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