1. INACTIVE RECORDS By Jettner & Sickler Consultants, Records Management June, 2005

2. INTRODUCTION ENVIRONMENTAL STORAGE ISSUES EQUIPMENT AND SUPPLY NEEDS POLICIES AND PROCEDURES DEVELOPMENT STAFF TRAINING ORGANIZATION OF THE RECORD STORAGE FACILITY RAISE AWARENESS

3. Environmental Storage Issues LOCATION HUMIDITY & TEMPERATURE CONTROLS ADEQUATE SPACE SECURITY HANDICAP ACCESSIBLE LIGHTING

4. EQUIPMENT & SUPPLY NEEDS 18 GAUGE STEEL SHELVING STANDARD RECORDS CARTONS LABELS (for shelving & cartons) LADDER

5. POLICIES & PROCEDURES DEVELOPMENT MISSION STATEMENT AUTHORIZATION POLICIES PROCEDURES ORGANIZATION OF THE RECORDS CENTER DEFINITION OF RELATED TERMS

6. POLICIES & PROCEDURES DEVELOPMENT M ISSION STATEMENT: SHOULD DEFINE THE GOALS OF THE RECORDS MANAGEMENT PROGRAM 1.MAINTAIN, CARE FOR, PRESEVE RECORDS DURING ENTIRE LIFE CYCLE OF THE RECORD 2.STAFF TIME & COST EFFICIENT 3.EFFICIENT USE OF OFFICE SPACE 4.ENHANCE PUBLIC SERVICE THROUGH IMPROVED ACCESS TO RECORDS 5.PRESERVE SIGNIFICANT RECORDS 6.PROMOTE USE OF PRIMARY SOURCE DOCUMENTS

7. POLICIES & PROCEDURES DEVELOPMENT AUTHORIZATION: RECORDS ADVISORY COMMITTEE/BOARD RECORDS MANANGEMENT OFFICER RECORDS COORDINATOR SUPERVISOR LOCAL LAW: COPY OF LOCAL LAW OR RESOLUTION INCLUDED IN THE MANUAL RETENTION & DISPOSITION SCHEDULE: COPY OF RESOLUTION ADOPTING APPROPRIATE SCHEDULE

8. POLICIES & PROCEDURES DEVELOPMENT POLICIES 1. SECURITY ISSUES 2. ACCESS ISSUES 3. MAINTENANCE OF RECORDS CENTER 4. STORAGE OF NON- RECORD MATERIALS

9. POLICIES & PROCEDURES DVELOPMENT PROCEDURES: DESTRUCTION OF OBSOLETE RECORDS TRANSFER OF INACTIVE RECORDS TO RECORD CENTER RETRIEVAL OF RECORDS INVENTORY UPDATES

10. POLICIES & PROCEDURES DEVELOPMENT OTHER PROCEDURES WHICH MAY BE INCLUDED IF APPLICABLE: MICROFILM ELECTRONIC DOCUMENT IMAGING ARCHIVAL PROGRAM ACTIVE RECORDS: UNIFORM FILING SYSTEMS

11. POLICIES & PROCEDURES DEVELOPMENT ORGANIZATION OF RECORDS ROOM: –ARRANGEMENT BY DEPARTMENT, –ARRANGEMENT BY RECORD SERIES –TRACKING DISPOSITION DATES –LABELING –INDEX/LOCATOR SYSTEM

12. POLICIES & PROCEDURES DEVELOPMENT DEFINITION OF TERMS: TERMS THAT MAY NOT BE FAMILIAR TO OTHERS, EVEN IF THEY ARE COMMON TO THE RMO -RECORDS-NON-RECORD MATERIALS- OBSOLETE RECORDS-RETENTION PERIOD- VITAL RECORDS-ARCHIVAL-REDACTION- MICROFORMS-ELECTRONIC DOCUMENT IMAGING-RECORD SERIES-ACTIVE FILES- INACTIVE RECORDS-MISSION CRITICAL RECORDS-RMO-FINDING AID-DISASTER PLANNING-FILES MANAGEMENT-NEEDS ASSSESSMENT-UNIFORM FILING SYSTEMS- LGRMIF

13. STAFF TRAINING Determine who will be conducting routine records management procedures Free resources: NYALGRO, SA, Workshops, Tech. Booklets,etc. OTHER RESOURCES: IIMC classes, consultant services, ARMA, etc. RMO CONDUCTS TRAINING

14. STAFF TRAINING: Conducted by RMO Determine stakeholders within your organization Hold a class: walk through process from desktop, file cabinet, to Record Center. Hands on training (completing forms) more effective than lecture Keep it simple…..

15. ORGANIZATION OF RECORD CENTER Assign shelving section for each department Within each department’s section arrange records by records series (and each record series chronologically) Determine labeling system and keep uniform throughout record center Label shelving units Create finding aid/index/locator system

16. RAISE AWARENESS OF YOUR PROGRAM Take before and after pictures Record Center Promote the need for Records Management throughout the development of the program with agency staff Press releases of all record activities. Strongly encourage active Records Advisory Committee Submit regular achievement reports to governing board Keep log of requests/retrievals to document usage Highlight progress during National Archives Week