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​​​ Records Management

Records Management – The NIH Records Management Program is responsible for planning, controlling, directing, organizing, training, promoting, and conducting other managerial activities involved with respect to records creation, records maintenance and use, and records disposition.

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Records Management​ Schedule and Storage

The NIH Records Schedule provides mandatory instructions for the disposition of the records (including the transfer of permanent records and disposal of temporary records) when they are no longer needed by the agency. It is also sometimes called:

  • Records Disposition Schedule
  • Records Retention Schedule​
  • Schedule

​For all NIH Records Schedules, please visit the NIH Records Schedule System (RSS) site at: https://records.nih.gov/home 

The NIH Records Schedule System (RSS) is designed to:

  • Create and Manage NIH File Plans
  • Search and Retrieve NIH Record Schedules
  • Document schedule changes and updates​ 

 NIH RSS training is located on the LMS Learning Portal at:https://lms.learning.hhs.gov/Saba/Web/Main

​Records Storage And Maintenance Facilities

NARA maintains a network of Federal Records Centers (FRCs) which provide records management services including records storage for both temporary and permanent records, retrieval, and destruction or temporary records. Records stored in a Federal Records Center remain in the legal custody of the creating agency. The Washington National Records Center (WNRC) provides records management services to Federal agencies located in the District of Columbia, Maryland, Virginia, and West Virginia.  The FRCs also provide reference services using the Archives and Records Center Information System (ARCIS) for records that are needed infrequently by the creating agency but are not yet eligible for disposal or transfer to the National Archives.

​Annual Move​

The Annual Move is a regularly scheduled process by which records are moved from the legal custody of NIH and physical custody of the Federal Records Centers to the physical and legal custody of the National Archives. Direct Offers are records offered by NIH without NARA prompting.

For more specific guidance on these types of accessions:

The National Archives and Records Administration (NARA) not only stores Federal records, they also issue regulations, provide guidance and assistance to Federal agencies, establish standards for records retention, develop and approve federal records schedules and appraisal process, maintain the Federal Register.  When transferring permanent records to the National Archives, agencies also transfer legal custody of the records. The National Archives takes conservation measures needed to preserve the records and also provides reference service, including service to the creating agency.

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Additional Reference
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Contacting DCM

Division of Compliance Management

Director, Anna Amar

anna.amar@nih.gov


Administrative Assistant, Charlotte Dick-Shannon

charlotte.dick-shannon@nih.gov


Office of Management Assessment (OMA)

Office of Management (OM)

Office of the Director (OD)

6705 Rockledge Dr, Suite 601

Bethesda, MD 20892

Phone: (301) 496-4606

MSC = 7901