[Code of Federal Regulations]
[Title 41, Volume 3]
[Revised as of July 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 41CFR102-193.20]

[Page 349-350]
 
           TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT
 
               CHAPTER 102--FEDERAL MANAGEMENT REGULATION
 
PART 102-193--CREATION, MAINTENANCE, AND USE OF RECORDS--Table of Contents
 
Sec. 102-193.20  What are the specific agency responsibilities for records 
management?

    You must follow both GSA regulations in this part and NARA 
regulations in 36 CFR Chapter XII to carry out your records management 
responsibilities. To meet the requirements of this part, you must take 
the following

[[Page 350]]

actions to establish and maintain the agency's records management 
program:
    (a) Assign specific responsibility to develop and implement 
agencywide records management programs to an office of the agency and to 
a qualified records manager.
    (b) Follow the guidance contained in GSA handbooks and bulletins and 
comply with NARA regulations in 36 CFR Chapter XII when establishing and 
implementing agency records management programs.
    (c) Issue a directive establishing program objectives, 
responsibilities, authorities, standards, guidelines, and instructions 
for a records management program.
    (d) Apply appropriate records management practices to all records, 
irrespective of the medium (e.g., paper, electronic, or other).
    (e) Control the creation, maintenance, and use of agency records and 
the collection and dissemination of information to ensure that the 
agency:
    (1) Does not accumulate unnecessary records while ensuring 
compliance with NARA regulations for adequate and proper documentation 
and records disposition in 36 CFR parts 1220 and 1228.
    (2) Does not create forms and reports that collect information 
inefficiently or unnecessarily.
    (3) Reviews all existing forms and reports (both those originated by 
the agency and those responded to by the agency but originated by 
another agency or branch of Government) periodically to determine if 
they can be improved or canceled.
    (4) Maintains records economically and in a way that allows them to 
be retrieved quickly and reliably.
    (5) Keeps mailing and copying costs to a minimum.
    (f) Establish standard stationery formats and styles.
    (g) Establish standards for correspondence to use in official agency 
communications, and necessary copies required, and their distribution 
and purpose.