1. Mike Strom, Wyoming State Archives
Mitigating records schedules
inflexibility with the
capstone officials approach

2. Wyoming State Archives
Records Management
State Imaging Center

3. Public records law in Wyoming
Official custodian responsible for the maintenance, care and keeping of public records.
State Records Committee determines what records are public records.
The custodian of any public records shall allow any person the right of inspection.
State Records Committee approves records retention schedules.

4. “Capstone officials” Elected officials Agency directors
Agency deputy directors

5. Retention schedule revisions
8000 retention schedules
Agency-driven
Multiple schedules for the same record type
600 retention schedules
Function-based
Multiple agencies use one schedule for the same record type

6. Retention schedules – correspondence
Correspondence – Directors / ADM-GMT-03 / Retain permanently
Records related to internal and external communications to or from the directors and/or management of policy issues, concerns and issues, and actions taken.
Correspondence – Elected Officials / ADM-GMT-04 / Retain permanently
Records related to Internal and external communications to or from the elected officials of policy issues, concerns and issues, and actions taken.
Correspondence – General / ADM-GMT-05 / Destroy 3 years after create date
Records related to routine correspondence of day‐to‐day office administration and not identified in other record series.

7. Old vs. New Pros Cons Old schedules Accommodated special situations
Easy to update, if not always consistent between schedules
Multiple schedules for the same records – inconsistent scheduling
Records analysts not actively involved in determining retention period
New schedules
Agencies use the same schedule for the same record – consistency
Forced review of all schedules
Records analysts more involved in determining retention period
Changing a schedule affects numerous agencies
Difficult transition from 800 schedules to 600 – are records scheduled appropriately?

8. Contact information
Mike Strom