The NASA Records Database, comprising a Web-based application program and a database, is used to administer an archive of paper records at Stennis Space Center. The system begins with an electronic form, into which a user enters information about records that the user is sending to the archive.

The form is "smart": it provides instructions for entering information correctly and prompts the user to enter all required information. Once complete, the form is digitally signed and submitted to the database. The system determines which storage locations are not in use, assigns the user's boxes of records to some of them, and enters these assignments in the database. Thereafter, the software tracks the boxes and can be used to locate them. By use of search capabilities of the software, specific records can be sought by box storage locations, accession numbers, record dates, submitting organizations, or details of the records themselves. Boxes can be marked with such statuses as checked out, lost, transferred, and destroyed. The system can generate reports showing boxes awaiting destruction or transfer. When boxes are transferred to the National Archives and Records Administration (NARA), the system can automatically fill out NARA records-transfer forms. Currently, several other NASA Centers are considering deploying the NASA Records Database to help automate their records archives.

This program was written by Christopher Callac and Michelle Lunsford of Lockheed Martin Corp. for Stennis Space Center. Inquiries concerning rights for the commercial use of this invention should be addressed to

the Intellectual Property Manager
Stennis Space Center
(228) 688-1929.

Refer to SSC-00195.

NASA Tech Briefs Magazine

This article first appeared in the June, 2005 issue of NASA Tech Briefs Magazine.

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