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VA Records Center & Vault Users’ Guide Instructions for using RC&V records stor

VA Records Center & Vault Users’ Guide Instructions for using RC&V records storage and management services Revised January 2009 Table of Contents Part I: Introduction Page 1. How to use this guide.............................................................................. 1 2. Key records management terms ............................................................... 1 3. General information................................................................................. 2 4. Points of contact ..................................................................................... 4 Part II: Making Requests for VA Records Center & Vault Services 1. How do new customers request services from the RC&V? .......................... 5 2. How do I obtain a Records Retrieval System (RRS) login id to submit electronic requests for services? ............................................................. 5 3. What information is required to establish my RRS login id? ....................... 5 4. What should I do if I forget my RRS login id or password? ........................ 6 5. How do I update my RRS user profile or change my password?.................. 6 Part III: Shipping Procedures 1. How are records sorted and grouped for storage? ..................................... 6 2. What is an accession number and how do I request it?.............................. 6 3. Where do I find information to complete VA Form 0244, Records Transmittal and Receipt? .......................................................................................... 7 4. What is the size limit for one accession of records and how many boxes can be shipped at one time?.......................................................................... 7 5. How do I prepare and transfer detailed shipment inventories?.................... 7 6. How do I prepare records for shipment?................................................... 8 7. What information must be included on boxes sent for storage? ................. 10 8. Can damaged records be transferred to the RC&V? .................................. 11 9. How does my agency account for and report shipment damage and shortages? ............................................................................................ 11 Part IV: Recall Procedures 1. How do I recall records?......................................................................... 12 2. How long will it take for recall requests to be processed?.......................... 12 3. How do I ensure my records are sent only to authorize staff?.................... 13 4. Can requested information be faxed to me?............................................. 13 5. Can other offices within my agency recall records owned by my facility and can I request records owned by my facility be shipped directly to other offices within my agency? ...................................................................... 13 6. What do I do if I alter or remove contents of a previously retired box of records during a recall?.......................................................................... 13 7. What happens if recalled records are lost in transit? ................................. 14 Part V: Re-File and Interfile Procedures 1. How do I return previously recalled folders for re-filing? ........................... 14 2. How do I forward single-sheeted documents to be interfiled within an existing folder?...................................................................................... 14 Part VI: Records Destruction Procedures 1. How are facilities notified when records become eligible for destruction?.... 15 2. How are records destroyed? ................................................................... 15 3. What happens if my agency does not provide written authorization to destroy records exceeding their expiration date?.................................................. 15 4. How can my agency keep records disposal costs to a minimum? ............... 15 Part VII: Appendices Appendix A: Standard Supply Items for Packing and Shipping Records Appendix B: Pallet Diagrams: 60 boxes per pallet design Appendix C: Pallet Diagrams: 48 boxes per pallet design Appendix D: Sample VA Form 0244 - Records Transmittal and Receipt with Instruction Sheet for Completion Appendix E: Sample VA Form 0245 - VARC&V Reference Request Appendix F: Sample Pallet Sequencing Tag Appendix G: Request for Re-file and Interfile Services Appendix H: Notice of Eligibility to Destroy Records Part I: Introduction In this part:  How to use this guide  Key records management terms  General information  Points of contact 1. How to use this guide This guide explains in question and answer format the procedures to follow when requesting services from the VA Records Center & Vault (RC&V). The guide has seven main parts: I. Introduction, II. Making Requests for Records Center & Vault Services, III. Shipping Procedures, IV. Recall Procedures, V. Re-file and Interfile Procedures, VI. Records Destruction Procedures, and VII. Appendices. We recommend reviewing the entire document first for general understanding then referring back to the guide to locate answers to specific questions or issues. For the latest information, go to the Records Retrieval Web site (RRS) at https://vaww.aac.va.gov/vault/rrs/. On the home page, click on the “Records Center & Center & Vault Help Guide” link. Instructions on how to electronically create and submit requests for accession numbers and to create, submit, and manage recall requests, including instructions on how to use search filters, can be found at: https://vaww.aac.va.gov/vault/rrs/CustomObjects/RRSUsersGuide.htm 2. Key records management terms Agency Records Officer – Person generally at the agency level, delegated oversight for the entire records management program in the agency. Responsibilities include developing and implementing recordkeeping requirements for the agency, reviewing recordkeeping practices for compliance with recordkeeping requirements, interpreting policy for field personnel, and working directly with National Archives and Records Administration (NARA) to develop and maintain their agency’s official records control schedule(s). General Records Schedule (GRS) – General records schedules provide retention and disposal requirements for temporary administrative records common to multiple agencies within the Federal government. GRS are created and maintained by NARA. All GRS are available for viewing on NARA’s Web site at http://www.archives.gov/records-mgmt/ardor/. National Archives – Record storage centers operated by NARA that eventually take custody and store the permanent records offered to them by Federal agencies. Permanent records are deemed by NARA to have historical or other value beyond the time needed for agencies to address administrative, legal, fiscal issues, etc. National Archives and Records Administration (NARA) – The Federal agency that oversees record keeping policies and practices of all Federal government agencies to ensure agencies maintain records sufficient to document organization, functions, policies, procedures, operations, etc., to conduct public business. Some other areas where NARA provides service to agencies include guidance/training on disaster recovery, records preservation and restoration, and records management practices. NARA also establishes government standards that agency and commercial records storage centers must adhere to if they wish to store Federal records, and inspects those agency/commercial centers for compliance to the published government standards (36 CFR 1228 Subpart K). Records – 44 United States Code {USC} 3301, Definition: Includes all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that 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 informational value of data in them. Records Control Schedule (RCS) – Official manual(s) drafted by an agency records officer and reviewed and approved by NARA. The RCS provides requirements for storing and destroying records no longer needed for current agency business, includes official record series names and item numbers, tells who creates each series of records, who is responsible for maintaining it, and length of time each series must be held before records can be destroyed. Records Cut-Off or Calendar Date – Inclusive period of time records were created. Records Officer – Person generally at a local, district, or regional office level, delegated responsibility to ensure offices within their jurisdiction are properly identifying, maintaining, safeguarding, storing, and disposing of records in accordance with agency regulations, policies, directives, procedures, all Federal laws, statutes, etc. Records Retention (also known as Disposition) – Official period of time a series of records must be maintained before they can be legally destroyed by an agency or transferred to the National Archives for permanent storage. Record Series – A group of records having similar characteristics, being of the same age and format (i.e., all paper, all fiche, all film, etc.,) and maintained together because they relate to the same subject, function, activity, etc. Schedule and Item Number – “Schedule” refers to the official name or number an agency gives to a specific RCS. “Item” is an official unique agency name or number assigned to a group (series) of records having the same characteristics. Transferring Official – Records officer or his/her designee, who has jurisdiction over facility records and approves destruction once records exceed their required retention period. 3. General information The RC&V, managed by the Department of Veterans Affairs, is approved by NARA to operate as a storage facility for Federal records.* The RC&V offers secure, climate- controlled storage of Federal records at the box level until records either become eligible to be destroyed or are transferred to the National Archives for permanent retention in accordance with Federal law. 2 The RC&V can store records on paper, film or electronic media:  General and inactive records. Note to Veterans Health Administration (VHA) facilities: RCS 10-1, Item Number XLIII/1D, paper portion of the medical record file folder. Both the paper and electronic portions of veteran medical records must be inactive a minimum of 3 calendar years from date of last patient care or veteran date of death before RC&V can accept the paper portion of the of series for storage.  Records frozen by an agency or court-ordered records freeze. This includes records in process of having their disposition (retention period) uploads/s1/ guide - 2023-05-30T072446.514.pdf