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DOE Office |
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Date of last assessment: October 2000
The Information Management
functional area received an overall "Excellent” rating in the 2000 Annual
Appraisal Performance Report. Archives and Records Management is one facet of
Information Management, and individually received a rating of
“Satisfactory,” primarily because the individual performance measures for
Records Management were not jointly developed and approved until July 2000, and
were developed to cover a sixteen month (or two assessment year) span.
This report is a narrative
summary of the effort made towards achieving the performance measures
established and agreed to with DOE/OAK for FY 2000-2001, and are part of the
larger IM effort to address customer satisfaction, cost efficiency and contract
compliance.
Identification of Self-Assessment Report Staff
Scope of Self-Assessment
Status of Open Items from 2000 Review
As the specific performance measures were meant to cover two assessment years, progress on the measures agreed to in July 2000 carried over into FY 2001. As in the past, The Archives and History Office and Records Management continue to keep each other informed of their respective activities, and often work in tandem to meet customer needs.
Discussion of Individual Performance Objectives
Performance Objective/Measure
The Information Management area functions as a resource to
improve the quality of its services, to add value to scientific programs and
customer services, and as a tool to improve work processes. IM services will be
made available rapidly and cost effectively and will be made available to the
public, industrial partners and stakeholders as appropriate.
Assumptions: For
the purpose of this self-assessment, the IM functional area elements affected by
this performance objective/measure are Archives and Records Management. Because
many of our functions overlap, we believe it is most efficient and logical to
combine the two areas into one self-appraisal.
Process used to meet objective/measure: As stated in the
introduction, goals were project-oriented and set for two years, FY00 and FY01.
This self-assessment will present the continued progress that was made during
FY01 towards revitalizing the Records Liaison program and identifying the record
copies of engineering drawing databases.
Findings:
Productivity
Improvement:
Work
continued during FY01 on identifying the engineering drawing databases and
revitalizing the Records Liaison program. In
meetings with the creators and custodians of the drawings databases, the various
databases were identified and information gathered on how the drawings entered
the system, their status, use, and retrieval capabilities.
When the “as built” drawings reach document control, they are
transferred to microfilm and eventually transferred to the FRC. The electronic
copies remain in the system and are backed up according to SLAC procedure.
Because of the content of the drawings, the records will need to remain
“active” as they are often referenced for building or equipment upgrades.
The databases are the responsibility of the groups creating the information;
Records Management involvement was to determine if there was a duplication of
effort (which there does not appear to be), and to assure that the records, in
whatever format, are maintained and when necessary, stored correctly.
Services that Meet
Customer Needs:
Records Management and the
Archives and History Office in July jointly presented an informational session
for new and current Record Liaisons. The material presented was intended to
reacquaint the liaisons of their record responsibilities to their particular
areas as well as to the lab and DOE. For
both those new to the lab and as a refresher for others, we gave an overview of
the function and purpose of Records Management and the Archives and History
Office, and how we work both separately and jointly to preserve SLAC history and
fulfill our records responsibilities. Using the web, we directed the audience to the various
records schedules, and explained their function and use. Brochures were
distributed that delineate record responsibilities and provide the web addresses
for the various sites discussed. A
question and answer period followed the meeting.
To further enhance Records
Management visibility and provide assistant to the Record Liaisons, work is in
progress to create a Records Management web page separate from, but linked to,
the Archives and History Office website. The website should be finished within
the next few months. Since the meeting, a few groups have requested individual
assistance with their records issues and RM and AO have responded accordingly.
As usual, RM and AO have worked closely to provide records and archiving
help as needed, most often on an “as requested” basis on issues concerning
the transfer to and recall of records with the FRC.
Overall Performance
Customer satisfaction: Archives and History and Records
Management continue to work towards meeting the needs of our customers by
responding in a timely manner to address any record concerns. The presentation
to the RLs and the identification of the drawings databases allowed us to
increase our visibility and remind some of our customers of our function and
responsibility. With the completion
of the new web page, we hope to continue to expand our visibility and make the
SLAC community more aware of our presence and availability to help with records
issues. It is important to us that we continue to meet personally with our
customers to discuss any issues and resolve and record or archives problems on
an as needed basis, and use the Web pages as an enhancement, not a replacement,
for personal service.
Problem Analysis
Root-Cause Analysis
The major barriers to remain is
the lack of financial and manpower resources, as well as time. With budgets
expected to be tightened, there is most likely no immediate help in sight.
However, we will continue to use the resources available to address records
issues as they arise. It is hoped that by continuing to provide the RLs and the
lab with information and resources on records issues, the RLs can become more
knowledgeable about the schedules and their application, and then check with RM
and AO for concurrence.
Barrier(s) to Improvement
Outside of resource restraints, there are no major
barriers.
Improvement Action Plan/Goals
Goals for FY2002
Complete website for Records Management.
Complete agreed-upon Performance Measures for FY 2002
For Questions or comments, Please contact Ziba Mahdavi, Last Updated 10/24/00