Federal Records Management

Records Management Training Online Lessons

This page contains lessons that may be viewed from this page. Select the title of the lesson. The lesson will open in a new window. If you have a popup blocker, either disable it or permit popups to run from this website. Please send an email to rmt1@nara.gov to request a copy of lessons that you want to load into your learning management system or an agency website. You may also request the source files so that you can modify lessons to meet your needs.

The catalog is still in development and some of the lessons are not available yet. 
We will continue loading the materials for use as soon as possible.  Please keep checking back as we develop this page.

Level One Lessons are Primarily for Custodians

Code Title Description Date Updated
L1.001 What is the Records Lifecycle? Learn about the phases in the records management lifecycle. 8/13/2019
L1.002 What are Temporary Records? This module defines the concept of temporary records in the world of U.S. Federal records. 8/13/2019
L1.003 What are Permanent Records? This module defines the concept of permanent records in the world of U.S. Federal records. 8/13/2019
L1.004 Records Management Policy This brief reading provides an overview of records management policies that you should know. 7/29/2019
L1.005 What is a Records Inventory? This module explains how records inventories are used in records management. 8/13/2019
L1.006 What is a Records Schedule? Learn about the parts of records schedules and how schedules are used in records management. 7/29/2019
L1.007 What is a File Plan? This module explains the parts of a file plan. 8/13/2019
L1.008 What's the difference between a records inventory, a records schedule, and a file plan? This brief reading explains the differences between these three records management tools. 7/20/2019
L1.009 How to Find Your Agency's Records Schedule on NARA's Website This tutorial shows you how to find your agency's records schedules. 8/13/2019
L1.010 The Records Management Team This brief reading provides an overview of who is involved in helping manage agency records. 7/29/2019
L1.011 Finding Your Agency Records Officer on NARA's Website This tutorial shows you how to find out who your Agency Records is by using NARA's website. 8/13/2019
L1.012 Recognizing Records, Non-records, and Personal Files  Learn how to determine if information should be categorized as records, non-records, or personal files. 8/15/2019
L1.013 Records, Nonrecords, and Personal Files - Review and Practice Practice separating records, non-records and personal papers. 7/29/2019
L1.014 Who has the Records? Practice identifying records. 11/15/2019
L1.015 Separating Files Learn how to separate information into logical categories for filing.   8/26/2019
L1.016 Filing and e-File Naming Conventions This module explains best practices for naming files. 8/15/2019
L1.017 Metadata This module explains how metadata is used in managing electronic records. 8/15/2019
L1.020 Assigning Metadata  Learn about NARA's metadata standards for the transfer of permanent electronic records. 8/15/2019
L1.021 Level 1 Creation and Receipt - Review Review the topics covered in the create and receive the section of the first level of the training curriculum. 8/15/2019
L1.022 Participate in a Records Inventory  Learn what information needs to be collected during a records inventory. 11/18/2019
L1.023 Records Inventory Practice Practice capturing information about records. 9/3/2019
L1.024 Conduct a Records Clean-Up Learn how to plan and conduct records clean-up in your office. 9/3/2019
L1.025 File Plans Learn how to update the file plans for your office. 9/2/2019
L1.026 File Records Learn how to accurately file records according to your file plan and records schedules. 9/23/2019
L1.027 e-File Naming Practice Practice applying best practices for naming electronic files. 8/23/2019
L1.028 Manage Email Records Learn how to identify and manage records that are in email. 9/3/2019
L1.029 Identify and Report Risk or Damage to Records Learn how to identify and mitigate risks to your records. 11/6/2019
L1.030 Identify Privacy Concerns This module explains some of the Privacy Act issues related to records management. 11/18/2019
L1.031 Manage the Freedom of Information Act (FOIA) Requests Learn how to records managers provide records for FOIA requests. 11/6/2019
L1.033 Calculating Disposition Dates Learn how to use a records schedule to calculate disposition dates for temporary and permanent records. 8/23/2019
L1.034 Store Records On-Site Learn the best practices for storing records in your office. 10/7/2019
L1.035 Transfer Records to Off-Site Storage Learn the steps you need to take to prepare and transfer records to offsite storage. 8/23/2019
L1.036 Create a Box List Learn how to create the list of files and records that should be included in each box of records. 10/28/2019
L1.037 Manage Records Held Off-Site Learn how to manage your records that are stored in facilities other than your office. 10/092019
L1.038 Coordinate Disposition with the RLO This module explains how to ensure records are destroyed or accessioned once they reach the disposition date. 8/23/2019
L1.039 Safeguarding Frozen Records Learn how to manage records that have the disposition suspended because of legal action or other reason. 8/23/2019
L1.040 Records Lifecycle Review Review how to manage records throughout the lifecycle. 9/27/2019

 

Level Two Lessons are Primarily for Liaisons

Code Title Description Date Updated
L2.001 Identify Metadata Needed to Manage Electronic Records Learn the steps necessary for the identification of keywords and terms that may be used as the basis for assigning metadata to records. 11/20/2019
L2.002 Establish Naming Conventions for Electronic Records Learn the best practices for developing and implementing document naming conventions in your office. 11/21/2019
L2.003 Manage a Shared Drive Learn how to organize an existing shared drive in a way that allows records liaisons to manage Federal records while complying with key requirements, including proper records disposition. 11/21/2019
L2.004 Implement a Local Recordkeeping System This module explains the steps necessary to transfer existing records into a new record-keeping system so that the files and folders are aligned to your file plan.  11/21/2019
L2.005 Plan Local Digitization Projects Learn the steps necessary to plan a scanning project that is cost-effective and efficiently meets all defined organizational and functional requirements for digitization. 11/21/2019
L2.006 Implement Updates to Records Schedules Learn how to recommend changes to your agency records schedule and implement updated schedules. 11/21/2019
L2.007 Identify Unscheduled Records Learn how to identify unscheduled records and systems to ensure the information is retained until the records are scheduled. TBD
L2.008 Coordinate Disposition Learn how to ensure that temporary records are destroyed after the expiration of their assigned records schedule retention period. 11/21/2019
L2.009 Coordinating Secure Destructiecon of Temporary Records and Non-rords This module explains how to coordinate the destruction of temporary paper and electronic records, as well as the destruction of non-records materials. 11/21/2019
L2.010 Overseeing the Authorized Destruction of Federal Records in Agency Business Units Learn the best practices for accurately reviewing and approving the disposal records. 11/21/2019
L2.011 Transfer Permanent Records - Annual Move This module explains the steps necessary to accession permanent records that are stored in a Federal Records Center.  TBD
L2.012 Transfer Permanent Audiovisual Records This module explains the steps necessary to accession audio-visual records into the National Archives. TBD
L2.013 Transfer Permanent Records - Direct Transfer This module explains the steps necessary to accession records into the National Archives. TBD
L2.014 Maintaining an Essential Records Inventory Learn the steps for updating the essential records list for your office or program. 10/02/2019
L2.015

Safeguarding Records in Your Office Part 1

Learn how to reduce or eliminate the likelihood of damage to your records. 10/02/2019
L2.016 Safeguarding Records in Your Office Part 2 Learn the steps to take for records are damaged. TBD

 

Level Three Lessons are Primarily for Agency Records Officers (ARO)

Code Title Description Date Updated
L3.001 Drafting a Records Schedule for Submission to NARA Learn how to write schedule items and the administration information required for proposing a records schedule to NARA. 12/6/2019
L3.002 Apply the General Records Schedule (GRS) for Agency Records Schedule Learn how to use the General Records Schedule (GRS) to manage some of your agency records. 9/27/2019
L3.003 Writing a Big Bucket Schedule Learn how to write a records schedule that proposes aggregating similar records groups in order to simply the management of disposition for those records. TBD
L3.005 Create a Records Management Strategic Plan Learn how to create a strategic plan for your agency records management program. 9/27/2019
L3.006 Conduct a Records Management Self Assessment Learn how to evaluate your records management program 9/27/2019
L3.007 Select sustainable formats for long term temporary and permanent records This module explains some of the considerations you need to think about when determining the file formats for your records. 9/23/2019
L3.008 Establish and implement a policy for managing records on a shared drive Learn how to write a policy to guide how your agency manages records stored on shared drives. 9/27/2019
L3.009 Develop an email policy Learn how to write a policy to guide how your agency manages records stored in email. 9/10/2019
L3.010 Develop Capstone approach for the management of email Under development.  This module explains some of the considerations you need to think about when implementing the Capstone approach to managing records in email. 10/02/2019
L3.011 Develop functional requirements for procuring a records management application Learn how to determine what records keeping requirements should be in information systems that are used to manage records.  9/27/2019
L3.012 Manage a digitization project Learn how to how to manage digitization projects that are cost-effective and meet agency needs for using or managing the records. 10/02/2019
L3.014 Develop and document recordkeeping requirements for the creation of agency records This module explains some of the considerations you need to think about when determining the agency policies that will determine how records are captured or created. 10/02/2019
L3.015 Create records management policies for records stored in the clouds This module explains some of the considerations you need to think about when establishing the agency for how records in cloud storage are managed.  10/02/2019
L3.017 Establish and implement agency metadata requirements This module explains some of the considerations you need to think about when establishing the rmetadata that will be required for agency electronic records. 10/02/2019
L3.018 Coordinate Records Management Actions with IT Learn how to work with your IT staff to ensure records management considerations are implemented in agency IT policies and systems. 10/02/2019
 

Lessons Developed for Agencies

       
G.002 Records Management Fundamentals for USDA This module was developed for several agencies to meet the annual training requirements outlined in NARA Bulletin 2017-01. This version was customized for the Department of Agriculture.  Please email rmt1@nara.gov to discuss creating version customized for your agency. 8/26/2019
G.005 Federal Records Management and Your National Archives This module provides an overview of how NARA works with Federal agencies to identify, store, protect and provide access to government information.  8/26/2019
G.006 FRON (Federal Records Officer Network) RM 101 This records management training was developed for the Federal Records Officer Network in 2015 to meet general records management training for employees in Federal agencies.  TBD
G.007 Defense Media Activity (DMA) Records Management Training This records management training was developed for the DMA  to meet the learning needs of their employees and records management staff. 8/26/2019
       

 

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