RECORDS MANAGEMENT DEPARTMENT OF THE TREASURY, DIVISION OF REVENUE AND ENTERPRISE SERVICES, RECORDS MANAGEMENT SERVICES.

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Presentation transcript:

RECORDS MANAGEMENT DEPARTMENT OF THE TREASURY, DIVISION OF REVENUE AND ENTERPRISE SERVICES, RECORDS MANAGEMENT SERVICES

Records Management Services, Division of Revenue and Enterprise Services, Department of the Treasury is the agency responsible for records management for all public agencies throughout the State of New Jersey. The Division is composed of two (2) Bureaus: Records Management Services Imaging Services

DESTRUCTION OF PUBLIC RECORDS ACT (PL 1953, C. 410): STATE RECORDS COMMITTEE The Destruction of Public Records Act (PL 1953, c. 410) created the State Records Committee (SRC) with having final authority over public records. The SRC consists of representatives from: State Attorney General State Auditor State Treasurer Director of Division of Archives Director of Local Government Services/Department of Community Affairs

WHAT IS A PUBLIC RECORD? Any document, in any format, that has been created, maintained, or kept of file. Or that has been received in the course of official business By a public agency or an officer of that agency  These records are also subject to the OPEN PUBLIC RECORDS ACT (OPRA)

RECORDS RETENTION SCHEDULE  Detailed listing of the records maintained by an agency and the minimum legal and fiscal time periods they must be retained.  2 Types of Schedules: General and Agency Specific The records retention schedule addresses: Legal, Fiscal, & Administrative Value How long to be maintained Historical Record Final Disposition: Archives, or Distroy (Recycle or Shred)

DAMAGED RECORDS “An ounce of prevention is worth a pound of cure!”  Establish a disaster prevention/recovery plan BEFORE a disaster occurs.  Once a disaster occurs, the agency should consult with a qualified records restoration company to determine the extent of the damage and restoration costs.  Do you have additional copies at another location?  All requests must be presented to the State Records Committee.

RECORDS DISPOSAL DO NOT DESTROY WITHOUT APPROVAL! A “Request & Authorization for Records Disposal” request must be submitted thru Artemis by the agency to Records Management Services before records can be destroyed.  Proper authorization removes OPRA, Legal, and Fiscal Liabilities.

“IMAGING” TIRED OF ALL THE PAPER? State Standards (NJAC 15:5-3)  IMAGING: Involves legal scanning of documents and disposing the paper format. The system must be registered with DORES. Any records with a retention of 10+ years must have an additional form of backup (original paper, microfilm, or have an approved migration path).

AMENDED RULE CHANGES In June 2015, Title 15 of the New Jersey Administrative Code was amended to mark a new era in pubic records management. Major Changes Include: Imaging Systems are no longer certified. They now go through a “Registration” process and are approved by Records Management Services. Pdf/a file format is now acceptable. Elimination of hard copies and microfilm for those systems with an approved “Migration Path”. Multi-Functional Devices (MFDs) with a secured log-in are acceptable.

WHAT IS ARTEMIS? Artemis is a web based program designed to assist agencies with the “Request and Authorization for Records Disposal,” in a more efficient manner.

ARTEMIS FEATURES & BENEFITS  Quicker Processing Time  Less Data Entry Errors  Access System Generated Reports  Search Current Retention Schedules  Designate Multiple Users

THANK YOU! Department of Treasury Division of Revenue and Enterprise Services Records Management Services (RMS) Irwin Nadel, Chief of Operations Phone: Nichole Carthan, Records Manager Phone: Records Analysts: John Berry Vilirie Perry James Jenkins Marcella Campbell