Which of the following is considered a federal record

General
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which of the following is considered a federal record

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Which of the following is considered a federal record?

Answer:

A federal record is any documentary material, regardless of its physical form or characteristics, that is created or received by a U.S. federal agency under federal law or in connection with the transaction of public business and preserved or appropriate for preservation as evidence of the agency’s activities or because of the informational value of the data in the document.

To determine which materials are considered federal records, we can refer to the Federal Records Act (44 U.S.C. Chapter 31), which defines federal records broadly to include:

  1. Documents: This includes written or printed materials such as memos, reports, forms, and correspondence.
  2. Electronic Records: Emails, databases, spreadsheets, and other digital formats.
  3. Photographs and Audiovisual Materials: Photographs, films, video recordings, and sound recordings.
  4. Maps and Drawings: Architectural plans, engineering drawings, and maps.
  5. Other Documentary Materials: This can include any other forms of recorded information, regardless of physical form or characteristics.

For example, emails sent or received by federal employees that pertain to official business are considered federal records. Similarly, reports, policy documents, and other materials documenting the decisions and operations of a federal agency are also federal records.

Key Characteristics of Federal Records:

  1. Created or Received by a Federal Agency: The material must be generated or received in the course of conducting federal business.
  2. Preserved for Evidence or Information: The material must be preserved because it provides evidence of the agency’s activities or holds informational value.

Examples of Federal Records:

  • An email from a federal employee discussing policy changes.
  • A memorandum from a federal agency outlining new procedures.
  • A report generated by a federal agency detailing annual performance.
  • Meeting minutes from a federal agency’s official meeting.
  • Photographs documenting federal projects or events.

Non-Examples of Federal Records:

  • Personal emails or communications not related to federal business.
  • Duplicate copies of documents kept for convenience.
  • Non-official social media posts by federal employees.

In summary, federal records encompass a wide range of materials that document the functions, policies, decisions, procedures, and operations of federal agencies. These records are critical for accountability, transparency, and historical preservation.