INACTIVE RECORDSINACTIVE RECORDS

By Jettner & Sickler

Consultants, Records Management

June, 2005

INTRODUCTION INTRODUCTION

• ENVIRONMENTAL STORAGE ISSUES• EQUIPMENT AND SUPPLY NEEDS• POLICIES AND PROCEDURES

DEVELOPMENT• STAFF TRAINING• ORGANIZATION OF THE RECORD

STORAGE FACILITY• RAISE AWARENESS

Environmental Storage IssuesEnvironmental Storage Issues

• LOCATION• HUMIDITY &

TEMPERATURE CONTROLS

• ADEQUATE SPACE• SECURITY• HANDICAP

ACCESSIBLE• LIGHTING

EQUIPMENT & SUPPLY NEEDSEQUIPMENT & SUPPLY NEEDS

• 18 GAUGE STEEL SHELVING

• STANDARD RECORDS CARTONS

• LABELS (for shelving & cartons)

• LADDER

POLICIES & PROCEDURES POLICIES & PROCEDURES DEVELOPMENTDEVELOPMENT

• MISSION STATEMENT

• AUTHORIZATION

• POLICIES

• PROCEDURES

• ORGANIZATION OF THE RECORDS CENTER

• DEFINITION OF RELATED TERMS

POLICIES & PROCEDURES POLICIES & PROCEDURES DEVELOPMENTDEVELOPMENT

• MISSION STATEMENT:• SHOULD DEFINE THE GOALS OF THE

RECORDS MANAGEMENT PROGRAM1. 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

POLICIES & PROCEDURES POLICIES & PROCEDURES DEVELOPMENTDEVELOPMENT

• 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

POLICIES & PROCEDURESPOLICIES & PROCEDURESDEVELOPMENTDEVELOPMENT

POLICIES

1. SECURITY ISSUES

2. ACCESS ISSUES

3. MAINTENANCE OF RECORDS CENTER

4. STORAGE OF NON-RECORD MATERIALS

POLICIES & PROCEDURESPOLICIES & PROCEDURESDVELOPMENTDVELOPMENT

• PROCEDURES:• DESTRUCTION OF

OBSOLETE RECORDS• TRANSFER OF

INACTIVE RECORDS TO RECORD CENTER

• RETRIEVAL OF RECORDS

• INVENTORY UPDATES

POLICIES & PROCEDURES POLICIES & PROCEDURES DEVELOPMENTDEVELOPMENT

OTHER PROCEDURES WHICH MAY BE INCLUDED IF APPLICABLE:

• MICROFILM• ELECTRONIC DOCUMENT IMAGING• ARCHIVAL PROGRAM• ACTIVE RECORDS: UNIFORM FILING SYSTEMS

POLICIES & PROCEDURES POLICIES & PROCEDURES DEVELOPMENTDEVELOPMENT

• ORGANIZATION OF RECORDS ROOM:– ARRANGEMENT BY DEPARTMENT,– ARRANGEMENT BY RECORD SERIES– TRACKING DISPOSITION DATES– LABELING– INDEX/LOCATOR SYSTEM

POLICIES & PROCEDURESPOLICIES & PROCEDURESDEVELOPMENTDEVELOPMENT

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

STAFF TRAININGSTAFF 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

STAFF TRAINING:STAFF TRAINING:Conducted by RMOConducted 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…..

ORGANIZATION OF RECORD ORGANIZATION OF RECORD CENTERCENTER

• 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

RAISE AWARENESS OF YOUR RAISE AWARENESS OF YOUR PROGRAMPROGRAM

• 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