A cleanup day is a day that an office sets aside to allow staff to clean up their workspaces and common spaces. You can use this day to discard broken furniture, recycle materials such as old telephone books and empty binders, and return library materials. You should also use this time to review your records and make sure they are captured in your recordkeeping system (see Organizing and Managing Records).
Cleanup days free up valuable office space and equipment. In addition, if you ensure that your records are in proper order, you will be complying with Federal and Agency requirements. It is imperative that records can be located efficiently when they are requested.
On a cleanup day, each staff member will face the task of deciding which of their records should be retained, which should be retired, and which should be recycled. Keep the following guidelines in mind when reviewing your office records:
The basic file maintenance activities are:
File e-mail messages that qualify as records into your recordkeeping system. Messages can be printed and filed in a paper recordkeeping system. If you print the message, be sure to include transmission data (the name of the sender and recipients, the date of the message) and any attachments.
Examples of e-mail records include:
For more information on e-mail records, see Frequent Questions About E-Mail and Official Records.
If you have policy questions about a cleanup day, contact your program office, region, or center records offierr. You can find additional guidance in the following publications:
Page Last Modified: 01/06/12 16:44 EST
This page can be viewed online at: http://www.faa.gov/about/initiatives/records/faq/cleanup_days/