USAID Records Management Exit Checklist for Employees USAID employees are required to complete the USAID Records Management Exit Checklist, before separation or transfer. Records are the property of the Federal government, and personnel must fill out this checklist to ensure that the records in their custody are properly identified, maintained, and transferred to appropriate personnel before departure. Please fill out completely and maintain the original within the Bureau/Mission/Independent Office. A completed copy of this form must be provided to the Office of Capital Talent Management (HTCM) when exiting the agency. Office: Name: Job Phone Number: Agency: Separation Transfer B/IO/Mission: Exit Date: Other: Records to Review Electronic Records Paper Records Electronic records including must be Paper records of completed, ongoing, and pending transferred from hard drives, portable electronic activities must be transferred to your supervisor storage devices, etc. to an accessible recordkeeping and/or successor. system. Yes No N/A Yes No N/A Have you separated all official electronic Have you separated all official records records from non-record materials and from non-record materials and disposed of 1. disposed of and/or removed non-record 8. and/or removed non-record materials materials according to the disposition according to the disposition schedules? schedules? Have you identified all electronic records in your custody? (Includes pending/open work Have you identified all paper records in your 2. and records stored on collaboration tools such 9. custody, including pending or open work? as Huddle and Google Drive.) Have you transferred all electronic records in Do you have any records in your custody related to the your possession to an accessible 3. following? If yes, provide list of the records and location in recordkeeping system and/or your supervisor comments. and/or successor? Freedom of Information Act (FOIA) request 10. If you have electronic documents on government-furnished equipment (GFE), have Audit 4. you made them accessible or transferred them Litigation Hold to your supervisor and/or successor? Congressional Inquiry If you have electronic documents on personal electronic devices, have you transferred them 5. to an accessible recordkeeping system or to your supervisor and/or successor? Have you transmitted all official records created or received on any personal messaging platforms so that they are retrievable and accessible? Email 6. Text messaging Chat/instant messaging Other (specify) If your records are access restricted, have you removed passwords or provided the password 7. to your supervisor and/or successor?
USAID Records Management Exit Checklist for Employees USAID employees are required to complete the USAID Records Management Exit Checklist, before separation or transfer. Records are the property of the Federal government, and personnel must fill out this checklist to ensure that the records in their custody are properly identified, maintained, and transferred to appropriate personnel before departure. Please fill out completely and maintain the original within the Bureau/Mission/Independent Office. A completed copy of this form must be provided to the Office of Capital Talent Management (HTCM) when exiting the agency. Name: Office: Job Phone Number: Separation Transfer Agency: B/IO/Mission: Exit Date: Other: Records to Review Electronic Records Paper Records Electronic records including must be transferred from hard drives, portable electronic storage devices, etc. to an accessible recordkeeping system. Paper records of completed, ongoing, and pending activities must be transferred to your supervisor and/or successor. Yes No N/A Yes No N/A 1. Have you separated all official electronic records from non-record materials and disposed of and/or removed non-record materials according to the disposition schedules? 8. Have you separated all official records from non-record materials and disposed of and/or removed non-record materials according to the disposition schedules? 2. Have you identified all electronic records in your custody? (Includes pending/open work and records stored on collaboration tools such as Huddle and Google Drive.) 9. Have you identified all paper records in your custody, including pending or open work? 3. Have you transferred all electronic records in your possession to an accessible recordkeeping system and/or your supervisor and/or successor? 10. Do you have any records in your custody related to the following? If yes, provide list of the records and location in comments. 4. If you have electronic documents on government-furnished equipment (GFE), have you made them accessible or transferred them to your supervisor and/or successor? Freedom of Information Act (FOIA) request Audit Litigation Hold Congressional Inquiry 5. If you have electronic documents on personal electronic devices, have you transferred them to an accessible recordkeeping system or to your supervisor and/or successor? 6. Have you transmitted all official records created or received on any personal messaging platforms so that they are retrievable and accessible? Email Text messaging Chat/instant messaging Other (specify) 7. If your records are access restricted, have you removed passwords or provided the password to your supervisor and/or successor?
AID%20502-2%20-%20Exit%20Checklist%20for%20Employees.docx