory.
(2) Secretaries should have access to all files in their Division or Office for quick reference and changes by management.
(3) Organize files in folders and subfolders so that employees having a need to access the files can easily find them when needed.
(4) For security reasons, and to ensure that unauthorized persons do not have access to work files, do not share any computer ID and password.
(1) Multiple folders, commonly termed subfolders, should be used to group logically related files. Separate subfolders should be created for each major program area or area of responsibility.
(2) Folders and subfolders should be assigned names that clearly communicate their contents to employees other than the originator so that employees can locate files when the originator is out of the office. Avoid mixing unrelated files within a specific subfolder.
(3) When organizing folders, ensure that only one type of record is being stored in a particular folder. Keep official records in folders on the file server. Non-record materials may be stored on the file server (depending on the size of the file and remaining file space), the user's C: drive, or on a floppy disk.
(1) Electronic records that replace records scheduled as permanent in another form, e.g., paper.
(2) Administrative data that have unusually broad coverage or significance, such as the budgets of an entire department or agency.
(3) Natural resources data related to land, water, minerals, or wildlife.
(4) Emergency operations data that document military or civilian operation during times of war, civil emergency, or natural disaster.
(5) Political, survey, or judicial data related to such topics as elections, special investigations, or court proceedings.
(1) Mainframe-based Records. The useful life of a magnetic tape, the recommended storage medium for permanent electronic records, is currently estimated at 10 years. Therefore, Federal agencies are encouraged to transfer permanent electronic information directly to the National Archives when additions to the master file cease or as periodic snapshots of the data system.
Current up-to-date documentation is essential for transferring electronic records to the National Archives, and the documentation must accompany electronic records that are transferred to the National Archives. As a minimum, the documentation for data files and data bases should include the record layout and a codebook. For data base management systems, essential documentation is a data dictionary or the equivalent information, including a description of the relations between data elements in relational data bases. NARA has attempted to deal with the problem of diverse and incompatible systems by standardizing the computer media it will accept to half-inch magnetic tape.
(2) PC-based Records. NARA is in the process of establishing guidelines for the acceptance of permanent electronically stored data on optical disks, but does not accept electronic data stored on any other medium, such as floppy disks.