BOP Program Statement 1240.06 § 3

a. Records and Information Management (RIM) Section. The Records and Information

Management Section coordinates the records and information management functions within the

Bureau.

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■ Maintains and updates the Bureau RIDS, formulating and recommending basic records

disposal policies and management procedures.

■ Publishes and maintains the Information and Records Handbook which acts as a technical

reference for records and information management processes, examples, and definitions.

■ Manages the national cost center to reimburse the offsite storage vendor for its records

servicing operations.

■ Reviews the records at various organizational levels and provides assistance, findings,

and recommendations to employees.

■ Creates new record schedules for submission to NARA for Archivist approval.

■ Conducts audits of agency program areas to ensure identified records are maintained in

accordance with approved record retention schedules.

■ Provides technical guidance to Bureau employees regarding records and information

management.

■ Represents the Bureau at meetings with other records and information management

officers in the DOJ, NARA, and other federal agencies.

■ Provides assistance with the completion of the SF-135, Records Transmittal and Receipt

for offsite storage.

 Facilitates the transfer of permanent records to NARA for preservation.

 Facilitates the transfer of temporary records to an approved offsite storage facility.

■ Works with records custodians to retrieve boxes from offsite storage, transfer records to

offsite storage, and dispose of records stored in offsite storage.

■ Provides basic and specialized records management training to all employees.

■ Creates and maintains a master file plan of all Bureau records schedules.

■ Assists employees with ensuring Records & Information Management Certifications

(RIMCert) are completed for all electronic information systems, services, and

applications containing records.

■ Conducts RIM Program assessments and prepare responses to inquiries from NARA.

b. Office of General Counsel (OGC).

■ Uses the Bureau RIDS to determine disposal schedules for systems of record

submissions.

■ Reviews proposed retention schedules to ensure legal standing prior to the submission of

approval to the Archivist.

c. Records Custodians/Management Employees.

■ Serves as the point of contact for all RIM issues in areas assigned.

■ Keeps an up-to-date inventory of all records series and electronic information systems

that contain federal records.

■ Creates and maintains current file plans, which must be updated annually at a minimum,

and provide all updates to the RIM Section.

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■ Educates employees regarding approved electronic records systems and storage locations.

■ Assists RIM Section to identify and review electronic systems requiring a RIMCert

review.

■ Executes cutoffs and disposition actions for records.

■ Performs records checkout activities for departing employees.

■ Promotes RIM Program within the Bureau.

d. All Bureau Employees and Contractors.

■ Responsible for following the required records schedules and policies to manage records.

■ Adheres to all Bureau, DOJ, and NARA records policies and procedures.

■ Complies with the guidelines listed in the Bureau RIDS, regarding specific Bureau

records and associated disposition instructions.

■ Identifies current and new functions where any new records are created and information

is stored but not currently listed in the Bureau RIDS.

■ Contacts the RIM Section to convey the need for changes or additions to the Bureau

RIDS.

■ Treats records not listed in the Bureau RIDS or covered by the General Records

Schedules as an unscheduled record that must be maintained permanently until the

disposition authority has been approved.

■ Submits requests to the RIM Section for records archiving to offsite storage utilizing an

SF-135, Records Transmittal and Receipt form and request records from offsite storage

utilizing the Optional Form (OF) -11, Reference Requests form. When filling out the OF-

11, ensure a barcode or accession number is referenced.