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.

Records Management

The NIH Records Management Program is operated by the Office of Management Assessment, Division of Management Support.

Records Management Program Objectives:

  1. Accurately and completely document the policies and transactions of the Federal Government.
  2. Control the quantity and quality of records produced by the Federal Government.
  3. Establish and maintain mechanisms of control with respect to records creation in order to prevent the creation of unnecessary records and with respect to the effective and economical operations of an agency.
  4. Simplify the activities, systems, and processes of records creation and of records maintenance and use.
  5. Preserve and dispose of records in accordance with the governing statutes.
  6. Direct continuing attention to records from their initial creation to their final disposition, with particular emphasis on the prevention of unnecessary Federal paperwork.
  7. Establish and maintain any other systems or techniques NARA determines to be necessary to carry out an effective and efficient Records Management program.

Frequently Asked Questions (FAQs)

Do I have to treat my e-mail as government "records," and if so, how?
Under certain circumstances e-mails created or received by an NIH employee or contractor must be treated as government records, and, as such, managed and disposed of according to applicable Federal law, regulation, and policy. In making decisions in this regard, employees should use the same judgment they use when determining whether hardcopy materials, e.g., memos, letters, reports, etc., merit the status of "record". When messages being exchanged on e-mail merit such status the e-mail must be printed out and filed with related records in the official files of the employee's organization. 

When filing e-mails that merit the status of "records" it is essential to include in the hardcopy file both the message in the body of the e-mail as well as its attachments and transmission data. The transmission data includes "header" - who sent the message, the addressees and any other recipients, and when it was sent. This information must be appended to the file.
 
What is the cost to store records at the Washington National Records Center (WNRC)?
For fiscal year 2013, the cost is $4.50 per cubic foot.

How do I send records to the WNRC?
Contact your Records Liaison or Alternate for guidance and assistance.  
 
I am leaving NIH and I think some of my records may be historical records.  Who should I contact? 
Contact your Records Liaison or the NIH Records Office for guidance.  They will make arrangements for your records to be reviewed by the NIH Office of History.  ​ 
 
 

Additional Reference

Record Types
Record Keeping
Email Records
Records​ Policy
Schedules and Storage
Records Management Laws, Policies, and Memoranda
Records Management Institute and Center Liaisons
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Contacting DMS

Division of Management Support

Director, Ekaterini 'Katy' Perry

National Institutes of Health,

Office of Management Assessment

6011 Executive Blvd., Suite 601, MSC 7669

Rockville, MD 20852

Phone: (301) 496-2832 or (301) 496-4606

Fax: (301) 402-0169

Want to know more about allegations?

DPI has the authority to conduct reviews using certain rules and acts.

Learn More About Allegations
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