Newport News Shipbuilding’s Records Management Program, administered by Office Services (O14), includes documented procedures and facilities for the controls needed for identification, indexing, retention, storage, protection, retrieval, and disposition of records for each division and department. SSP Q-1014 documents and provides the requirements for the operation of NNS’ Records Management Program.

Test your knowledge to dispel these myths regarding management of NNS records.

• Myth: Records Management will not be needed in a paperless company.
  Myth Dispelled: A company can only survive without records management if records retrieval is not needed, if it is never subjected to subpoenas and/or investigations and property claims are never filed.
• Myth: Records Management programs are self-explanatory and training is not
  Myth Dispelled: Training is always required. All primary and secondary records coordinators are required to complete web-based records coordinator training – and attend the annual instructor-led records coordinator training.
• Myth: Only old records can/should be destroyed.
  Myth Dispelled: Each department is required to develop a retention schedule to identify its records, and to retain the records in accordance with the associated retention periods.
• Myth: Departmental retention schedules cover paper records only.
  Myth Dispelled: Retention schedules are not media-specific and cover all records, both electronic and non-electronic, that are generated or received by individuals within the company in connection with transacting company business or meeting legal obligations.
• Myth: Records Management programs only manage originals.
  Myth Dispelled: Originals and copies both fall within the scope of Records Management programs, as the legal discovery/e-discovery process includes both.
• Myth: Records Management simply equates to filing records for later storage.
  Myth Dispelled: The value of a record is in its content. The focus is on the management and content of records, as they can be either an asset or a liability – if not properly retained.
• Myth: Departmental retention schedules, once developed and approved, are static.
  Myth Dispelled: All retention schedules require review. Annually, Records Management initiates a review of all retention schedules. Additionally, all departments are required to notify Records Management of changes to retention schedules as they occur.
• Myth: The Records Destruction Review process is not formalized.
  Myth Dispelled: Semi-annually, Records Management initiates Records Destruction Reviews (for records stored within NNS’ Records center). Additionally, departments are required to identify and process its on-site records for destruction/destruction approval that have exceeded their approved retention period or periods.