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.   Each lesson provides a certificate upon completion which can be downloaded. 

Instructions on how to download the files.

 If you would like to download and use these lessons in your organization, you have three options:
1. LMS/SCORM -
Download the LMS/SCORM file for use in your agency's learning management system. The files are compiled as SCORM 1.2.
2. Storyline Source File - Most of our online lessons are built in Articulate 360. Download the .story file if you would like to edit or modify the lessons in Storyline.
3. Web - Download the zipped web file to host the lesson on your agency's intranet or website.

Level One Lessons are Primarily for Custodians

Code Title Description Source Files
(downloadable)
Date Updated

Terminology

L1.001 What is the Records Lifecycle? Learn about the phases in the records management lifecycle.
  1. LMS/SCORM
  2. Storyline Source File
  3.  Web package
11/10/2020
L1.002 What are Temporary Records? This module defines the concept of temporary records in the world of U.S. Federal records.
  1. LMS/SCORM
  2. Storyline Source File
  3. Web package
11/10/2020
L1.003 What are Permanent Records? This module defines the concept of permanent records in the world of U.S. Federal records.
  1. LMS/SCORM
  2. Storyline Source File
  3. Web package
11/10/2020

Tools

L1.004 Records Management Policy This brief reading provides an overview of records management policies that you should know.
  1. LMS/SCORM
  2. Web package
11/10/2020
L1.005 What is a Records Inventory? This module explains how records inventories are used in records management.
  1. LMS/SCORM
  2. Storyline Source File
  3. Web package
11/10/2020
L1.006 What is a Records Schedule? Learn about the parts of records schedules and how schedules are used in records management.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/10/2020
L1.007 What is a File Plan? This module explains the parts of a file plan.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/10/2020
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.

1. LMS/SCORM

2.  Web package

11/10/2020
L1.009 Finding Your Records Control Schedules on NARA's Website This tutorial shows you how to find your agency's records schedules.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/12/2020

Resources

L1.010 The Records Management Team This brief reading provides an overview of who is involved in helping manage agency records.

1. LMS/SCORM

2. Web Package

11/10/2020
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.

TBD

TBD
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.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/10/2020
L1.013 Records, Nonrecords, and Personal Files - Review and Practice Practice separating records, non-records, and personal papers.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.014 Who has the Records? Practice identifying records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020

Filing, Naming and Metadata

L1.015 Separating Files for Filing Learn how to separate information into logical categories for filing.  

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.016 Filing and e-File Naming Conventions This module explains best practices for naming files.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.017 Metadata This module explains how metadata is used in managing electronic records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.020 Assigning Metadata  Learn about NARA's metadata standards for the transfer of permanent electronic records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020

Records Inventory

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.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.022 Participate in a Records Inventory  Learn what information needs to be collected during a records inventory.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

11/10/2020
L1.023 Records Inventory Practice Practice capturing information about records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Records Clean-up

L1.024 Conduct a Records Clean-Up Learn how to plan and conduct records clean-up in your office.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

File Plans and Filing

L1.025 File Plans Learn how to update the file plans for your office.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.026 File Records Learn how to accurately file records according to your file plan and records schedules.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Electronic Records

L1.027 e-File Naming Practice Practice applying best practices for naming electronic files.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.028 Manage Email Records Learn how to identify and manage records that are in email.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Managing Risks to Records

L1.029 Identify and Report Risk or Damage to Records Learn how to identify and mitigate risks to your records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Privacy and FOIA

L1.030

Identify Privacy Concerns Related to Records' Use and Storage

This module explains some of the Privacy Act issues related to records management.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.031 Manage Freedom of Information Act (FOIA) Requests Learn how to records managers provide records for FOIA requests.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Disposition

L1.033 Calculating Disposition Dates Learn how to use a records schedule to calculate disposition dates for temporary and permanent records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.034 Store Records On-Site Learn the best practices for storing records in your office.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.035 Transfer Records to Off-Site Storage Learn the steps you need to take to prepare and transfer records to offsite storage.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.036 Create a Box List for Records Transfer Learn how to create the list of files and records that should be included in each box of records.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.037 Manage Records Held Off-Site Learn how to manage your records that are stored in facilities other than your office.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.038 Coordinate Disposition of Records with the Records Liaison Officer This module explains how to ensure records are destroyed or accessioned once they reach the disposition date.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020
L1.039 Safeguarding Frozen Records Learn how to manage records that have the disposition suspended because of legal action or other reasons.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

L1.040 Records Lifecycle Review Review how to manage records throughout the lifecycle.

1. LMS/SCORM

2. Storyline Source File

3. Web Package

12/10/2020

Level Two Lessons are Primarily for Liaisons

Code Title Description Source Files
(downloadable)
Date Updated
L2.001 Identifying Specific Metadata for Managing Electronic Records throughout their Lifecycle Learn the steps necessary for the identification of keywords and terms that may be used as the basis for assigning metadata to records.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/13/2020
L2.002 Establishing Naming Conventions 
for Electronic Records
Learn the best practices for developing and implementing document naming conventions in your office.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/13/2020
L2.003 Managing 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.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/16/2020
L2.004 Implementing 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. 

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/16/2020
L2.005 Planning  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.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.006 Implementing Updates to Records Schedules Learn how to recommend changes to your agency records schedule and implement updated schedules.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.007 Identifying Unscheduled Records Learn how to identify unscheduled records and systems to ensure the information is retained until the records are scheduled.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.008 Coordinating Disposition of Temporary Records Learn how to ensure that temporary records are destroyed after the expiration of their assigned records schedule retention period.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.009 Coordinating the Secure Destruction of Temporary Records and Non-Records This module explains how to coordinate the destruction of temporary paper and electronic records, as well as the destruction of non-records materials.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
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.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020

L2.011 Transferring Records to NARA Via the Annual Move This module explains the steps necessary to accession permanent records that are stored in a Federal Records Center. 

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.012 Transferring Permanent Audiovisual Records to NARA This module explains the steps necessary to accession audio-visual records into the National Archives.

1. LMS/SCORM

2. Storyline Source File

3. Web package

12/11/2020
L2.013 Identifying Permanent Records Eligible for Direct Transfer to NARA  This module explains the steps necessary to accession records into the National Archives.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.014 Maintaining an Essential Records Inventory Learn the steps for updating the essential records list for your office or program.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.015

Safeguarding Records in Your Office Part 1: Reducing or eliminating the likelihood of damage

Learn how to reduce or eliminate the likelihood of damage to your records.

1. LMS/SCORM

2. Storyline Source File

3. Web package

11/24/2020
L2.016 Safeguarding Records in Your Office Part 2: Taking Appropriate Action to Minimize Further Damage to Records Learn the steps to take for records are damaged.

1. LMS/SCORM

2. Storyline Source File

3. Web package

12/11/2020

 

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

Code Title Description Source Files
(downloadable)
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

11/30/2020
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

11/30/2020
L3.003 Writing a Big Bucket Schedule Learn how to write a records schedule that proposes aggregating similar records groups in order to simplify the management of disposition for those records.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

11/30/2020
L3.005 Develop Records Management Strategic Goals and Plan Learn how to create a strategic plan for your agency records management program.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/10/2020
L3.006 Records Management Program Self-Evaluation Learn how to evaluate your records management program

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

11/30/2020
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/11/2020
L3.008 Establish and Implement a Policy for Managing Records on Shared Drive Learn how to write a policy to guide how your agency manages records stored on shared drives.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/11/2020
L3.009  Email Policy Learn how to write a policy to guide how your agency manages records stored in email.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/11/2020
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/4/2020
L3.011 Developing Electronic Records Management Requirements Learn how to determine what records keeping requirements should be in information systems that are used to manage records. 

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/4/2020
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/3/2020
L3.014 Developing and documenting 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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/3/2020
L3.015

Create Records Management Policies For Records Stored in the Cloud

This module explains some of the considerations you need to think about when establishing the agency for how records in cloud storage are managed. 

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/3/2020
L3.017 Establish and implement agency metadata requirements This module explains some of the considerations you need to think about when establishing the metadata that will be required for agency electronic records.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package


12/4/2020
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.

1. LMS/SCORM

2.  Storyline Source File

3.  Web package

12/4/2020
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