Records Management Service Level Agreement

The SLAC Records Manager supports the records management needs of the laboratory, as resources allow, by:

• Appraising and scheduling SLAC’s records
• Facilitating the retrieval of temporary paper records from storage at the Federal Records Center (FRC) and the transfer of permanent federal records in electronic form to the National Archives and Records Administration (NARA)
• Providing guidance on relevant US Department of Energy (DOE) Records Schedules, National Archives and Records Administration (NARA) General Records Schedules (GRS), and SLAC records schedules.

Our goal is to provide an efficient and effective service, and to be responsive.

THE SERVICE LEVEL AGREEMENT

Records Management (RM) at SLAC National Accelerator Laboratory is the responsibility of individual operating units of the Laboratory. The SLAC Records Manager assists lab staff in their individual offices’ records management efforts. Lab staff members, with the guidance and assistance of the SLAC Records Manager, apply DOE Records Schedules in order to comply with contract requirements and in order to allow the lab to take advantage of the services of the Federal Records Center (FRC).

Services provided by the SLAC Records Manager are constrained by the level of resources available. The SLAC Records Manager provides the guidance and tools necessary to help SLAC staff manage their business records. This Records Management Service Level Agreement (SLA) outlines the basic services that are provided from the resources allocated by the laboratory.

SLAC’s Records Manager can advise on appropriate handling of other, non-paper record formats, but is primarily responsible for assessing, scheduling, and storing temporary paper records at this time. A separate SLA provides guidance and tools relating to the laboratory’s Archival program for permanent retention, historical records.

This SLA is intended to encourage a two-way process whereby:

*the services provided by the SLAC Records manager reflect both the current needs of the lab and the lab's current records management best practices.

*both the laboratory staff expectations of the SLAC Records Manager and the SLAC Records Manger's expectations of staff are described.

The Agreement is reviewed as needed. We welcome comments on it at any time. These may be sent directly to the, Archives, History & Records Office at recordsmgt@slac.stanford.edu.

General Information

SLAC Records Management services are delivered by the SLAC Records Manager on as an as-needed basis to staff who request records appraisal, scheduling, transfer, retrieval or refile. All service requests are to be submitted via email to recordsmgt@slac.stanford.edu. Records appraisals, scheduling and transfer requests are conducted with in-person consultations; record retrievals and refiles are handled via SLAC IT Service Catalog only.

Access

Designated SLAC employees can request file retrievals, refiles or appraisals for their own organizational unit’s records. The Records Manager provides these staff members with records scheduling and facilitates reference (retrieval and return) services with the FRC.

Responsibilities of RM Requestors

Authorized SLAC staff must have successfully completed Privacy Awareness Training in order to request personnel files from the FRC. These requests must be made via the SLAC IT Service Catalog (or email to recordsmgt@slac.stanford.edu).

Description of RM Services

For each service the RM offers, the following information is given:

NOTE:    Please see AHRO terms explained or ask the Records Manager for clarification of any records management terms or any other questions.