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
    • Memoranda
    • Letters
    • Films
    • Data files
    • Models
    • Reports
    • 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