What is a Record?

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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