Identifying and Filing Records

DOE-STD-4001-2000

C2.2.1.3.8. Disposition Instruction Type.

(see subparagraph C2.2.5.2., below)

C2.2.1.3.9. User definable fields.

C2.2.1.4. RMAs shall provide the capability for only authorized individuals to assign

a disposition instruction code to a file or record category.

C2.2.1.5. RMAs shall allow for the reschedule of records already in the system when

disposition instructions change from the original designations.

C2.2.1.6. RMAs shall provide the capability for only authorized individuals to extend

or suspend (freeze) the retention period of individual files or record categories, which are required

beyond their scheduled disposition because of special circumstances (such as a court order or an

investigation) that altered the normal administrative, legal, or fiscal value of the records or

categories. (44 U.S.C. 2909 and 36 CFR 1228.54, references 1.c and 2.f)

C2.2.1.7. RMAs shall provide the capability to output for viewing, saving, and printing

record categories and files and their associated codes.

C2.2.1.8. RMAs shall provide the capability to output for viewing, saving, and printing

the disposition instructions and disposition instruction codes.

C2.2.1.9. RMAs shall provide the capability to output for viewing, saving, and printing

the record categories and files and their associated disposition.

C2.2.2. Identifying and Filing Records

C2.2.2.1. RMAs shall provide users with the capability to select and assign a file code

to a record. (36 CFR 1222.50, reference 2.d)

C2.2.2.2. RMAs shall assign a unique computer-generated record identifier to each

record they manage regardless of where the record is stored.

C2.2.2.3. RMAs shall prevent subsequent changes to documents that have been

designated as records. The content of the record, once filed, shall be preserved. Changed or

revised records shall be designated as new records with different identification data.

(36 CFR 1222.50, reference 2.d)

C2.2.2.4. RMAs shall not permit modification of the record identifier once assigned.

C2.2.2.5. RMAs shall (for all records) capture or provide the user with the capability

to assign, as appropriate, the following minimum profile data (metadata) when the record is filed:

(36 CFR 1234.22 and 36 CFR 1222.50, references 2.k and 2.d)

C2.2.2.5.1.

Subject.

(36 CFR 1234.22, reference 2.k)

C2.2.2.5.2.

Date Filed.

C2.2.2.5.3.

Addressee(s).

(36 CFR 1234.22, reference 2.k)

C2.2.2.5.4.

Media Type.

C2.2.2.5.5.

Format.