Upon receipt of any document / information, regardless of format, each employee must determine if the document / information is a record. The use and maintenance follows that determination.
Official Records include:
- Any final product related to FAA's administrative, enforcement or regulatory policies and activities. Examples of final products include:
- Decision papers
- Data files
- Publications, etc.
- Supporting materials sufficient to document and/or explain the document trail/decision making process for administrative, legal, final, programmatic and historical purposes. May include drafts, annotations, reports, raw data, meeting minutes and telephone logs.
(Note: Official records may be originals or copies of original records held by the Office of Primary Responsibility (OPR).)
What is NOT a Record?
Personal Papers are not records
- Diaries and journals not prepared for transacting government business
- Papers accumulated by an official before assuming office
- Privately purchased books and publications that do not relate to FAA business
- Records related to private, personal matters kept at an office for convenience
- Presentations or papers of a professional nature not representing agency opinion or policy
Non-Records are documents / information that have no value or are extra copies. Non-Records include:
- Materials that do not contribute to an understanding of FAA operations or decision-making processes
- Materials that have no substantial programmatic value
- Exact (extra) copies of official record documents retained elsewhere that serve as:
- Convenience copies kept solely for ease of access and reference
- Information/Reference copies of records sent to individuals or offices interested in, but not acting on, a matter
- Technical reference documents needed for general information, but not properly part of the office's records