Question: You receive an email directing you to review and comment on a draft standard operating procedure that is stored electronically on a shared drive. You are instructed to reply to the sender when you have completed the task. Is the email you received a federal record that you need to save?
Answer: Yes, it documents official business
Question: As requested, you access the shared drive and enter comments into the draft Standard Operating Procedure (SOP). You provide critical comments, and instruct the staff to adjudicate your comments. Are the comments in the SOP considered a record?
Answer: Yes, because they are ‘critical comments’. The comments should be retained as a records separate from the final SOP.
Question: You just received an email from a co-worker letting you know that some of your friends are going to get together after work and go out to dinner. What should you do with this email?
Answer: Delete it, because the email is personal material and not related to the transaction of government business.
Question: Contractors performing work for the agency can manage their files according to the company they work for, which may be different than what the agency specified. They are not required to follow agency record schedules, since they are not agency employees.
Answer: False
Question: Social media sites used by the agency may contain federal records.
Answer: True
Question: Your copies of your performance appraisal should be managed as:
Answer: Personal Files
Question: Where would you find the information on how long to retain ‘background materials for final reports’ in your office?
Answer: I would look up this information in the record schedule for my office or component.
Question: Copies of administrative notices that were not the basis for official actions should be managed as:
Answer: Non-record materials
Question: Routine draft documents, without substantive comments or annotations, and which are replaced by final versions, should be managed as:
Answer: Non-record materials
Question: Materials used to document decision-making should be managed as:
Answer: Records