Records Management Level One
Topics for Discussion Definition of a Record What is a Public Record Public Records Include Legal Requirements for Records Retention What is a Records Disposition Schedule General Records Disposition Schedule Legal Requirements for Destruction of Records Storage of Records
What is a Public Record? Public records include documents, books, papers, photographs, computer tapes or disks, electronic mail, video or audio recordings. Public Records are defined by Oklahoma Statutes at 67 O.S. Sec. 203. If you are not sure whether a record is actually a public record, treat it as if it were and ask for verification by contacting the OSDH Records Coordinator.
Public Records May Include: A document received or created by an agency in connection with the transaction of public business; Information that contains value as evidence of an agency’s function, policies, decisions, procedures, operations, mission, programs, projects or activities; Information fulfilling regulatory record keeping requirements; and, A document that contains a business action such as: what happened, what was decided, what advice was given, who was involved, when it happened, the order of events and decisions.
Legal Requirements of Records Retention 67 O.S.§210(OSCN 2001), Preservation of State Records, Records Management Act “Except as otherwise provided by law, no state record shall be destroyed or otherwise disposed of unless it is determined by the Archives and Records Commission that the record has no further administrative, legal, fiscal, research, or historical value.”
What is a Records Disposition Schedule? The records disposition schedule authorizes retention periods for all agency records. Schedules are compiled from inventories that identify the title and function of all records created or received by OSDH and listing them in an arrangement reflecting our organizational structure.
General Records Disposition Schedule In addition to the OSDH records disposition schedules, the Archives and Records Commission issues the General Records Disposition Schedule (GRDS) for state agencies. The GRDS provides uniform dispositions for records common to state agencies.
Legal Requirements for Destruction of Records Conditions for Records Destruction (67 O.S. §209) To legally destroy records, the records must be scheduled on the General Records Disposition Schedule (GRDS) or an OSDH Records Disposition Schedule (ARDS). A “Request for Approval to Destroy Records” must be submitted to the Department of Libraries 30 days in advance. Approval must be received from the State Records Administrator before records are destroyed.
Storage Records should be stored in accordance with direction found in the disposition schedule. Like records should be stored together and identified. The ability to retrieve a document when needed is crucial. If multiple boxes, indicate by 1 of 4, 2 of 4, etc.
Storage of Records in the Warehousing Area Records can be stored in the Warehouse designated by Building Administration. In order to be accepted for storage by the Warehouse records: Must be current and in accordance with the disposition schedule. Must be stored in proper storage boxes. Must be labeled with the Authorized Storage Record Warehousing Form ODH-40.
Authorized Storage Record Warehousing Form ODH-40 AUTHORIZED STORAGE RECORD WAREHOUSING Program Area: _______________________________ Phone Number: __________________ Records Custodian: __________________________ _________________________________ Print Name Signature Description: __________________________________________________________________ _____________________________________________________________________________ Confidential: Yes No Records Disposition Schedule #: __________________ Series #: _______________________ Date Stored: ___________ Destruction Date: ___________ Recycle Date: ______________ Location: First Floor Basement Sub-Basement Other Shelf #: ____________ White– Placed on item to be put in storage Yellow – To be retained by Records Custodian. Pink - Inventory ODH-40 Form