Process Improvement: Managing Paper Flow Training Course

In today’s professional environment, we handle a massive volume of information. While digital systems are prevalent, a significant portion of our critical data still exists on paper. Managing this paper flow is not merely a matter of administrative organization; it is a fundamental legal and ethical responsibility. This course provides a comprehensive guide to the lifecycle of paper documents within federal agencies, ensuring that every employee understands how to handle information responsibly, legally, and securely.

We begin by establishing a clear definition of what constitutes a federal record according to the National Archives and Records Administration (NARA). Participants will learn that a record is not just a final report—it includes drafts, printed emails, handwritten meeting notes, and photographs that document agency activities or decisions. Understanding this definition is the first step in recognizing your legal duty to manage information according to established federal schedules.

A major focus of this training is the protection of personal privacy under the Privacy Act of 1974. You will learn to identify Personally Identifiable Information (PII), such as Social Security numbers and medical records, and understand the strict "need to know" requirements for sharing such data. We emphasize practical security controls, such as the "clean desk" policy, to ensure that sensitive documents are never left unattended or vulnerable to unauthorized access.

Furthermore, this course demystifies the retention and disposal process. Every federal record is governed by a mandatory Records Schedule that dictates how long it must be kept and whether it is destined for the National Archives or permanent destruction. Finally, we cover the rigorous physical standards for disposal. When a document reaches the end of its lifecycle, simply tearing it in half is insufficient. Following NIST and FTC guidelines, we detail approved methods—such as cross-cut shredding, burning, and pulverizing—to ensure that sensitive government information is rendered completely unrecoverable. By the end of this session, you will serve as an effective first line of defense in protecting government accountability and individual privacy.

This program is available with Spanish and French closed captions.