2008 RMLO Training Session

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Training session for Connecticut state agency records management liaison officers (RMLOs).

Transcript of 2008 RMLO Training Session

  • 1. Getting Your House in Order: Basic Records Management Training for State Agency RMLOs Presented by the Connecticut State Library Legislative Office Building September 9, 2008 2008 Connecticut State Library
  • 2. Presenters
    • Eunice G. DiBella, CRM
    • Public Records Administrator
    • Jeffrey E. Collins
    • Public Records Archivist
    • Lizette Pelletier
    • Public Records Archivist
    • Mark Jones, Ph.D.
    • State Archivist
    • Nancy Lieffort
    • Reference Librarian
    • Julie Schwartz
    • Unit Head, Government Information and Reference Services
  • 3. Connecticut State Library www.cslib.org
  • 4. Agenda
    • Basic Records Management Principals
    • Records Management in Connecticut
    • State Agency Responsibilities:
      • Records Management Liaison Officer (RMLO)
      • Records Retention Schedules
      • Records Storage
  • 5. Agenda (Cont.)
    • Records Disposition:
      • Transferring Records to the State Records Center
      • Transferring Records to the State Archives
      • Transferring Documents to the State Library and the Connecticut Digital Archive
    • Electronic Signatures and Managing E-mail
    • Quiz
  • 6. Records Management in Connecticut
    • The Connecticut State Library is the public records office for the State of Connecticut
    • Authority for this program is granted to the Connecticut State Library in Connecticut General Statutes 11-8 and 11-8a
  • 7. The Office of the Public Records Administrator
    • The department of the Connecticut State Library that administers a public records program for state agencies and municipalities
    • Administers the State Archives
    • Operates the State Records Center
    • Administers a grant program for local government records in accordance with CGS 11-8i thru 11-8n
  • 8. Background of Public Records
    • 1903: The first Temporary Examiner of Public Records appointed by the Connecticut General Assembly
    • 1911: The General Assembly creates the post of permanent Examiner of Public Records as assistant to the State Librarian
    • 1956: The first state records retention, storage, and disposal program for state agencies is established
    • 1958: The State Records Center is opened
    • 1967: The position of Examiner of Public Records is renamed to Public Records Administrator
  • 9. Statutory Responsibilities: State Library (Pursuant to CGS 11-8)
    • Direct a records management program for state government
    • Approve and operate records storage facilities
    • Identify and preserve essential state records
  • 10. Statutory Responsibilities: State Agencies (Pursuant to CGS 11-8a)
    • Designate an agency employee to serve as Records Management Liaison Officer (RMLO)
    • Inventory records
    • Keep records retention schedules up-to-date
    • Transfer historical records to the State Archives
    • Dispose of records after written approval is granted
  • 11. Records Management Liaison Officer (RMLO)
    • Create guidelines for maintaining and using agency records
    • Inventory or supervise an agency records inventory
    • Prepare agency records retention schedules to be submitted to the Office of the Public Records Administrator
    • Review agency disposal authorizations and obtain approval to dispose of records
  • 12.
    • Transfer records to the State Records Center
    • Coordinate the implementation of records technology to ensure compliance with guidelines and regulations established by the Connecticut State Library
    • Maintain a control file of records retention schedules, disposal authorizations, and record transfers
    • Disseminate records management information to agency personnel
    • Appoint Assistant RMLOs as necessary
    Records Management Liaison Officer (RMLO) (Cont.)
  • 13. www.cslib.org
  • 14. www.cslib.org/publicrecords/opraforms.htm
  • 15. Form RC-078: Records Management Liaison Officer Designation
  • 16. Records Management
    • Records Management is the systematic control of all organizational records during the various stages of their life cycle: from their creation or receipt, through their processing, distribution, maintenance and use, to their ultimate disposition.*
    • *p. 585 Information and Records Management, 4th Ed., McGraw-Hill Robek, Brown, Stephens, 1996.
  • 17. The Life-Cycle of Records
    • Current: Office
    • Semi-current: In a records center or low activity storage facility
    • Permanent: Office or an archival facility
    • Records having no long-term value are destroyed after agency receives permission from the Office of the Public Records Administrator via Records Disposal Authorization (Form RC-108).
  • 18. The Life-Cycle of Records CREATION (or RECEIPT) PROCESSING, DISTRIBUTION, USE, and MAINTENANCE DISPOSITION DESTRUCTION or LONG-TERM (ARCHIVAL) RETENTION
  • 19. Public Records
    • CGS 1-200(5) defines Public Records as any recorded data or information relating to the conduct of the publics business prepared, owned, used, received or retained by a public agency, or to which a public agency is entitled to receive a copy by law or contract under section 1-218, whether such data or information be handwritten, typed, tape-recorded, printed, Photostatted, photographed, or recorded by any other method.
  • 20. Non-Records
    • Non-Records have the same physical characteristics as record materials. The differences between a non-record and a record are:
      • The reasons for keeping the information
      • How it is used
  • 21. Record Series
    • A Record Series is a group of similar or related records that are normally used and filed as a unit, for determining a retention period.
    • All of the records that make up a record series must have the same retention period.
  • 22. Records Retention Schedule
    • A Records Retention Schedule is a comprehensive list of record series which indicates the length of time each series is to be retained until it is reviewed for destruction or archival retention.
    • It also indicates retention in active and inactive storage areas.
  • 23. Records Retention Schedules: General vs. Agency-Specific
    • A General Records Retention Schedule lists record series titles, by subject or function, that apply to all agencies.
  • 24. Records Retention Schedules: General vs. Agency-Specific (Cont.)
    • There are eight general records retention schedules:
    S5: Higher Education Records S6: Electronic Data Processing Records S7: Vocational-Technical School System Records S8: Correctional Facilities Records S1: Administrative Records S2: Personnel Records S3: Fiscal Records S4: Health Information Management Records
  • 25. General Records Retention Schedule (S1)
  • 26. www.cslib.org
  • 27. www.cslib.org/publicrecords/retstate.htm
  • 28. Records Retention Schedules: General vs. Agency-Specific (Cont.)
    • An Agency-Specific Records Retention Schedule lists those record series titles that are uniqu