1220 (MT934.DD) P
EMAIL TRANSMISSION – 03/14/11
Instruction Memorandum No. MT-2011-035
To: All Montana/Dakotas Employees
From: State Director
Subject: Continuing Records Freeze
Program Area: Records Management. All employees are responsible for records management.
Purpose: The purpose of this Instruction Memorandum (IM) is to remind employees of the ongoing policy associated with the current records freeze.
Policy/Action: In 2002, the Department of the Interior (Department) placed a freeze on the disposition of ALL RECORDS across the Department. This IM serves as notification of the continuing policy, as established by the Department, that official records cannot be destroyed. Records due for disposal in accordance with the BLM’s General Records Schedule should be shipped to the Federal Records Center (FRC) for continued management and temporary storage. Records stored at the FRC remain Bureau of Land Management (BLM) records and can be recalled as needed on either a temporary or permanent basis.
The policy applies to records in all media -- paper, electronic, video, audio, photographs, machine readable material -- just to name a few. Unauthorized destruction of agency records will lead to disciplinary action.
Timeframe: This IM is in effect until further notice.
Budget Impact: Records that are due for disposal in accordance with the BLM’s General Records Schedule should be shipped to the FRC for continued management and storage. Budget impact associated with FRC storage is managed at the Washington Office. If temporary commercial storage facilities are required, there may be a minimum budget impact.
Background: In response to a district court’s Temporary Restraining Order dated April 18, 2002, and at the request of the Department of Justice, the Department placed a freeze on the disposition of ALL RECORDS across the Department. The freeze on the destruction of ALL RECORDS continues in effect until further notice. The records freeze does not apply to only certain records; it applies to ALL RECORDS. Non-records can continue to be destroyed. If it is unclear if a document is a record or non-record, please see Attachment 1 or contact your local records manager.
Prior to any records shipment, coordinate with the State Records Administrator in order to meet current BLM shipment guidelines.
Manual/Handbook Sections Affected: None
Coordination: This IM was coordinated with the Montana/Dakotas district and field office records managers and administrative officers.
Signed by: Authenticated by:
Jamie E. Connell Lynnell Cellmer
State Director Staff Assistant (MT932)