D.18 Records Management, 36C25522R0052.pdf
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TRUMAN VAMC RECORDS MANAGEMENT SOP
SOP HAS-10
TRUMAN VAMC
Columbia, MO 65201
Signatory Authority:
Chief, Health Administration Service
Responsible Owner:
Chief, Health Administration Service
Service Line(s):
Health Administration
Effective Date:
April 14, 2020
Recertification Date:
April 30, 2025
1. PURPOSE AND AUTHORITY
The purpose of this standard operating procedure (SOP) is to provide procedures for how the TRUMAN VAMC Records Manager, Alternate Records Manager, and respective Service/Department Records Liaisons will work together to ensure all federal records are appropriately stored, tracked and dispositioned as required by Truman VAMC Records Management Policy (589A4-406) and VHA Directive 6300, Records Management, October 22, 2018.
2. PROCEDURES
a. File Plan/Inventory
Each Service/Department Records Liaison will maintain an up to date file plan and inventory that clearly defines each record group(s) Records Control Schedule (RCS) number, number, record title, record description, records control authority, disposition, location, arrangement, date range, medium, cutoff, reference activity, type – original or copy, volume (if applicable), vital record designation (if applicable), and access restrictions and use (if applicable). The Records Liaison will review and update their file plan/inventory regularly, but not less than twice per year. They will provide the Records Manager and Alternate Records Manager with a copy of their file plan/inventory at the end of the fiscal and calendar years, as well as anytime there is a change to the file plan/inventory.
b. Master File Plan/Inventory
Records Manager and/or Alternate will create and maintain a Master File Plan/Inventory for the facility that includes all Service/Department file plans/inventories.
The Master File Plan/Inventory will be available on the Truman VAMC Records Management SharePoint.
D.18 Records Management, 36C25522R0052
April 14, 2020 SOP HAS-10
c. Service/Department Records Management Standard Operatory Procedure
Each Records Liaison will maintain a Records Management SOP for their respective Service/Department that is readily available to staff members should they have questions related to records management.
d. Records Management Education
(1) Records Manager and/or the Alternate Records Manager will provide ongoing information updates, training and guidance to Records Liaisons regarding records management parameters, changes and questions.
(2) Records Liaisons will provide ongoing information updates, training and guidance to their respective Services/Departments.
e. Disposition
All records are required to be dispositioned utilizing the timeframe cutoffs listed in the RCS-10. When records are ready for disposition the records liaison will complete VA Form 7468, Request for Disposition of Records.
f. Monitors
The Facility Records Manager/Alternate Records Manager, in coordination with Records Liaisons, shall implement documented monitors to ensure the RCS is being followed appropriately, that all records are stored and labeled appropriately, and that non-records and personal documents are not being stored in the same place as records.
3. ASSIGNMENT OF RESPONSIBILITIES
a. Records Manager/Alternate Records Manager
(1) Records Manager/Alternate Records Manager will perform quarterly or semi-annual monitors of records by meeting with each Service/Department Records Liaison to review their file plan/inventory and ensure that records are appropriately labeled within the plan and that the Administrative Officer of the Day (AOD) maintain access to such records should they be needed during off tours.
(2) Records Manager/Alternate Records Manager will maintain a Master File Plan/Inventory and ensure that is it updated at least semiannually.
b. Records Liaison
Records Liaisons will maintain an updated file plan to include accurately identifying essential records, their location, and who maintains access to those records.
April 14, 2020 SOP HAS-10
4. DEFINITIONS
Essential Records are defined as essential records needed to maintain the continuity of Federal government activities during and following a national emergency or a technological or natural disaster and to protect the rights and interests of VA beneficiaries and employees. Additional information can be found in VA Handbook 6300.2.
5. REFERENCES
a. HPM 589A4-406, Records Management Policy, dated June 18, 2019, LINK
b. VHA Directive 6300, Records Management, dated October 22, 2018, LINK
6. REVIEW
This SOP is scheduled for review yearly to ensure ongoing compliance with VHA Directive 6300, Records Management, October 22, 2018.
7. RECERTIFICATION
This SOP is scheduled for recertification on or before April 14, 2025. In the event of contradiction with national policy, the national policy supersedes and controls.
8. SIGNATORY AUTHORITY
Stephen T. Richardson Chief, Health Administration Service/Records Manager Date Approved: April 14, 2025
DISTRIBUTION: This SOP is available at LINK
STEPHEN T
RICHARDSON 204327
Digitally signed by STEPHEN T
RICHARDSON 204327
Date: 2020.04.14 15:16:29 -05'00'
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