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Common Records Schedule User Guide

If you have not used the Common Records Schedule see Getting Started with the CRS before using this guide.

Contents

Introduction

Scope
Roles and Responsibilities

Step 1: Classify Records

Classify Records

Functions
File Classes
Office of Primary Responsibility
Creating a File Plan

Step 2: File and Maintain Records

File and Maintain Records

Recordkeeping Systems
Official Format
Keeping Track of Files and Folders
Opening Files and Folders
Using Documents and Files
Closing Files and Folders
Creating an Office RIM Protocol

Step 3: Retain Records

Retention Triggers
OPR versus non-OPR
Permanent Retention
Records Storage

Step 4: Dispose of Records

Disposition Methods

Special Issues

Special Issues in Records Management

Email
Case Files
Electronic Databases and Systems
Vital Records
Feedback and Assistance

Appendix

Sample of a File Plan

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