Records Retention Records Retention What You Need To Know PART ONE: INACTIVE RECORDS (It’s as easy as Pumpkin Pie!)

Slides:



Advertisements
Similar presentations
Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards.
Advertisements

Introduction to Records Management Policy
AS PER FLORIDA STATUTE (1B (10))ALL LOCATIONS MUST ENSURE THAT DESTRUCTION OF RECORDS IS CONDUCTED IN A MANNER THAT SAFEGUARDS THE INTERESTS OF THE.
INACTIVE RECORDS By Jettner & Sickler Consultants, Records Management June, 2005.
Review Questions Business 205
UT Tyler Records Management Training
Records Management for UW-Madison Employees – An Introduction UW-Madison Records Management UW-Archives & Records Management 2012 Photo courtesy of University.
RECORDS MANAGEMENT GFOA Conference September 19, 2014 Atlantic City, NJ Heidi R Brunt, CMR, RMC/CMC Township Clerk- Middletown Township.
Retention and Disposition of Educational Records Eunice G. DiBella, CRM Public Records Administrator Connecticut State Library March 2, 2007.
Records Management at UW-Whitewater Why records management? Life cycle of records Four values – Administrative – Legal – Fiscal – Historical.
Records Management What to Keep and What to Toss.
Records Management at UW-Green Bay Or, I am out of space and just want to throw some things away!
Records and Information Management
Preparing Student Records for Retention Procurement Services May 20, 2013.
RECORDS RETENTION AND DISPOSITION October 30, 2013.
Indiana Commission on Public Records 402 W. Washington St. - Rm. W472 - Indianapolis IN Amy Robinson, Records Analyst
Developing a Records & Information Retention & Disposition Program:
Basic Records Management
Records Management Basic Training
RECORDS MANAGEMENT City of Oregon City “ That was then… this is now!”
Kevin M. O’Sullivan Head of Records Management Texas A&M University Libraries An Introduction to Records Management.
Created May 2, Division of Public Health Managing Records What is a Record? What is a Records Retention & Disposition Schedule? Why is this Important?
Drowning in a Sea of Paper Document Archiving with Technology Presented by: Yvonne J. Gilbert Data Management Specialist Chester County IU #24 (610)
The Office Procedures and Technology Chapter 9 Records Management Systems Copyright© 2007 Thomson/South-Western.
Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.
Records Survey and Retention Schedule Recertification 2011.
Basic Records Management. What we’ll cover Virginia Public Records Act Definitions Understanding and using the LVA General Schedules The schedule cover.
UTA RIMUTA RIM Compliance and Common Sense Compliance: Texas requires all state agencies, city and county governments, school districts, and other government.
Records Management: It’s Not Just Paper
Policies and Procedures Deb Bartlett Joy Faerber Office of Procedures, Records, and Forms Revised May 2015.
Electronic Records Management: What Management Needs to Know May 2009.
Archiving Records Offsite Using the State Records Center (SRC)
Managing the Retention of Electronic Records Ann Marie Przybyla Electronic Records Symposium Region 9, November 2007.
Grateful Shred Day Wednesday, July 22 City of Oregon City.
RECORDS MANAGEMENT Office of Compliance. OBJECTIVES Four main objectives of a Records Management Program: –Increase efficiency of record keeping. –Protection.
1 COMP7780 Update 2010 Fall. RECORDS MANAGEMENT  Records Storage/Filing  Records Retrieval  Records Retention  Records Disposal *When you study this.
State of Michigan Space Optimization Project Recordkeeping Options and Solutions Records Management Services.
An introduction to records management at Clemson University Records Management Office 139 Anderson Hwy, Suite 100 Clemson, S.C
CORPORATE RECORDS RETENTION POLICY TRAINING By: Diana C. Toman, Corporate Counsel & Assistant Secretary.
RECORD RETENTION Arizona State Library, Archives and Public Records.
Washington State Archives “Going Paperless” Presented by: Leslie Koziara, ERMP May 7, 2009 A GUIDE TO WASHINGTON STATE’S APPROVAL PROCESS FOR THE DESTRUCTION.
United States Army Records Management Training Module 1 Part B.
Records Management and Open Government Texas State Library and Archives Commission Presented by Bonnie Zuber.
All Employee Basic Records Management Training. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities.
An introduction to records management at Clemson University Records Center is located at the Library Depot 103 Clemson Research Blvd Anderson, S.C
03/08/1999UT Austin: GSLIS LIS Information Management LIS /8/99 Martha Richardson.
RECORDS MANAGEMENT DEPARTMENT OF THE TREASURY, DIVISION OF REVENUE AND ENTERPRISE SERVICES, RECORDS MANAGEMENT SERVICES.
RECORDS MANAGEMENT Office of Business Affairs. OBJECTIVES Four main objectives of a Records Management Program: –Increase efficiency of record keeping.
Records Management and University Archives at Clemson University.
UT Tyler Records Management Training. Records Management Basic Training What is Records Management? Why is Records Management so important? Who is responsible.
Records Management in Government Prepared by the Information Management Unit Saskatchewan Archives Board.
Fermi National Accelerator Laboratory Vital Records Training September 11, 2013.
State Records Center About the Facility Constructed and designed for records storage Located outside of flood plain with drainage system Fixed shelving.
Records Management Maintaining District Records. Agenda  Role as Department Records Liaison  Records Management Basics  Transferring Records to Records.
 The laws vary from state to state. The California Medical Association website states:  There is no general law requiring a physician to maintain records.
7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 6 Records Retention, Retrieval, and Transfer.
RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 7 Storing, Retrieving, and Transferring Records 1 © 2016 Cengage Learning ®. May not be scanned,
Records Retention and Disposition Naugatuck Valley Community College
UT Tyler Records Management Training
Records Management Basics
Middle School Records Clerks Meeting
Records Management Basics
Records Management at UW-Whitewater
Records Management and University Archives at Clemson University
Records Management and University Archives at Clemson University
The Office Procedures and Technology
Records Management Level One.
Good Spirit School Division
RAMP-TRIM Training modules ppt Training Modules Overview Highlights
The Office Procedures and Technology
Presentation transcript:

Records Retention Records Retention What You Need To Know PART ONE: INACTIVE RECORDS (It’s as easy as Pumpkin Pie!)

Destruction of Public Records Act (PL 1953, c. 410) Defines a “Public Record” as hardcopy, microform, optical, or electronic data created and maintained by a State, County, Local Government Agencies, School Districts, and State Colleges and Universities. Records Retention Schedules must be created for all public records maintained by State, County, Local Government Agencies, School Districts, and State Colleges and Universities. Agencies must obtain prior written authorization from the Division for disposal of public records by submitting a “Request and Authorization for Records Disposal” form.

Records Management Program: Objectives The objectives of a records management program are to make records serve the purposes for which they were created as efficiently and economically as possible, and to provide for proper disposition after they have served their purposes.

Records Inventory A complete and accurate listing of records, whether paper-based, microform, or electronic, that indicates: - How and where it is physically stored - Volume of storage - How it is classified - What its retention period is, if known, or - Its value, to determine retention

Files Management Creation or receipt of documents Analysis: –Is this a record? –If “Yes” what are its retention guidelines? –If “No” use as necessary and dispose of at earliest possible convenience.

Files Management Classify for retrieval Place in appropriate storage Access procedures

Records Retention Schedule

Request & Authorization for Records Disposal

Records Classification Type: Alphabetical Numeric Alpha-numeric Schema: Name Geographic Subject Chronological Function Retention Period

Storage Labeling In order to keep concise and accurate records that can be accessed at any time by anyone who may need them, a consistent naming and storage plan needs to be maintained. We are providing you with sample labels, and templates are available for you to print more.

District-wide Storage Records After you have labeled and stored your items, you will need to record them on an Excel datasheet so the entire district can be cataloged.

Records Storage & Preservation Active Records On-site storage Inactive Records Off-site storage Permanent - Archival Records Public Archives Facility

Records Storage Options Storage Facilities –Public Agency Record Storage (ex., County & Municipal Storage Facilities) –Commercial Records Storage

Records Storage & Preservation Alternatives Hardcopy Alternatives (Microfilm & Optical Disk) must be State Certified (NJAC 15: 5-3) Legal substitute for hardcopy –Microfilm/Microfiche Longevity – 500 years –Optical Disk Longevity – Not Archival Electronic Records (Includes ) Longevity – Not Archival Backups needed - disk routine recycle, hardcopy generated, or microfilm

Vital Records Program Essential agency records needed to meet operational responsibilities under emergency or disaster conditions An organizations needs to ask themselves: –What records are absolutely crucial to our business operation that will need to be recreated from backup copies if the originals are lost in a disaster?

Department of State Division of Archives & Records Management PO Box 307 Trenton, NJ Phone: | Fax: Records Retention Schedules Vilirie A. Perry, Records Analyst 1 Phone: Karen A. Perry, Records Analyst 1 Phone: Argean Cook, Records Analyst 2 Phone: Request and Authorization for Records Disposal Joseph L. Falca, Supervisor Phone: Imaging Certification Albin Wagner, Bureau Chief Phone: Joanne McKinley, Coordinator Phone: