Managing recorded information is an important responsibility of every Federal agency. Title 44 U.S.C. 2901 defines records management as “the managerial activities involved with respect to records creation, records maintenance and use, and records disposition in order to achieve adequate and proper documentation of the policies and transactions of the Federal government and effective and economical management of agency operations."
The National Archives and Records Administration (NARA) (www.archives.gov) provides Federal government oversight and policy for records management and the archiving of Federal records. NARA, in their oversight capacity, has provided the Federal Agencies with a General Records Schedule (GRS) (www.archives.gov) which provides disposition instructions for many commonly occurring records in the Federal agencies.
It is the US Department of Health and Human Services (HHS) policy to use NARA's GRS whenever possible for disposition instructions concerning HHS records. For records that are not covered by NARA's GRS, HHS Operating Divisions follow NARA approved records schedules for their Operating Division.
HHS Records Management Procedures Manual
In order to better inform and communicate HHS Records Management best practices to all of HHS, the Departmental Records Officer and the Office of the Chief Information Officer provides this draft HHS Records Management Procedures Manual and associated Appendices:
- Appendix A - Glossary [HTML]
- Appendix B - NARA General Records Schedule (GRS) (organized by Function)
- Appendix C - HHS Records Officers Contacts
- Appendix D - Sample Vital Records [HTML]
HHS Records Management Documents
- Email and File Retention for Senior HHS Officials (Capstone)
- E-Mail Guide For HHS Employees
- Documenting Your Public Service (New Employees)
- Letter for Incoming Employees
- Records Management Chain of Custody
HHS Records Management Policy
For more information on proper records management, please contact the records management officer for your operating division.
Content last reviewed on August 8, 2016