BOP-004.001, NNSA Records Management Business and Operating Policy

NATIONAL NUCLEAR SECURITY ADMINISTRATION NNSA Policy Letter: I BOP-oo4.001 Dated: 11-24-03 Title: NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY OBJECTIVE Establish bus1ness management and operat1ng gu1dance for the creat1on, d1spos1t1on, maintenance, and referencing of NNSA records II APPLICABILITY The prov1s1ons of th1s Polley Letter apply to all NNSA orgamzat1onal elements and all non-NNSA act1v1t1es funded at s1tes where NNSA IS the landlord for functions performed by the NNSA Ill REQUIREMENTS It 1s NNSA policy to manage Agency records effectively and eff1c1ently throughout the1r life cycle 1n order to facilitate accomplishment of the Agency's programmatic and adm1n1strat1ve m1ss1ons, to preserve off1c1al Agency records 1n accordance w1th applicable statutory and regulatory requirements, and to promote access to 1nformat1on by NNSA staff, Agency partners, and the public as appropnate Th1s IS to be accomplished through adequate and proper documentation of all NNSA organ1zat1ons, the1r funct1ons, policy dec1s1ons, procedures, and essential transactions 1n a manner that promotes accountability, establishes a h1stoncal record, and protects the legal and f1nanc1al nghts of the Government and the pnvacy of 1nd1v1duals 1 NNSA shall plan and establish a framework for manag1ng and oversee1ng a comprehensive Agency-w1de records management program 2 Th1s framework shall be Integrated 1nto NNSA's 1nformat1on technology architecture to promote effect1ve management, commun1cat1on, shanng, and transfer of 1nformat1on regardless of the med1um or format 1n wh1ch 1t ex1sts 3 NNSA shall mform 1ts employees and agents of the1r respons1b1llt1es to manage the Agency's records, and ensure that records management staff rece1ve adequate tra1mng to carry out the1r respons1b1llt1es 4 NNSA shall manage records throughout the1r life cycle wh1ch Includes the followmg components NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page2 (a) Records creat1on/collect1on- An off1c1al record shall be created to appropnately document all Agency functions, pohc1es, dec1s1ons, procedures and essent1al transactions NNSA elements shall develop record keep1ng reqwrements for all off1c1al Agency records for wh1ch they are responsible (b) Records matntenance and use- Record f1llng, 1ndex1ng and storage systems shall be des1gned and documented to the extent appropnate and necessary, to max1m1ze the usefulness of the records and allow retneval throughout the1r hfe cycle (c) Records d1spos1t1on - Records d1spos1t1on schedules for all Agency records shall be submitted to and approved by the Arch1v1st of the Umted States No records may be destroyed without an approved d1spos1t1on Once d1spos1t1ons are approved, they must be earned out 1n a t1mely manner 5 NNSA shall create, ma1nta1n, and store records only 1n med1a and formats that adhere to Federal standards (e g , Nat1onal Archives and Records Adm1mstrat1on (NARA) standards for magnetic tape storage) W1th1n those parameters, orgamzat1ons should select a med1um (e g, paper, microform, or opt1cal) based on whether 1t 1s techmcally feasible and cost-effective, responds to Agency reqwrements, and allows for eff1c1ent 1nformat1on 1ntegrat1on and d1ssemtnat1on, where necessary

6 NNSA shall develop technology applications (such as electromc document f1llng, data base applications, or convers1on to m1crof1lm or opt1cal d1sk) to 1mprove the management of Agency records When planmng all technology applications, NNSA elements shall1nclude records management reqwrements 1n the m1ss1on needs and reqwrements analyses 1n order to determine what 1mpact, 1f any, the apphcat1on Will have on the Agency's ab1llty to document 1ts act1v1t1es To the extent that the system or appllcat1on 1mpacts the Agency's record keep1ng, the following reqwrements shall be Incorporated (a) Records creat1on- Applications shall allow for the creat1on and maintenance of records suff1c1ent to meet the documentation needs of the Agency NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 3 (b) Records storage - Records shall be physically located and ma1nta1ned 1n an economical manner that allows for easy retneval, access, and d1ssem1nat1on 1f appropnate (c) Records d1spos1t1on -The records w1th1n the 1nformat1on system shall be scheduled and the system shall be capable of delet1ng records or transfernng them to NARA as requ1red by the1r d1spos1t1on schedule 7 All off1c1al records created or collected by NNSA shall be mventoned at least tnenn~ally 1n order to prov1de a complete and comprehensive account1ng of the Agency's holdings Records that are not needed on-s1te for current bus1ness should be ret1red to a Nat1onal Arch1ves and Records Adm1n1strat1on (NARA) Reg1onal fac1llty for storage 8 Records collected, created, or ma1nta1ned by the Agency shall be safeguarded commensurate w1th the nsk and magn~tude of the harm that would result from the loss, m1suse, unauthonzed access to or mod1f1cat1on of 1nformat1on Appropnate safeguards shall be adopted to ensure conf1dent1allty and overall secunty as spec1f1ed 1n the Pnvacy Act and the Computer Secunty Act 9 Standardized f1llng systems/structures shall be developed (where appropnate) to prov1de an effect1ve mechanism that facilitates ease of use, access, and d1spos1t1on Records shall be organ~zed and Indexed 1n such a manner as to be eas1ly accessible to Agency employees and the public, as def1ned 1n Federal regulations, and to allow for 1ntegrat1on across programs and 1nformat1on systems 10 The Agency must be able to prov1de the Nat1onal Arch1ves w1th a copy of all electronic records scheduled for permanent retent1on 1n a format that conforms to standards found 1n 36 CFR 1228 188 11 The Agency shall establish a program for v1tal records The program shall be responsible for 1dent1fy1ng and appropnately safeguarding records def1ned as cruc1al to cont1numg operation of essential Agency funct1ons dunng an emergency, and those that are essential to protect1ng the nghts and Interests of the Agency and the 1nd1v1duals d1rectly affected by 1ts act1v1t1es 12 The Federal Records Act of 1950, as amended, reqwres all Federal agenc1es to make and preserve records conta1n1ng adequate and proper documentatiOn of NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page4 the1r organ1zat1on, funct1on, pollc1es, dec1s1ons, procedures, and essent1al transactions These records are public property and must be managed according to applicable laws and regulations 13 Records are broadly defmed by statute and regulation to Include all recorded 1nformat1on, regardless of med1um or format, made or received by NNSA and 1ts agents under Federal law or 1n connection w1th the transaction of public bus1ness, and e1ther preserved or appropnate for preservation because of the1r admm1strat1ve, legal, f1scal, or 1nformat1onal value

14 Records are a valuable 1nformat1on resource whose uses go beyond fac1lltatmg 1mmed1ate operational needs Records serve a number of broader purposes 1nclud1ng longer-term adm1n1strat1ve and program plann~ng needs, ev1dence of Agency act1v1ty, use by other Programs 1n the Agency, protection of the legal and f1nanc1al nghts of the Government and 1ts c1t1zens, effective overs1ght by Congress and other authonzed agenc1es, and the retent1on of an off1c1al record for h1stoncal purposes Records serve as the Agency's memory, they are of cnt1cal Importance 1n ensunng that the organ1zat1on cont1nues to funct1on effectively and eff1c1ently 15 Not all documentary matenals used by NNSA and 1ts agents are records Examples of documentary matenals that are non-record 1nclude library and reference matenals, stocks of publications and processed documents ma1nta1ned for d1stnbut1on, extra cop1es of documents made or acqu1red only for conven~ence of reference (often called techn~cal reference matenals), and personal papers 16 Records should be managed as an Agency asset throughout the1r life cycle, wh1ch cons1sts of three bas1c stages creat1on, active mamtenance and use, and d1spos1t1on The records life cycle 1s 1n1t1ated by the creat1on, collect1on or rece1pt of records 1n the form of data or documents 1n the course of carry1ng out NNSA's adm1n1strat1ve and programmatic respons1b1llt1es The life cycle cont1nues through the processing and act1ve use of the 1nformat1on 1n the record, unt1l the record 1s determined to be mact1ve The f1nal step 1n the life cycle 1s d1spos1t1on wh1ch frequently Includes transfer to 1nact1ve storage, destruction, or the transfer of the custody of permanent records to the Nat1onal Archives 17 As records move through the 1nformat1on life cycle, they requ1re management by "sponsors" who create them, or cause them to be created, and who are NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 5 responsible for the1r cont1nued ma1ntenance and d1spos1t1on, users who have a need for the 1nformat1on 1n the records, and custodians who have phys1cal custody of the record at vanous stages 1n the life cycle 18 NNSA organ1zat1ons, staff, and the1r agents who create, ut1llze, and acqu1re custody or possess1on of Agency records do not thereby reta1n a propnetary Interest 1n such records Off1c1al Agency records are public assets and belong to the Government, not to Programs by v1rtue of the1r possession or to 1nd1v1duals by v1rtue of the1r pos1t1on as Agency off1c1als Penalt1es for the Willful and unlawful destruction, removal from f1les and pnvate uses of off1c1al records are found 1n 18 usc 2071 19 Records management IS def1ned 1n 36 CFR Chapter 12 as plann~ng, controlling, d1rect1ng, organ1z1ng, tra1n1ng, promot1ng, and other managenal act1v1t1es Involved w1th respect to records creat1on, records maintenance and use, and records d1spos1t1on 1n order to ach1eve adequate and proper documentation of the pollc1es and transactions of the Federal Government and effect1ve and econom1cal management of agency operations 20 NNSA 1s requ1red under Federal statute (44 U S C 31) to establish a records management program, defined as a planned, coordinated set of pollc1es, procedures, and act1v1t1es needed to manage an agency's recorded 1nformat1on Essential elements 1nclude 1ssu1ng up-to-date records management program d1rect1ves, properly tra1n1ng those responsible for 1mplementat1on, and carefully evaluat1ng the results to ensure adequacy, effectiveness, and eff1c1ency 36 CFR Chapter 12 and OMB Circular A-130, Management of Federal Information Resources, requ1re that agenc1es Integrate records management 1nto the overall 1nformat1on resources management (IRM) program

IV RESPONSIBILITIES A The Assoc1ate Adm1n1strator, Management and Adm1n1strat1on 1s responsible for 1ssu1ng th1s policy for management of NNSA Records B The Director, NNSA Serv1ce Center 1s responsible for ensunng that the 1mplementat1on of th1s policy and compliance w1th 1ts prov1s1ons NNSA Policy Letter - NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY PageS C The Manager, Information Technology Department (lTD) 1s responsible for ensunng 1 Records management requirements and pollc1es are Incorporated mto the NNSA's overall IT/1M policy and plann~ng 2 Des1gnat1on of a Records Management Program Off1cer (RMPO) responsible for • Lead1ng and manag1ng the NNSA-w1de records management program • Adv1s1ng the lTD on records management 1ssues and developing NNSA-w1de records management pollc1es, procedures, gUidance and tra1n1ng matenals • Coord1nat1ng the approval of the NNSA's records d1spos1t1on schedules and the transfer of records to the Nat1onal Arch1ves • Coord1nat1ng records management 1ssues, through the DOE Records Off1cer, w1th other Federal agenc1es, 1nclud1ng Federal overs1ght agenc1es, such as the Off1ce of Management and Budget (OMS), Nat1onal Arch1ves and Records Adm1n1strat1on (NARA), and the General Serv1ces Adm1n1strat1on (GSA) • Prov1d1ng techn~cal adv1ce and tra1n1ng to all NNSA organ~zat1ons on estabhsh1ng and ma1nta1n1ng effect1ve records management programs • Serv1ng as the NNSA V1tal Records Officer and coord1nat1ng w1th the NNSA's emergency management program 3 NNSA-w1de pollc1es and gUidance are promulgated and communicated to NNSA elements that reflect records management m1ss1ons and goals, and mcorporate Federal requirements 4 A RMPO and other records management contact po1nts are designated as requ1red by regulations NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page7 5 Ass1gnment of overall respons1b1llty for the records management aspects of centrally prov1ded 1nformat1on technology Infrastructure, 1nclud1ng NNSA-w1de local area network appl1cat1ons 6 That Semor NNSA staff 1s aware of the1r records management respons1b1llt1es 7 Penod1c evaluations of records management programs are conducted w1th1n the NNSA as part of the NNSA's IT/IM rev1ew and overs1ght program 8 Schedule all records and request schedules for any records that do not have a correspondmg schedule D Managers of S1te Offrces, Heads of NNSA Headquarters Elements, Department Managers and Supervrsors are responsible for 1 Des1gnat1ng a Records L1a1son Off1cer (RLO) to act as lla1son w1th the RMPO and manage the records management programs (e g, 1nputt1ng automated records, updat1ng diVISIOn Indexes, prepanng destruct1on lists) of the1r respect1ve elements 2 Implementing a records management program w1th1n the1r area of respons1b1llty to accomplish the obJectives 1dent1f1ed 1n Federal regulations and NNSA pollc1es and procedures Program components 1nclude respons1b1llt1es for • ldent1fy1ng record keep1ng requirements for maJor programmatic and adm1mstrat1ve records senes 1n all med1a • Evaluating the value of records w1th1n the1r span of respons1b1llty to serve as a bas1s for ass1gmng records retention and d1spos1t1on 1nstruct1ons and Implementing the most respons1ve and cost­ effective means for manag1ng them NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY PageS • Developing standardized f1le plans and 1ndex1ng approaches where appropnate to s1mphfy the use of, access to, and 1ntegrat1on of 1nformat1on w1th1n the organ1zat1on

• Inventorying and scheduling records created and ma1nta1ned by the orgamzat1on • Implementing approved records d1spos1t1ons, wh1le ensunng that no records are destroyed without proper authonzat1on as spec1f1ed 1n the Federal Records Act • Systematically rev1ew1ng records d1spos1t1on schedules, f1le plans, and procedures on a tnenmal bas1s to ensure that they are current and updat1ng them as necessary • Conduct1ng a program of regular Internal records management rev1ews to ass1st programs 1n 1mplement1ng appropnate records management procedures • Ass1st1ng 1n planmng and 1mplement1ng 1nformat1on management technology and rev1ew1ng and approv1ng the purchase of records management equ1pment and serv1ces • Implementing a v1tal records program • Prov1d1ng overs1ght of contractors manag1ng off1c1al NNSA records • Prov1d1ng records management bnef1ngs for all managers w1th1n the1r orgamzat1ons 3 Develop1ng records management overs1ght roles and commumcat1on networks w1th all program umts 1nclud1ng s1te off1ces and other facrlrt1es to ensure that the records management program 1s Implemented at all s1tes under the1r program JUnsd1ct1on 4 Develop1ng and d1ssem1nat1ng d1rect1ves and operat1ng procedures, as needed, to supplement NNSA-w1de polrcy to meet the umque records management needs of the1r orgamzat1ons and to support a records management program w1th1n the organ1zat1on NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page9 5 Ensunng that the1r programs are properly documented and that records created by the1r programs are managed accord1ng to relevant regulations and pollc1es E Information System Managers (program managers) are responsible for 1 Overseemg the creat1on and use of electromc records 1n keep1ng With federal regulations and NNSA policy Th1s Includes coordmat1on w1th the records off1cer to establish record keep1ng reqUirements 1ncludmg a retent1on penod and to Implement authonzed d1spos1t1on mstruct1ons for system 1nformat1on and documentation 2 Coord1natmg w1th records officers to develop spec1f1c 1nformat1on resource management plans to meet future system Information needs F NNSA staff and agents of NNSA are responsible for 1 Conducting work 1n accordance w1th Federal records management regulatrons and the NNSA's records management policy and procedures 2 Creatrng and managrng the records necessary to document therr offrcral actrvrtres Thrs rncludes creatrng appropnate records documentrng meetrngs, conversatrons, electromc marl messages, telephone calls and other forms of commumcatron that affect the conduct of offrcral NNSA busrness 3 Only destroyrng records rn accordance wrth approved records drsposrtron schedules and never remove records from the NNSA wrthout authonzatron 4 Frllng personal papers and non-record matenals separately from offrcral records NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY V References 1 5 U S C 552 (The Freedom of Information Act as amended) 2 5 U S C 552a (The Pnvacy Act of 197 4) 3 5 U S C 553 (Adm1n1strat1ve Procedures Act) 4 5 CFR 1320 16 (Collection of 1nformat1on prescnbed by another agency) 5 5 CFR 1320 17 (Interagency report1ng) 6 18 USC 2071 (Destruction of Records) Page 10 7 18 U S C 2701-2707 (The Electronic Commun1cat1ons Pnvacy Act of 1986) 8 31 U S C 1101 et seq (Budget and Accounting Procedures Act of 1921) 9 44 USC 29 (Records Management by the Arch1v1st of the Un~ted States and the Adm1n1strator of General Serv1ces)

10 44 USC 31 (Records Management by Federal Agenc1es) 11 44 USC 33 (Disposal of Records) 12 44 U S C 35 (Paperwork Reduction Act of 1980, as amended) 13 44 U S C 3504( e) (Paperwork Reduct1on Reauthonzat1on Act of 1995) 14 36 CFR 1220 to 1238 (Records Management) 15 41 CFR 201-6 to 201-11 (Records Management) 16 OMB C1rcular A-130, Management of Federal Information Resources 17 Applicable Federallnformat1on Process1ng Standards (FIPS) publications VI DEFINITIONS Def1n1t1ons are taken from A Federal Records Management Glossary (1993), published by the Nat1onal Arch1ves and Records Adm1n1strat1on NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 11 1 "Adequacy of Documentation" IS a standard of suffiCiently and properly recording act1ons and/or dec1s1ons 2 "Adm1n1strat1ve Records," as used 1n th1s d1rect1ve, are the records that reflect rout1ne, trans1tory, and Internal housekeeping act1v1t1es relat1ng to subJects and functions common to all off1ces Examples 1nclude tra1n1ng, personnel, and travel reimbursement f1les 3 "Agency" IS the Nat1onal Nuclear Secunty Adm1n1strat1on (NNSA) 4 "D1spos1t1on Schedules" are documents that prov1de cont1nuous authonty to dispose of recurnng senes or systems of records, or to transfer them to the Nat1onal Arch1ves and 1ts nat1onal network of NARA Reg1onal Storage Fac1llt1es 5 "F1Ie" 1s an arrangement of records The term 1s used to denote papers, photographs, photographic cop1es, maps, mach1ne-readable 1nformat1on, or other recorded 1nformat1on regardless of phys1cal form or charactenst1cs, accumulated or ma1nta1ned 1n f1llng equ1pment, boxes, or machine-readable, or on shelves, and occupy1ng off1ce or storage space 6 "F1Ie Plan" 1s (1) a plan des1gnat1ng the phys1callocat1on(s) at wh1ch an Agency's f1les are to be ma1nta1ned, the spec1f1c types of f1les to be ma1nta1ned there, and the organ~zat1onal element(s) hav1ng custodial responsibility, or (2) a document conta1n1ng the 1dent1fy1ng number, t1tle or descnpt1on, and d1spos1t1on of f1les held 1n an off1ce 7 "Ftllng System" 1s a set of pollctes and procedures for orgamztng and 1dent1fytng f1les or documents to speed the1r retneval, use and d1spos1t1on May be e1ther manual or automated Somet1mes called a record keep1ng system 8 "Inventory" 1s a survey of Agency records and non-record matenals conducted pnmanly to develop records schedules and also to 1dent1fy vanous records management problems, such as Improper applications of record keep1ng technology 9 "Nat1onal Archives and Records Adm1n1strat1on" (NARA) establishes pohc1es and procedures for manag1ng U S Government records NARA ass1sts Federal agenc1es 1n document1ng the1r act1v1t1es, adm1n1stenng records management programs, scheduling records, and ret1nng non-current records to Federal NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 12 records centers, and conducts penod1c evaluations of Agency programs for compliance 10 "Non-record Matenals" are US Government-owned 1nformat1onal matenals excluded from the legal def1n1t1on of records Non-record matenal IS of short-term Interest w1th no documentary or ev1dent1al value A non-record copy Includes the following 1tems and may be destroyed when no longer requ1red for current operat1ons Examples Include extra cop1es of documents kept only for convemence of reference, stocks of publications and of processed documents, and library or museum matenals Intended solely for reference or exh1b1t1on

11 "Off1c1al Agency Records" are the documentation, 1nclud1ng all background matenals, result1ng from spec1f1c transactions, operations or processes that are accumulated and ma1nta1ned 1n f1llng equ1pment Off1c1al Agency records Include 1nformat1on recorded on any med1um 1nclud1ng paper, m1croform, cards, f1lm, aud1otape, opt1cal d1sk, or magnet1c med1a 12 "Personal Papers" are papers of a pnvate or nonoff1c1al character wh1ch pertain only to 1nd1v1duals personal affa1rs These records must be clearly designated by the 1nd1v1dual and f1led separately from off1c1al records 13 "ProgrammatiC Record" refers to records created, rece1ved, and ma1nta1ned by NNSA 1n the conduct of 1ts m1ss1on funct1ons for wh1ch the Agency IS accountable The term 1s used 1n contrast to adm1n1strat1ve, housekeeping, or fac1lltat1ve records 14 "Record keep1ng Requirements" are statements 1n statutes, regulations, or d1rect1ves that prov1de general and spec1f1c 1nformat1on on particular records to be created and ma1nta1ned by the Agency 15 An off1c1al record has 1nformat1onal or ev1dent1al value It 1s created or rece1ved 1n connect1on w1th the transaction of Government Bus1ness 1n any phys1cal form Examples of records are books, papers, mach1ne readable matenals, or other documentary matenals, regardless of phys1cal form or charactenst1cs, made or rece1ved by an agency of the U S Government under Federal law or 1n connect1on w1th the transact1on of public bus1ness and preserved or appropnate for preservation by that agency or 1ts leg1t1mate successor as ev1dence of the orgamzat1on, functions, pollc1es, dec1s1ons, procedures, operations, or other NNSA Policy letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 13 act1v1t1es of the Government or because of the 1nformat1onal value of the data 1n them (44 U S C 3101, Def1n1t1on of Records) 16 "Records Management" refers to the planmng, controlling, d1rect1ng, orgamz1ng, tra1mng, promot1ng, and other managenal act1v1t1es Involved w1th respect to records creat1on, records maintenance and use, and records d1spos1t1on 1n order to ach1eve adequate and proper documentation of the pollc1es and transactions of the Federal Government and effective and economical management of agency operat1ons 17 "Records Management Program" refers to the planned, coordinated set of pollc1es, procedures, and act1v1t1es needed to manage an agency's recorded 1nformat1on Encompasses the creat1on, maintenance and use, and d1spos1t1on of records, regardless of med1a Essential elements Include 1ssu1ng up-to-date program d1rect1ves, properly tra1mng those responsible for 1mplementat1on, and carefully evaluat1ng the results to ensure adequacy, effectiveness, and eff1c1ency 18 "Records Senes" are f1le umts or documents arranged according to a f1llng system or kept together because they relate to a particular subject or funct1on, result from the same act1v1ty, document a spec1f1c k1nd of transaction, take a part1cular form, or have some other relat1onshtp ans1ng out of the1r creat1on, rece1pt, or use, such as restnct1ons on access and use Also called a record senes 19 There are two types of V1tal Records, Legal and F1nanc1al R1ghts records, and Emergency Operating Records Both must be protected and are essential to the operation of the orgamzat1on, the cont1nuat1on and/or resumption of operations follow1ng a d1saster, the recreat1on of legal or f1nanc1al status of the orgamzat1on, and the fulfillment of 1ts obllgat1ons to stakeholders, and employees 1n the event of a d1saster

20 "V1tal Records Program" means the pollc1es, plans, and procedures developed and Implemented and the resources needed to 1dent1fy, use, and protect the essent1al records needed to meet operational respons1b1llt1es under nat1onal secunty emergencies or other emergency or d1saster cond1t1ons or to protect the Government's nghts or those of 1ts c1t1zens Th1s 1s a program element of the Agency's emergency management program NNSA Policy Letter NNSA RECORDS MANAGEMENT BUSINESS and OPERATING POLICY Page 14 u "Weapons Program Records" are the Defense Programs records that have an approved records schedule 1n compliance w1th Nuclear Weapons Schedule 3 D1stnbut1on Deputy Adm1n1strators Associate Adm1n1strators S1te Off1ce Managers Staff Directors :t:tff~ Assoc1ate Adm1n1strator for Management and Adm1n1strat1on NNSA Policy Letter