DoD Directives
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OFFICE OF THE SECRETARY OF DEFENSE |
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1950 DEFENSE PENTAGON |
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Administration |
May 24, 1979
Incorporating Change 81-1, June 12, 1981
ADMINISTRATIVE INSTRUCTION NO. 22
SUBJECT: Automatic Data Processing Records Management
References: (a) Federal Property Management Regulations, Chapter 101, "Program Implementation" (41 CFR S 101-11.210-4)
(b) Federal Property Management Regulations, Chapter 101, "Care and Handling of Magnetic Computer Tape" (41 CFR S 101-32.12)
(c) Administrative Instruction No. 15, "OSD Records Management Program," January 11, 1978
(d) Federal Property Management Regulations, Chapter 101, "Machine-Readable Records" (41 CFR S 101-11.411-6)
1. PURPOSE
This Instruction assigns responsibilities and establishes procedures and standards for Automatic Data Processing (ADP) Records Management, as required by reference (a).
2. APPLICABILITY
The provisions of this Instruction apply to the Office of the Secretary of Defense and activities administratively supported by the Washington Headquarters Services (hereafter referred to as "OSD Components"). It does not include the Organization of the Joint Chiefs of Staff.
3. DEFINITIONS
3.1. User's Handbook. A document designed for each ADP system to facilitate the relationship between the computer center and the customer. It contains a narrative description of the system in nontechnical terms and includes flow charts, descriptions of data elements, report formats, input and output schedules, responsibilities and similar information.
3.2. Program Documentation. A description of the program and facilities used; program design in the form of flow charts; decision tables; program coding; operating instructions; testing procedures and listings.
4. RESPONSIBILITIES
4.1. The Records Administrator, WHS, shall administer the ADP Records Management Program, and shall:
4.1.1. Serve as the OSD point of contact and as the office of record.
4.1.2. Determine the disposition schedules of ADP applications, ensuring proper documentation and coordination with all interested parties.
4.1.3. Provide liaison with the General Services Administration, National Archives and Records Service, on ADP records matters.
4.1.4. Assist the OSD Components in completing the necessary ADP inventory forms (enclosures 1 and 2).
4.2. The Director for Computer Support, WHS, shall:
4.2.1. Ensure that proper program documentation and user handbooks are provided by the ADP service facility and issued for OSD ADP programs.
4.2.2. Ensure that standards for tape library operations are observed by ADP facilities providing OSD services. This includes periodic testing by the ADP facility of representative samples of tapes scheduled for long term retention. Tapes stored in backup locations should similarly be tested on a regular basis, and maintained in the proper environment as prescribed in the FPMR (reference (b)).
4.2.3. Provide technical advice, if required, to assist the Records Administrator and the user in determining the retention schedule of all ADP applications processed for the OSD. Administrative Instruction No. 15, page 16-1 (reference (c)), prescribes retention schedules for ADP (machine-readable records).
4.3. The OSD Components shall:
4.3.1. Coordinate with the Records Administrator in determining the retention schedule for magnetic media (tapes or disk packs) used in all ADP applications processed for their use.
4.3.2. Complete GSA Form 7036 (enclosure 1), as prescribed by Administrative Instruction No. 15 (reference (c)). Submit the completed form to the Records Administrator for each new ADP application.
4.3.3. Ensure the proper disposition of tapes, cards or disk packs data generated for their programs.
4.3.3.1. Tape, card or disk files scheduled for permanent retention and transfer to the National Archives will be documented as required by the FPMR (reference (d)).
4.3.3.2. For this purpose, GSA Form 7091 (enclosure 2) should be completed with the technical assistance of the servicing ADP facility and forwarded to the OSD Records Administrator for processing.
4.3.3.3. Tapes for nonpermanent records will be released by the OSD Component ADP monitor only in accordance with a predetermined schedule and the FPMR and Administrative Instruction No. 15 (references (a) and (c)).
5. EFFECTIVE DATE
This Administrative Instruction is effective immediately.
Enclosures - 2
E1. GSA Form 7036
E2. GSA Form 7091
E1. ENCLOSURE 1
GSA FORM 7036
E2. ENCLOSURE 2
GSA FORM 7091
