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Understand how federal wildland fire agencies and NARA are collaborating to manage & preserve fire recordsBe able to sort wildland fire incident records using filing guidance
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Be familiar with the forms and processes used to transfer
and retrieve records from Federal Records Centers (FRC’s)Understand how to initiate
research of historic fire records already permanently archived at NARA
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New Fire Policy requires change
- Interagency collaboration
- Need for information
- fire history
- fire ecology
- Emphasis on safety
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- Loss of Fire InformationPlanning Decisions
Fire History Research
Operational Decisions
- Discontinuity in Team Transition
- Post-Incident Business Use Difficult
Records Management Chaos
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2005 Records Schedule
Standard Filing System for
IMT’s
NWCG Website
Fire Records Training
Legacy Records Strategy
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What information do
these boxes contain?
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What is a Federal Record?What is a Federal Record?
Created during conduct of Government business
Preserved because of value or constitutes evidence
Varies widely in physical form or characteristic
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What qualifies as a What qualifies as a
Federal Record?Federal Record?
Official memos signed by home office Receipts for equipment Timesheets Fire Narratives Email documenting business process,
decisions Documentation requiring action by your office
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Extra copies of documents Equipment Time Reports Firefighter/Crew Time Reports Training Documentation
Extra copies of directives used for reference Word processing files (if official version is printed & filed)
What does not What does not
qualify as a Record?qualify as a Record?
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Record or Non-Record or Non-Records?Records?
Questions?
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Records may be destroyed only with written approval of the Archivist
Non-record material may be destroyed at agency discretion
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How long should I keep my records?
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Incident and WFU Records:
PERMANENT:
To National Archives after 20 years
TEMPORARY:
Retain for 7 years, then destroy
NON-RECORD
COPIES:
Destroy when no longer needed for administrative purposes
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IncidentHistory File(Permanent)
Home Unit3 Years
RecordsCenter
17 years
Archives
IncidentOperations
File (7 Years)
Home Unit3 Years
RecordsCenter4 years
Destroy
Constraints - Litigation Holds,Special Research Needs (Home Units, Fire Labs, Others)
Paperwork Flow - Incident Fire Packages
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Final Progression
Map 21
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• It Must be Preserved
• Big Problems – Widely Dispersed– Lack Strategy
• Working with GIS Community, NWCG– Stop-Deletion Order– Inventory GIS Resources– Enterprise Architecture
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…Doesn’t mean devoting more office space to additional filing cabinets! 31
… looks like this!
Here’s how to prepare your fire records for transfer
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Review Project Plan
Assemble Supplies
Sort Boxes for a Single Fire
Sort Permanent Records
Sort Temporary Records
Segregate Confidential/Privacy Records
Sort Electronic Records33
Federal fire agencies will need to:
Prepare transfer paperwork
Transfer eligible records to
storage
Box up old records
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• Separate Permanent from Temporary records
• Use box lists to create a concise inventory for easier reference/retrieval.
• Use FRC boxes only to ship records
• Folder labels must face the front
• When packed, leave at least 3” space in box
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A complete SF 135 = easier records retrieval
RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal RecordsCenter for approval prior to shipment of records. See specific instructions on reverse.
PAGE1
OF1 PAGES
(Complete the address for the records center serving your area as shown in 36CFR 1228.150.)
5 FROM (Enter the name and complete mailing address of the office retiring the records.The signed receipt of this form will be sent to this address.)
Federal Records Center
1 TO
1000 Commodore DriveSan Bruno, CA 94066
2 AGENCY
TRANSFERAUTHOR-IZATION
TRANSFERRING AGENCY OFFICIAL (signature and title) DATE
3AGENCY
CONTACT
TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)
4 RECORDSCENTERRECEIPT
RECORDS RECEIVED BY (Signature and Title) DATE
Fold Line 6 RECORDS DATAACCESSION NUMBER COMPLETED BY RECORDS CENTER
RG FY NUMBERVOLUME(cu. ft.)
AGENCYBOX
NUMBERSSERIES DESCRIPTION
(with inclusive dates of records) RES
TR
IC-
TIO
N
DISPOSAL AUTHORITY(schedule and item number)
DISPOSALDATE LOCATION
SH
ELF
PLA
N
CO
NT.
TY
PE
AU
TO.
DIS
P.
(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)
NSN 7540-00-634-4093 135-107 Standard Form 135 (Rev. 7-85) FacsPrescribed by NARA
36 CFR 1228.152
Federal agencies use the SF-135 to retire records to FRC storage
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AddressCity, State, Zip Code
John AdamsJohn Adams, Forest SupervisorXX/XX/XX
John Smith 213-981-1235
Forest Service, USDAAdministrative OfficeAddressCity, State, Zip Code
095 05 0012 5 1-5 Temporary Fire RecordsClosed 2003Old Fire July 2003
R N1-095-05-02, 10/25/04
TIL Freeze
(leave blank)
PLACE THIS
COPY
IN B
OX 1 OF T
HE
SHIP
MENT
BB002584R A N
See detail list attached
T&D Branch LeaderMichael Kretch
YY/YY/YY
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Records retired to FRC’s still belong to you!
Use the SF-135 to provide precise info needed for records location
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Reference requests are submitted using an Optional Form 11
Requests for files and boxes in 24-hrs or less
Mail, fax, deliver, phone or e-mail 42
Records in FRC’s are never destroyed without written permission from the agency (NA Form 13001)
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Destruction of Records
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Permanent fire records are transferred to NARA after 20 years
• Records transferred via SF-258
• 12 Regional Archives + 2 in Washington, DC
• Legal custody of records passes from agency to NARA 45
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•Other site visits may be necessary
•Some fire history may be in the National Archives in Washington, D.C.
•Archives will provide up to 100 copy pages free
•In rare cases, original records may be returned to an agency on temporary loan
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NARA, Pacific Region-Laguna Niguel 48
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