Glossary - Model: Manage Documentary Material Throughout Lifecycle, Part 1
Acceptance of Offer to Donate Records (Arrow)
Notification that NARA accepts an Offer to Donate Records, and intends to negotiate an Agreement to Donate.
Used At:
A3:Conduct Records Management
Additional Information about Permanent Records (Arrow)
Information provided in response to a request from NARA for additional information about permanent records to support NARA's later lifecycle processes, particularly description.
Used At:
A3:Conduct Records Management
Address Records-Related Requirements in System Development (Activity)
To ensure that requirements related to records are met as the information technology system is designed and built.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Agency Records Manual (Arrow)
A document (sometimes in electronic form) assembled by the creator that includes all approved dispositions (including applicable General Records Schedules).
Used At:
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A32:Identify and Monitor Recordkeeping Requirements
Analyze Query Results (Activity)
To review the response received from the Template Repository in order to determine if the repository contains an existing template that can be used for the records with no modifications, an existing template that can be modified to meet the needs of the records, or if it is necessary to use a template outline (a template for a template) to produce an entirely new template for the records.
Used At:
A114:Determine Template for Records
Applicable Records Requirements (Arrow)
An identification of the known records requirements (sometimes contained in an agency records manual) that apply to the system or the records that will be in the system.
Used At:
A112:Identify Records-Related Requirements
Automatic Disposition Instruction Notification (Arrow)
A system-generated notification sent to the Creator or records center of a pending need to carry out a disposition action---that is, that it will soon be time to transfer physical or legal custody of records to NARA, or to destroy records. In an automated environment, this instruction could trigger the automated implementation of the disposition instructions.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Business Need (Arrow)
A need to conduct an activity or carry out a function in the course of carrying out business functions.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Concept of Operations for System (Arrow)
A document that describes the proposed system in terms of the user needs it will fulfill, its relationship to existing systems or procedures, and the ways it will be used.
Used At:
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
Conduct Records Management (Activity)
The activities that support the effective creation, maintenance, use and disposition of records in a manner appropriate for the type of creator. In a government entity or large organization, these activities would include developing and managing a planned, coordinated set of policies, procedures, and activities needed to manage the creator's records. Essential elements of such a records management program would include issuing up-to-date program directives, properly training those responsible for implementation, publicizing the program, and carefully evaluating the results to ensure adequacy, effectiveness, and efficiency.
Used At:
A0:Manage Information Assets
Confirmation of Completed Transfer (Arrow)
A notification to the Creator from NARA that a physical transfer of records has been successfully completed.
Used At:
A3:Conduct Records Management
Confirmed Transfer of Legal Custody (Arrow)
A confirmation of the transfer of legal custody of the records sent from NARA to the Creator or the creator's representative. This includes copies of deeds of gift that have been signed by the authorized NARA staff member.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Create New Template (Activity)
To use a template outline (a template for a template) to produce an entirely new template for the records.
Used At:
A114:Determine Template for Records
Create Records (Activity)
To cause documentary material to come into existence.
Used At:
A2:Use Documentary Material to Conduct Business
Created Documentary Material (Arrow)
Documentary material that is produced by the conduct of business or activities of the creator.
Used At:
A2:Use Documentary Material to Conduct Business
Creator (Arrow)
The organization or person who creates, receives, maintains, and manages the records. This includes all organizations in the Executive (including current and former Presidential administrations), Legislative, and Judicial branches of the U.S. Government, and other people or organizations who create material suitable for donation to the National Archives or which have been donated to the National Archives.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Creator Information for Scheduling (Arrow)
Information from the Creator about records that need to be scheduled.
Used At:
A0:Manage Information Assets
Creator's Business Function (Arrow)
Motivations driving the creator of the documentary material that determine what kind of material is created and how it is used and maintained.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Creator's IT Staff (Arrow)
Employees and other people associated with the Creator who develop and support the Creator's information technology systems and infrastructure.
Used At:
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Creator's Records Management Policy (Arrow)
Written instructions communicating policies and/or procedures regarding records management issues including creation, use, maintenance, and disposition. This may also include agency records manuals and other documents assembled by the creator that include all approved dispositions (including applicable General Records Schedules).
Used At:
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Creator's Records Management Program (Arrow)
The organization and staff, tools, and resources that support the conduct of records management in the creator's business functions.
Used At:
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Creator's Trained Business Function Staff (Arrow)
Employees and other people associated with a creator who carry out the primary business or program functions of the creator and who have received the training they need to carry out and support good records management.
Used At:
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Creator's Untrained Business Function Staff (Arrow)
Employees and other people associated with a creator who carry out the primary business or program functions of the creator and who have not received the training they need to carry out and support good records management.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A3:Conduct Records Management
Creator-Imposed Disposition (Arrow)
Dispositions identified by Presidential administrations, the Supreme Court, the Congress, and non-Federal organizations and people.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Creator-Suggested Disposition (Arrow)
A disposition suggested by the Creator's Records Management Program for records needing scheduling.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Creator-Supplied Information about Records (Arrow)
A parent arrow which includes information supplied by the Creator to NARA about a specific group of records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
Decision Regarding Materials for Donation (Arrow)
A parent arrow describing various communications of a decision by NARA to accept or decline an Offer of Material for Donation.
Used At:
A0:Manage Information Assets
Deed of Gift for Donor Signature (Arrow)
A deed of gift sent from NARA to the donor for the donor to sign, and which has not yet been signed by the authorized NARA staff member.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A3:Conduct Records Management
Deed of Gift Signed by Donor (Arrow)
A deed of gift that has been signed by the donor, but not yet signed by the authorized NARA staff member.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A3:Conduct Records Management
Determine Template for Records (Activity)
To create or identify and validate a template that adequately describes the records in an IT system.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Develop Records Requirements for Business Needs (Activity)
To analyze the information about internal program need for records, external recordkeeping requirements, and existing records schedules and compile one set of records requirements for the business's needs.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Disposition Determination (Arrow)
A decision which authorizes the Creator to carry out a disposition action--destroy, donate, transfer physical custody, transfer legal custody-on documentary material.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A3:Conduct Records Management
Documentary Material (Arrow)
Records (temporary or permanent), nonrecord material, personal papers or artifacts that refer to all media containing recorded information, regardless of the nature of the media or the method(s) or circumstance(s) of recording.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Evaluate and Promote Good Records Management (Activity)
To conduct activities which support the effective creation, maintenance, use and disposition of documentary material in a manner appropriate for the type of creator. These activities include properly training those responsible for records management implementation (the Creator's Untrained Business Function Staff), publicizing the program, carefully evaluating the results to ensure adequacy, effectiveness, and efficiency, and asking for assistance from NARA when it is needed.
Used At:
A3:Conduct Records Management
Existing Template Closely Matches Records Requirements Identified (Arrow)
An existing registered template that can be modified to meet the needs of the records.
Used At:
A114:Determine Template for Records
Existing Template Matching Records Requirements Identified (Arrow)
An existing registered template that meets the needs of the records with no modifications.
Used At:
A114:Determine Template for Records
Guidance Regarding Existing Disposition (Arrow)
Specific guidance given during the scheduling process, informing a Federal Creator that the records under consideration for scheduling are already covered by an existing disposition, and so scheduling is not needed. Examples include accretions to existing series, or records covered by a General Records Schedule.
Used At:
A0:Manage Information Assets
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Identification of Potential Records Issue (Arrow)
An identification of an issue or activity that will have an impact on some aspect of the records lifecycle or the way NARA does business, for example, proposed legislation or executive orders, changes in the way government does business, or new formats in electronic records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A3:Conduct Records Management
Identify and Monitor Existing Records Schedules (Activity)
To identify and monitor approved records schedules, including the General Records Schedules, and determine how they pertain to the creator's records.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Identify and Monitor External Recordkeeping Requirements (Activity)
To identify and monitor the recordkeeping requirements imposed on the creator by regulations and other external requirements.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Identify and Monitor Internal Program Need for Records (Activity)
To identify and monitor the needs of the creator's programs and functions to keep or dispose of records based on their specific business needs.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Identify and Monitor Recordkeeping Requirements (Activity)
The activities relating to identifying and monitoring the needs of the creator for records, including the needs of programs in organizations, the recordkeeping requirements imposed on the creator by regulations and other external requirements, approved dispositions with which the creator must comply (including the General Records Schedules), and identifying new or suggested dispositions for records based on these requirements and needs. This includes Presidents, the Supreme Court, and the Congress identifying their recordkeeping requirements (and so identifying a new disposition), and non-Federal organizations and people deciding to offer materials for donation to NARA. It also includes the President deciding he no longer has a need to maintain records and would like to destroy them.
Used At:
A3:Conduct Records Management
Identify Applicable Records Requirements for Business Needs (Activity)
To consider all the requirements relating to records with which the creator must comply, including the needs of those creating and using the records, and identify which of those requirements apply to the records that will probably be created, used, stored, or output by the information technology system.
Used At:
A112:Identify Records-Related Requirements
Identify Changes Being Considered for IT System (Activity)
To contribute to the definition of modifications or upgrades being considered for an operational information technology system by representing the needs of the users of the system for information and functionalities.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
Identify Impact on Records-Related Requirements (Activity)
To determine how modifications or upgrades being considered for an operational system will affect what records-related requirements the system must meet.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
Identify Kinds of Records the System will Create and Store (Activity)
To determine, based in part on information gathered during the development of the concept of operations, what kinds of records the system will probably create, use, store, and output.
Used At:
A112:Identify Records-Related Requirements
Identify New Disposition (Activity)
To identify new or suggested dispositions for records based on internal and external requirements and needs. For Federal agencies, this activity may result in combining information about the records from the inventory information with the identified disposition and submitting it to NARA as a suggested disposition. Presidential administrations, the Supreme Court, and the Congress, may identify their recordkeeping requirements (and so identifying a new disposition), and non-Federal organizations and people may decide to offer materials for donation to NARA. It also includes Presidential administrations deciding they no longer have a need to maintain records and would like to destroy them.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Identify Records-Related Requirements (Activity)
To identify specific requirements, including those required by the creator and NARA, pertaining to the records a new information technology system will create, use, store, and output.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Implement Modified Records-Related Requirements in Development of Modified IT System (Activity)
To ensure that the modified records-related requirements are being met during the design and building of the system.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
Include Records-Related Information in OMB Business Case (Activity)
To incorporate into the business case submitted to the Office of Management and Budget (OMB) in support of a budget request information describing how a proposed information technology system will address the records management and archival requirements for its records.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Incorporate NARA-Identified Requirements into Records-Related Requirements for System (Activity)
To integrate the requirements identified by NARA with the applicable record-related requirements for the creator's business needs to produce one list of all record-related requirements for the system.
Used At:
A112:Identify Records-Related Requirements
Incorporate Records Requirements into a Modification of IT System (Activity)
The activities connected with making modifications to an existing information technology system that are necessary in order to optimally satisfy records management and archival requirements for electronic records.
Used At:
A1:Incorporate Records Requirements into IT Systems
Incorporate Records Requirements into IT Systems (Activity)
To carry out the activities necessary to ensure that information technology systems are constructed, maintained, and updated in ways that support the records management and archival requirements for the records that are handled by the systems.
Used At:
A0:Manage Information Assets
Incorporate Records Requirements into the Creation of New IT System (Activity)
The activities connected with developing a new information technology system that are necessary to optimally satisfy records management and archival requirements for electronic records.
Used At:
A1:Incorporate Records Requirements into IT Systems
Information about Created Documentary Material (Arrow)
Information such as the name of the author of the material, the date the material was created, and the subject of the material.
Used At:
A2:Use Documentary Material to Conduct Business
Information about Documentary Material in Active Use (Arrow)
A parent arrow that includes Information about Created Documentary Material, Information about Documentary Material in Use, and Information about Maintained Documentary Material. This includes information about the transfer of material.
Used At:
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
A3:Conduct Records Management
Information about Documentary Material in Use (Arrow)
Information such as that which describes the way the material were used, and information about the way the material was organized while in use.
Used At:
A2:Use Documentary Material to Conduct Business
Information about Existing Records Schedules (Arrow)
Information gathered about approved records schedules, including the General Records Schedules, and how they pertain to the creator's records.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Information about External Record Keeping Requirements (Arrow)
Information gathered about the applicable regulations, legislation, and other external recordkeeping requirements with which the creator must comply.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Information about Internal Need for Records (Arrow)
Information gathered about the needs of programs and functions with the organization to keep or dispose of records based on their specific business needs.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
Information about Maintained Documentary Material (Arrow)
Information such as the name of the organization that created the documentary material aggregate, and the date span during which the material in the aggregate were created (Inclusive Dates).
Used At:
A2:Use Documentary Material to Conduct Business
Information about New System and Probable Records (Arrow)
A description of the creator, the function the system will support, and the kinds of records that will probably be in the system sufficient to allow NARA to determine what disposition and requirements to apply to the system.
Used At:
A112:Identify Records-Related Requirements
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Information about Permanent Records Sent to Non-NARA Storage (Arrow)
Appropriate information supplied to NARA about records which have been scheduled as permanent and which have been transferred to the physical custody of a non-Federal records center.
Used At:
A3:Conduct Records Management
Information about Preservation and Access Requirements for Presidential Records (Arrow)
Information provided by the White House Office of Records Management about the records of a current Presidential administration that will allow NARA to identify the requirements NARA will have to meet to preserve and provide access the records after they are transferred to NARA's custody.
Used At:
A3:Conduct Records Management
Information about Records and Templates (Arrow)
A parent arrow which includes communications from NARA to the Creator about the status of records and templates.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Information about Records Needing Scheduling (Arrow)
Information, including mandatory information required by NARA, needed to schedule a group of records.
This may include a Creator-Suggested Disposition.
Used At:
A3:Conduct Records Management
Information about Transfer of Records (Arrow)
A parent arrow that includes communications sent from NARA to the Creator about a transfer of records, specifically Permission or Denial to Transfer Records, Notification of Problem with Verification of Transferred Records, and Confirmation of Completed Transfer.
Used At:
A0:Manage Information Assets
Inspections and Studies Results (Arrow)
The results of an inspection, audit, or review of a Federal agency's records management program, including records disposition, to ensure compliance with applicable laws and regulations.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
Inventory Information (Arrow)
Information relating to the information assets of the creator maintained either formally or informally, centrally or in distributed sources.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Kinds of Records in Proposed System (Arrow)
An identification of the kinds of records the proposed system will create, use, store, and output.
Used At:
A112:Identify Records-Related Requirements
Legislation, Regulations, Executive Orders, and Legal Documents (Arrow)
Legal requirements that affect the creation, use, maintenance, disposition, custody, reproduction, access to, or any other aspect of documentary material. These include rules and regulations that result from lawsuits.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Maintain Inventory of Information Assets (Activity)
To manage information relating to the information assets of the creator, either formally or informally, centrally or in distributed sources. This information may include physical inventory information and descriptive metadata.
Used At:
A3:Conduct Records Management
Maintain Records (Activity)
To preserve documentary material to support the conduct of business or activities of the creator using some form of record keeping system.
Used At:
A2:Use Documentary Material to Conduct Business
Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT) (Activity)
Manage Information Assets (Activity)
The activities necessary for the creator (government or non-government, person or organization) to manage its record and non-record material in order to carry out its functions and activities.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Manage Records Management Policy (Activity)
To create and manage the creator's internal records manual or records control schedule, issue up-to-date program directives, and issue policies and guidance that direct the creator how to manage its records.
Used At:
A3:Conduct Records Management
Metrics and Feedback about Creator's Record Management (Arrow)
Information gathered about the adequacy, effectiveness, and efficiency of the creator's records management program.
Used At:
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
A3:Conduct Records Management
Modification to Registered or Deposited Template (Arrow)
A new version of a registered or deposited template being submitted to the Template Repository in order to reflect modifications or upgrades being deployed for an operational system.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Modified IT System (Arrow)
An information technology system that has been deployed for use and modified to support all necessary records-related requirements and successfully meet the needs of users.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Modified Records Requirements for System (Arrow)
The determination of how records-related requirements must change in order to address modifications or upgrades being considered for an operational system.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
Modify Registered or Deposited Template (Activity)
To make a new version of a registered or deposited template in order to reflect modifications or upgrades being deployed for an operational IT system.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
NARA (Arrow)
The people (employees and volunteers), partners, contractors, facilities, affiliated archives, and associated systems that constitute the National Archives and Records Administration.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
NARA Assistance and Guidance to Creators (Arrow)
A parent arrow which includes all assistance (including formal assistance, training, tools, and forms) and guidance provided to Creators by NARA.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
NARA Formal Assistance Staff (Arrow)
NARA Records Management Staff that work in partnership with a Federal Creator to solve a specific records management problem.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
NARA Policy and Guidance (Arrow)
Rules created and enforced by NARA regarding the creation, use, maintenance, disposition, custody, processing, storage, reproduction, access to, or any other aspect of documentary material. These include rules that result from lawsuits.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
NARA Standards and Criteria (Arrow)
A parent arrow which includes standards and criteria developed by NARA that control how records lifecycle processes are carried out.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
NARA-Identified Requirements Based on Disposition (Arrow)
Guidance from NARA on the requirements that should be built into an information technology system, including identification of the requirements that should be included as a result of a specific disposition determination.
Used At:
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Need for Additional Information from Creator (Arrow)
A need for more information from a Federal Creator about potentially permanent records (to assist with NARA description of the records), or a need for more information about records being scheduled (to assist with scheduling and appraisal process).
Used At:
A3:Conduct Records Management
Need for Information about Records from Creator (Arrow)
A parent arrow which includes needs generated at various points in the records lifecycle for the Creator to provide more information about the records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
Need for More Information about Records to be Scheduled (Arrow)
A need for more information from a Federal Creator about records being scheduled (to assist with the scheduling and appraisal process). This may include a need for the Federal Creator's Records Management Program Staff to collect more information about the records from the Creator's Business Function Staff.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Need for NARA Assistance (Arrow)
A need for formal or informal assistance from NARA, including needs for tools, forms, and training.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Need for NARA Assistance or Guidance (Arrow)
A parent arrow which includes all the Creator's needs for records management assistance and guidance from NARA.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Need for New Template (Arrow)
A need to use a template outline (a template for a template) to produce an entirely new template for the records.
Used At:
A114:Determine Template for Records
Need for Return of Retired Records (Arrow)
A need for the return to the Creator's physical custody of records that have been transferred to a Federal Records Center.
Used At:
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
A3:Conduct Records Management
Need to Comply with Regulations (Arrow)
Need to identify and comply with all applicable regulations, legislation, and other external requirements imposed on the records.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
New Template for Records Requirements (Arrow)
A new template that has been created from a template outline or from using an existing template as a model because no registered template met the needs of the records.
Used At:
A114:Determine Template for Records
Notification of Concurrence with Intent to Destroy Presidential Records (Arrow)
A notification sent from the Archivist of the United States to the White House indicating that the Archivist intends to take no action of a Notification of Intent to Destroy Presidential Records.
Used At:
A0:Manage Information Assets
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Notification of Intent to Destroy Presidential Records in Active Use (Arrow)
A notification sent from the White House to NARA notifying the Archivist of the United States of a desire to destroy Presidential records. The Archivist may notify the White House that he intends to take no action, or he may notify the appropriate Congressional committee of the White House's intentions.
Used At:
A0:Manage Information Assets
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Notification of Pending Destruction (Arrow)
A notification sent from NARA to the Creator, asking permission to destroy records in accordance with an approved disposition determination.
Used At:
A3:Conduct Records Management
Notification of Problem with Verification of Transferred Records (Arrow)
A notification to the Creator from NARA that a physical transfer of records was unsuccessful, for example, because the wrong records were transferred or because records were damaged or corrupted during transfer.
Used At:
A3:Conduct Records Management
Notification of Registered or Deposited Template (Arrow)
Confirmation from the Template Repository that a template has been successfully registered or deposited.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
Notification of Rejected Template (Arrow)
Notification from the Template Repository that a template submitted for registration or deposit has been rejected. This includes information about why the template was rejected.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Offer of Material for Donation (Arrow)
An unsolicited offer from a non-Federal organization, family, or person to donate material to NARA.
Used At:
A0:Manage Information Assets
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Operational IT System (Arrow)
An information technology system deployed for use that supports all necessary records-related requirements and successfully meets the needs of users.
Used At:
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A2:Use Documentary Material to Conduct Business
Organized Documentary Material (Arrow)
Documentary material organized through the conduct of business or activities of the creator.
Used At:
A2:Use Documentary Material to Conduct Business
Outputted Templates (Arrow)
A template or a copy of a template that has been output from the Template Repository.
Used At:
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
Participate in Defining Concept of Operations for System (Activity)
To contribute to the definition of the concept of operations for a new system by representing the needs of the users of the system for information and functionalities.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Permission or Denial to Transfer Records (Arrow)
An authorization to transfer records in response to a Request or Offer to Transfer Material (including the terms or instructions for the transfer), or a denial of the request or offer (including the reasons for the denial).
Used At:
A2:Use Documentary Material to Conduct Business
A3:Conduct Records Management
Permission or Instructions Regarding the Destruction of Records (Arrow)
A notification sent from the Creator to NARA, giving permission to destroy records in accordance with an approved disposition determination, or providing other instructions regarding the destruction.
Used At:
A3:Conduct Records Management
Proposed Changes to System (Arrow)
Modifications or upgrades being considered for the operational system.
Used At:
A12:Incorporate Records Requirements into a Modification of IT System
Records for Transfer (Arrow)
Records being sent from the Creator to NARA's physical custody.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Records Requirements for Business Needs (Arrow)
All the requirements relating to records with which the Creator must comply, including the needs of those creating and using the records, external recordkeeping requirements, and approved dispositions.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Records-Related Portion of the OMB Business Case (Arrow)
The portion of the business case submitted to the Office of Management and Budget (OMB) in support of a budget request that describes how a proposed information technology system will address the records management and archival requirements for its records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Records-Related Requirements for System (Arrow)
The integrated list of all requirements for the system, including the requirements identified by NARA and the applicable record-related requirements for the creator's business needs.
Used At:
A112:Identify Records-Related Requirements
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Register-Deposit in Template Repository (Activity)
To provide a copy of (deposit) a valid template and required administrative metadata in the Template Repository, or to provide required administrative metadata and the location of the template (register) of a template deposited in a affiliated template repository.
Used At:
A11:Incorporate Records Requirements into the Creation of New IT System
Rejection of Offer of Material for Donation (Arrow)
A notification from NARA to a Private Creator that an offer to donate material has not be accepted.
Used At:
A32:Identify and Monitor Recordkeeping Requirements
A3:Conduct Records Management
Request for NARA Guidance on System Requirements (Arrow)
A request from a Creator for guidance from NARA on the requirements that should be built into an information technology system, including identification of the requirements that should be included as a result of a specific disposition determination.
Used At:
A0:Manage Information Assets
A112:Identify Records-Related Requirements
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
Request or Offer to Transfer Material (Arrow)
A request or offer from a Creator to transfer physical custody of records to NARA, either for archival or records center storage. The request or offer should contain a description of the materials to be transferred, and a reference to the appropriate disposition authority.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Request to Retrieve Records for Business Use (Arrow)
A request to retrieve records from storage in a Federal Records Center and provide them to the Creator to support current business use.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Request to Transfer Legal Custody (Arrow)
A request to transfer legal custody from the Creator (or the entity that holds legal custody) to NARA.
Used At:
A0:Manage Information Assets
A3:Conduct Records Management
Requests, Offers, Notifications, and Queries from Creator (Arrow)
A parent arrow which includes requests, offers, notifications, and queries regarding the disposition of records sent from the Creator to NARA.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Response to Creator Requests, Offers, Notifications, and Queries (Arrow)
A parent arrow which includes NARA's responses to requests, offers, notifications, and queries from the Creator regarding the disposition of records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
Retrieved Records for Business Use (Arrow)
Records requested by the Creator to be retrieved from NARA storage and returned to the physical custody of the Creator for business use.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Retrieved Records Returning to Storage (Arrow)
Records that need to be returned to NARA storage after having been returned to a Creator for current business use.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Sample Records (Arrow)
Copies of a representative sample of records provided by the Creator to NARA to support the review of a proposed disposition, an inspection or evaluation of the agency's records management program, or the identification of preservation requirements.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Seek NARA Guidance on Requirements Based on Disposition (Activity)
To initiate the process of determining the disposition(s) that will apply to the records in the system, and then to get NARA's guidance on specific requirements for the system based on the identified disposition(s).
Used At:
A112:Identify Records-Related Requirements
Send Query to Template Repository (Activity)
To develop a query which describes the qualities of the records in the system and submit the query to the Template Repository in order to locate relevant templates in the repository.
Used At:
A114:Determine Template for Records
Storage Provider (Other than NARA or Creator) (Arrow)
A organization or person, other than NARA or the Creator, who provides storage for materials.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 1 (CONTEXT)
A0:Manage Information Assets
A2:Use Documentary Material to Conduct Business
Submit Template for Validation (Activity)
To send the new template to the Template Repository to be validated to ensure that it is well-formed and functional.
Used At:
A114:Determine Template for Records
Template for Registration-Deposit (Arrow)
A template being submitted to the Template Repository to be deposited, or the information about the template necessary to register it.
Used At:
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Template for Validation (Arrow)
A template being submitted to the Template Repository to be validated to ensure that it is well formed and functional.
Used At:
A0:Manage Information Assets
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Template Information (Arrow)
Information provided by the Template Repository, such as query results, and results of validation and registration.
Used At:
A0:Manage Information Assets
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Template Query (Arrow)
A query describing the qualities of the records in a system, submitted to the Template Repository in order to locate relevant templates in the repository.
Used At:
A0:Manage Information Assets
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A1:Incorporate Records Requirements into IT Systems
Template Query Results (Arrow)
The response to a query submitted to the template repository.
Used At:
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
Template Repository (Arrow)
The repository that contains all registered and deposited templates and templates information, and which provides services to support the creation and management of templates.
Used At:
A0:Manage Information Assets
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
A12:Incorporate Records Requirements into a Modification of IT System
A1:Incorporate Records Requirements into IT Systems
A3:Conduct Records Management
Template Validation Results (Arrow)
The results of the validation of the template-either the template is valid and may be registered or it is not valid and must be modified and re-submitted for validation.
Used At:
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
Transfer Legal Custody (Activity)
To initiate or support the formal transfer of legal custody of the records, usually signified by a signature on a form or deed of gift.
Used At:
A3:Conduct Records Management
Transfer Physical Custody (Activity)
To arrange or support the physical transfer of records from the creator to NARA.
Used At:
A3:Conduct Records Management
Use Documentary Material to Conduct Business (Activity)
The activities related to the use of documentary material by the creator as it carries out its functions, including the creation, receipt, maintenance and use of documentary material.
Used At:
A0:Manage Information Assets
Use Records (Activity)
To utilize documentary material in the conduct of the business or activities of the creator.
Used At:
A2:Use Documentary Material to Conduct Business
Utilize Existing Template to Create New Template (Activity)
To use an existing registered template as the basis for creating a new template to meet the needs of the records.
Used At:
A114:Determine Template for Records
Valid Template for Records (Arrow)
A template that has been successfully validated.
Used At:
A114:Determine Template for Records
A11:Incorporate Records Requirements into the Creation of New IT System
