Document Creation Date

DOE-STD-4001-2000

AP1.9.2.

For records with retention periods of 1 year or more:

Cutoff at the end of each fiscal (or calendar) year. For example, if the

disposition for a correspondence file is "destroy when 3 years old," then destroy

it 3 years after the annual cutoff.

AP1.9.3. For records with retention periods based on an event or action:

Cutoff on the date the event occurs or the action is completed and then

apply the retention period. For example, if the disposition for case working

papers is "destroy when related case file is closed," then cutoff and destroy the

working papers when closing the related file.

AP1.9.4.

For records with retention periods based on a specified time period after an

event or action:

Place in an inactive file on the date the event occurs or the action is

completed and cutoff the inactive file at the end of each fiscal (or calendar) year;

then apply the retention period. For example, if the disposition for a case file is

"destroy 6 years after case is closed," then destroy 6 years after the annual

cutoff along with other case files closed during that year.

Cutoff is sometimes abbreviated as COFF and is also called file cutoff or file

break

AP1.10. Cycle. The periodic removal of obsolete copies of vital records and their replacement

with copies of current vital records. This may occur daily, weekly, quarterly, annually, or at other

designated intervals. (36 CFR 1236.14, reference 2.q)

AP1.11. Database. In electronic records, a set of data, consisting of at least one file or of a

group of integrated files, usually stored in one location and made available to several users at the

same time for various applications. (36 CFR 1234.2, reference 2.j)

AP1.12. Data Base Management System (DBMS). A software system used to access and

retrieve data stored in a database. (36 CFR 1234.2, reference 2.j)

AP1.13. Data Element. A combination of characters or bytes referring to one separate item of

information, such as name, address, or age. (Instructional Guide, reference 5.c)

AP1.14. Document Creation Date. The date and time that the author and/or originator

completed the development of and/or signed the document. For electronic documents, this date

and time should be established by the author or from the time attribute assigned to the document

by the application used to create the document. This is not necessarily the date and/or time that

the document was filed in the RMA and thus became a record.

AP1.15. Date Filed. The date and time that an electronic document was filed in the RMA, and

thus, became a record. This date and time will normally be assigned by the computer at the time

the record is filed in the RMA.

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