Records Management Application (RMA).

DOE-STD-4001-2000

Agency or its legitimate successor as evidence of the organization, functions, policies, decisions,

procedures, operations, or other activities of the Government or because of the value of data in the

record. (44 U.S.C. 3301, reference 1.f)

AP1.44. Record Category. A description of a particular set of records (file or groups of files)

within a file plan. Each category has retention and disposition data associated with it, applied to

all records within the category.

AP1.45. Record Category Code. An Agency's alphanumeric or numeric code indicating a

unique record category which can be assigned to one or more files.

AP1.46. Record Identifier. A data element whose value is system-generated and that uniquely

identifies a particular record.

AP1.47. Records Management. The planning, controlling, directing, organizing, training,

promoting, and other managerial activities involving the life cycle of information, including creation,

maintenance (use, storage, retrieval), and disposal, regardless of media. Record management

procedures are used to achieve adequate and proper documentation of Federal policies and

transactions and effective and economical management of Agency/organizational operations.

(44 U.S.C. 2901, reference 1.a)

AP1.48. Records Management Application (RMA). Software used by an organization to

manage its records. Its primary management functions are categorizing and locating records and

identifying records that are due for disposition. RMA software also stores, retrieves, and disposes

of the electronic records that are stored in its repository.

AP1.49. Record Profile. Information (metadata) about a record that is used by the RMA to file

and retrieve the record. It includes information fields such as To, From, Date, Subject, Document

Type, Format, Location, Record Number, Version Number, File Category, and Originating

Organization. The data fields may also be used by the RMA as search criteria.

AP1.50. Repository for Electronic Records. A direct access device on which the electronic

records and profiles are stored.

AP1.51. Retention Period. The length of time that a record must be kept before it is destroyed.

Records not authorized for destruction have a retention period of permanent. Retention periods

for temporary records may be expressed in two ways (RM Handbook, reference 5.b)

AP1.51.1. A fixed period after records in the series or system is created. Normally a

fixed period after their regular cutoff. For example, the phrase "destroy when 2 years old" provides

continuing authority to destroy records in a given series 2 years after their creation (normally 2

years after their regular cutoff).

AP1.51.2. A fixed period after a predictable event. Normally a fixed period after the

systematic cutoff following that event. The wording in this case depends on the kind of action

involved. Note the following examples:

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