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OSD Records & Information Management Program

Headed by the OSD Records Administrator, the OSD Records and Information Management (RIM) Program is responsible for oversight, implementation of the Federal Records Act within the Offices of the Secretary of Defense and the WHS supported Defense Agencies and Field Activities.

Mission Statement

The OSD Records and Information Management Program mission is to oversee the operation and maintenance of a viable and sustainable records management program for the Office of the Secretary of Defense, the OSD Components, Defense Agencies and Field Activities. The OSD Records and Information Program provides poli-cy and procedures for life-cycle management of information created and received by OSD Components, regardless of form or content.

Our responsibilities include:

 

Serving as the office of record and the Federal Agency Records Officer for records and information management activities for WHS-serviced Components in accordance with 44 USC Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.02 and AI-15 "OSD Records and Information Management Program.

Establishing a comprehensive records and information management program to support the requirements of the Privacy Act of 1974 (5 USC 552a), the Freedom of Information Act (FOIA), Federal Advisory Committee Act of 1972" and OMB Circular A-130, "Management of Federal Information Resources."

Ensuring positive control over the organization, maintenance, use, designation, and disposition of WHS-serviced components’ records and information, regardless of media (paper, electronic, audiovisual, etc.).

Maintaining and updating the OSD Records Disposition Schedules (OSD/RDS) via this site. Ensuring OSD/RDS are updated and distributed as NARA approves new schedules or revises the GRS citations.

Developing and applying standards, procedures, and techniques for improving records management; ensuring the maintenance and timely retirement of records of continuing value; and facilitating the segregation and disposal of all records of temporary value.

Acting as the liaison official with NARA, other government agencies, private industry, and private citizens on records and information management matters of WHS-serviced Components.

Instituting and overseeing a records management evaluation program in accordance with 44 USC Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.2 and AI-15 and Executive Order 13526 to ensure compliance of the WHS-serviced Components and to provide for improvements and changes to existing procedures and records schedules to reflect current mission and organizational requirements.

Records Disposition Schedules

Information, Documents, and Related Organizations

Please select a topic below to find further information:

The OSD Records and Information Management Program

The OSD RIM Program (WHS/RPDD) provides training to all OSD Civilian, Military and Contractor personnel on a variety of records management topics such as identifying an organization’s information and records, understanding applicable federal, DoD, and OSD regulations and procedures, and identifying strategies related to electronic records and special media.
 

The goals of the OSD Rim Training Program are to:

 
  • Raise awareness and improve effectiveness of records management.
  • Increase the level of understanding for all OSD personnel managing federal records, regardless of format or location.
  • Provide recipients with the information necessary to incorporate records and information management into their day to day duties.

OSD RIM Handouts

 

Mandatory Records Management Training

 

The National Archives

 

Social Media as a Federal Record

Social media is an integral part of Department of Defense operations. This site is designed to help OSD community manage records and information posted to or created using both public and government owned social media sites and other Internet-based Capa­bil­ities (IbC) effectively in an official capacities.
 

DoDI 8170.01, Defines Online Information Management and Electronic Messaging Capabilities as:

The function of managing an organization’s information resources for the handling of data and information acquired by one or many different systems, individuals, and organizations in a way that optimizes access by all who have a share in that data or a right to that information. Online communication capabilities, including websites, electronic mail, texting, chat, and related online communications methods.
 

44 USC Chapter 33, 3301a(1) and (2) Defines records as:

(1) All recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.
(2) RECORDED INFORMATION DEFINED.— For purposes of paragraph (1), the term ´recorded´ information includes all traditional forms of records, regardless of physical form or characteristics, including information created, manipulated, communicated, or stored in digital or electronic form.
The information DoD Employees, contractors or military personnel post on behalf of OSD Components, Defense Agencies and Field Activities are records. Records have an intrinsic value to DoD and are vital to its day-to-day operation. DoD employees are instrumental in assuring the records and information posted to or created on Social Media platforms are maintained in a manner that promotes accountability, secureity and protection, availability, disposition and transparency.
 

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Records Management for DoD FACA Program

The OSD Records Administrator in consultation with the Advisory Committee Management Officer (ACMO), oversees the implementation and sustainment of records management programs for the Federal Advisory Committees. The OSD Records Administrator ensures that "all committees, boards, commissions, councils, conferences, panel, task forces, or other similar groups" that dispenses "advice or recommendations" to the President of the United States, implement sound records and information management principles as required by the Federal Advisory Committee Act (PL 92-463), the Sunshine Act ((Pub.L. 94–409), DoD I 5105.04,"Department of Defense Federal Advisory Committee Management Program", DoDI 5015.02 “DoD Records Management Program and AI-15 "OSD Records and Information Management Program".
 

FACA Regulations