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

2. 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.

3. 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.

4. 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

5. 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.

6. Files Management Classify for retrieval Place in appropriate storage Access procedures

7. Records Retention Schedule

8. Request & Authorization for Records Disposal

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

10. 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.

11. 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.

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

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

14. 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 Email) Longevity – Not Archival Backups needed - disk routine recycle, hardcopy generated, or microfilm

15. 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?

16. Department of State Division of Archives & Records Management PO Box 307 Trenton, NJ 08625 Phone: 609-530-3200 | Fax: 609-530-6121 www.njarchives.org Records Retention Schedules Vilirie A. Perry, Records Analyst 1 Email: vilirie.perry@sos.state.nj.usvilirie.perry@sos.state.nj.us Phone: 609-530-3213 Karen A. Perry, Records Analyst 1 Email: karen.perry@sos.state.nj.uskaren.perry@sos.state.nj.us Phone: 609-530-7490 Argean Cook, Records Analyst 2 Phone: 609-530-5874 Email: argean.blackwood@sos.state.nj.usargean.blackwood@sos.state.nj.us Request and Authorization for Records Disposal Joseph L. Falca, Supervisor Email: joseph.falca@sos.state.nj.usjoseph.falca@sos.state.nj.us Phone: 609-530-3208 Imaging Certification Albin Wagner, Bureau Chief Email: albin.wagner@sos.state.nj.usalbin.wagner@sos.state.nj.us Phone: 609-530-3204 Joanne McKinley, Coordinator Email: joanne.mckinley@sos.state.nj.usjoanne.mckinley@sos.state.nj.us Phone: 609-530-7486