Records Management Forms

DOE-STD-4001-2000

C3.2.6. Report Writer Capability. RMAs should provide the capability to generate

reports on the information held within the RMAs repository based upon user-developed report

templates or user query.

C3.2.7. On-Line Help. RMAs should have an on-line help capability for easy access to

user operational information.

C3.2.8. Document Imaging Tools. RMAs should be capable of interfacing with document

imaging and workflow software/hardware in order to be consistent with the DOE Information

Architecture documents.

C3.2.9. Fax Integration Tools. An organization may determine that there is a requirement

for RMAs to interface with desktop or server-based fax products to capture fax records in their

electronic format.

C3.2.10. Bar Code Systems. An organization may determine that there is a requirement

to use a bar code system with RMAs. Bar code technology can be used to support the following

records management tasks:

C3.2.10.1.

File and correspondence tracking to positions, sections, or staff

members.

C3.2.10.2.

Creating, printing, and reading of labels for non-electronic records.

C3.2.10.3.

Boxing of records for transfer.

C3.2.10.4.

Box tracking for records holding facility operations.

C3.2.10.5.

Workflow tracking.

C3.2.10.6.

Posting changes in disposition.

C3.2.10.7.

Record audit and census functions.

C3.2.11. Thesaurus. Many RMAs provide vocabulary control to group related records

together through the use of an organizational thesaurus.

C3.2.12. Retrieval Assistance. RMAs should have additional search and retrieval

features, such as full text search or other method(s) to assist the user in locating records.

C3.2.13. Workflow Features. An organization may determine that RMAs should have

the capability to manage working and draft versions of documents and other potential record

material as they are being developed.

C3.2.14. Records Management Forms. An organization may determine that RMAs

should have the capability to generate completed standard records management forms such as:

C3.2.14.1.

Standard Form 115 and 115-A, "Request for Records Disposition

Authority."

C3.2.14.2.

Standard Form 135 and 135A, "Records Transmittal and Receipt."

C3.2.14.3.

Standard Form 258, "Request to Transfer, Approval, and Receipt of

Records to the National Archives of the United States."

C3.2.14.4.

National Archives Form 14012, "Database Record Layout."

C3.2.14.5.

National Archives Form 14097, "Technical Description for Transfer of

Electronic Records to the National Archives."