Records Management Policies and Guidance

This page provides the latest Departmental Records Management Program policies including Departmental Manual Chapters, supporting Departmental Records Management Policies, OCIO Bulletins pertaining to records management, Indian Trust Funds Management-Records Management Guidance, and relevant National Archives and Records Administration (NARA) Bulletins.

Departmental Manual Chapters:

Chapter 1: RECORDS MANAGEMENT PROGRAM AND RESPONSIBILITIES

380 DM 1 - Records Management Program Roles and Responsibilities

This chapter establishes the policies, objectives, responsibilities, and roles involved in the creation, maintenance, use, and disposition of Federal records along with the safeguarding of Federal records.

Chapter 6: ESSENTIAL RECORDS PROGRAM

380 DM 6 - Vital Records Program 

This chapter provides general policy and procedures to ensure that the Department of the Interior (DOI) has an effective Essential Records Program in place to identify, protect and provide ready access to essential records necessary to ensure continuity of vital Departmental activities in the event of a national, regional, or local disaster or emergency.

Departmental Records Policies:

RMP-2020-01: Digital Signature Usage in Records

This policy outlines the Department of Interior’s (DOI) standard and guidelines for signing electronic documents with digital signatures. A digital signature provides a high-level of assurance that the claimed signatory signed the electronic document.

RMP-2020-03: Federal Records Disposal Authorization

This policy summarizes how the Department of the Interior (DOI) implements the authorized destruction or other disposition of Federal Records. Not following these requirements can result in penalties as defined in Title 18 USC 641 and 2071 applying to the unlawful removal, destruction, or other disposition of Federal records.

RMP-2020-09: Unlawful or Accidental Records Loss and Destruction Reporting

This policy summarizes how the Department of the Interior (DOI) reports and manages the unlawful or accidental removal or destruction of Federal Records. Not following these requirements can result in penalties as defined in Title 18 USC 641 and 2071.

RMP-2020-11: Preserving Text and Instant Messages as Federal Records

This policy outlines the requirements that Departmental Staff must perform to preserve text or instant messages that are considered Federal records.

RMP-2021-01: Managing Audio-Video Recordings as Federal Records

This policy describes the factors that should considered prior to making audio and/or video recordings and the requirements necessary to properly manage recordings, which are subject to the Federal Records Act.

RMP-2021-02: Electronic Records Management

This policy provides the requirements for creating, maintaining, using, and dispositioning electronic records. It also provides requirements for protecting and safeguarding Department of the Interior (DOI, Department) electronic records and information within DOI’s approved electronic records management system.

RMP-2021-05: Transferring Records Between Organizations

This policy summarizes how the Department of the Interior (Department, DOI) implements the requirements to ensure effective transfer of records from one organization to another and to ensure appropriate access for research and other operational purposes.

RMP-2021-12: Records Transition for Transferring and Departing Departmental Staff

This policy outlines the requirements for Departmental Staff to properly allocate Federal records before departing from the Department (i.e., transfer, separation, retirement, or removal) and the criteria for transfer of e-mail in cases of bureau-to-bureau transfers.

DOI Bulletins:

Lifting of the Print-and-File Requirement for Preservation and Management of BisonConnect Electronic Mail. 

This directive removes the requirement of "Print-and-File" for BisonConnect Electronic Mail (email)

Managing Federal Records for Departing Political Appointees

Information applicable to all departing Political Appointees regarding the requirements to properly allocate Federal Records before their departure from the U.S. Department of the Interior (Department, DOI), (whether by transfer, separation, retirement, or removal).

Indian Trust Funds Management-Records Management Guidance

Additional care must be taken when managing Federal Records related to Indian Trust. Please consult with the Records Officer for the Bureau of Trust Funds Administration and the Office of the Solicitor for specific requirement when managing these records.

National Archives and Records Administration (NARA) Bulletins

NARA issues bulletins to Federal agencies to provide guidance and assistance on the management and disposition of Federal records. The first bulletin issued each fiscal year contains a list of NARA bulletins still in effect or provides clarification on new recordkeeping requirements. You can access a full listing of NARA records management guidance at National Archives.