COMMUNICATIONS - PRACTICE 6

Records Management

WHAT

TVA's organizations create and maintain records of their activities to:

• Meet the needs of employees who may requireneed record access to records to complete their job responsibilities.
• Satisfy the requirements of federal and state laws and regulations.
• Preserve the history of the United States.

DEFINITIONS

Regardless of format, records may include exist in any type format listed below. A detailed list of each organization’s records, referred to as a Comprehensive Records Schedule or Records Retention Schedule, ofis available each organization’s records may be found on the TVA InsideNnet.

• Written Records - Books, correspondence, reports, instructions, maps, completed forms in hardcopy and electronic media.
• Filmed Records - Photographs and negatives, motion picture film, videotapes, microforms.
• Sound and Tape Recordings - Audio tape (reel to reel, cassette, or cartridge), disc recordings.
• Electronic Records - Records that are data in a form that is read and processed by a computer (scanned, rendered, e-mailed).
• Other Documentary Materials - Any other documentary materials created or received as TVA business is conducted.

WHO

• All organizations
• All employees

WHY

All TVA records are the property of the United States Government and are considered part of the federal government's archives. Records and Forms Management and Systems, Enterprise Document Management (EDM), Information Services, is responsible for working with organizations duringin the creation, maintenance and disposal of the agency's records to ensure that:

• TVA's programs and activities are documented.
• TVA meets its obligation, as an agency of the United States, to ensure that appropriate records are maintained as directed by various federal laws and regulations governing records and paperwork.
• Records are maintained for the use of employees who need access to the information to fulfill their job responsibilities.

In addition to satisfying government requirements, records are maintained for the use of employees who need access to the information to fulfill their job responsibilities.

HOW

TVA's Records and Forms Management EDM has established administrative controls for organizations to use whenin creating, using, maintaining, preserving, appraising and disposing of all TVA records.

Employees should contact their organization's Records Manager/Officer/Liaison for:

• Information about these controls and guidelines.
• Assistance with any of these activities.
• Answers to questions regarding the creation, maintenance, preservation or disposal of records.

A list of the organization Records Manager/Officer/Liaison is available on the TVA InsideNet. The archivist in Enterprise Document Management, Information Services, is also available to provide information and assistance.

ROLES

Enterprise Document Management

• Plans, coordinates and appraises the effectiveness of TVA's records management program throughout all TVA organizations.
• Sponsors TVA information technology systems that manage records.
• Provides enterprise-wide Record Management guidance.
• Develops policies and standards for document and record management.
• Develops standards for the creation, internal use, maintenance, preservation and disposal of records in hardcopy and electronic media.
• Advises all agency organizations on the establishment and management of effective record management systems and paperwork practices.
• Maintains records of discontinued TVA functions.
• Operates the Knoxville records center for receiving, storing and servicing inactive or semi-active records from all agency organizations.
• Provides offsite records storage at approved, contracted facilities.
• Represents TVA in all records management relationships with governmental and private organizations and individuals.
• Ensures that TVA's records and information management systems comply with applicable federal and state laws and regulations.

All Major Organizations

Work with EDM to:

• Establish and apply administrative controls to ensure that necessary records are created, processed, used, preserved and destroyed in accordance with approved TVA procedures.

Organizational Records Manager/ or Officer /Liaison

Work with EDM to:

• Administers records management program for their organization.
• Coordinates record-keeping activities with other offices and divisions with similar interests.
• Schedules organizational records for retention, retirement or disposal when appropriate.

 

RESOURCES

• Organizational Records Manager/ or Officer/ Liaison
• TVA InsideNet
• Enterprise Document Management

 

Last Revised 71/004