INACTIVE RECORDS

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INACTIVE RECORDS

• By Jettner Sickler
• Consultants, Records Management
• June, 2005

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INTRODUCTION

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

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Environmental Storage Issues

• LOCATION
• HUMIDITY TEMPERATURE CONTROLS
• ADEQUATE SPACE
• SECURITY
• HANDICAP ACCESSIBLE
• LIGHTING

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EQUIPMENT SUPPLY NEEDS

• 18 GAUGE STEEL SHELVING
• STANDARD RECORDS CARTONS
• LABELS (for shelving cartons)
• LADDER

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POLICIES PROCEDURES DEVELOPMENT

• MISSION STATEMENT
• AUTHORIZATION
• POLICIES
• PROCEDURES
• ORGANIZATION OF THE RECORDS CENTER
• DEFINITION OF RELATED TERMS

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POLICIES PROCEDURES DEVELOPMENT

• MISSION STATEMENT
• SHOULD DEFINE THE GOALS OF THE RECORDS MANAGEMENT
  PROGRAM
• MAINTAIN, CARE FOR, PRESEVE RECORDS DURING ENTIRE
  LIFE CYCLE OF THE RECORD
• STAFF TIME COST EFFICIENT
• EFFICIENT USE OF OFFICE SPACE
• ENHANCE PUBLIC SERVICE THROUGH IMPROVED ACCESS TO
  RECORDS
• PRESERVE SIGNIFICANT RECORDS
• PROMOTE USE OF PRIMARY SOURCE DOCUMENTS

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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

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POLICIES PROCEDURESDEVELOPMENT

• POLICIES
• SECURITY ISSUES
• ACCESS ISSUES
• MAINTENANCE OF RECORDS CENTER
• STORAGE OF NON-RECORD MATERIALS

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POLICIES PROCEDURESDVELOPMENT

• PROCEDURES
• DESTRUCTION OF OBSOLETE RECORDS
• TRANSFER OF INACTIVE RECORDS TO RECORD CENTER
• RETRIEVAL OF RECORDS
• INVENTORY UPDATES

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POLICIES PROCEDURES DEVELOPMENT

• OTHER PROCEDURES WHICH MAY BE INCLUDED IF
  APPLICABLE
• MICROFILM
• ELECTRONIC DOCUMENT IMAGING
• ARCHIVAL PROGRAM
• ACTIVE RECORDS UNIFORM FILING SYSTEMS

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POLICIES PROCEDURES DEVELOPMENT

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

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POLICIES PROCEDURESDEVELOPMENT

• 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-RE
  DACTION-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

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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

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STAFF TRAININGConducted 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..

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ORGANIZATION OF RECORD CENTER

• Assign shelving section for each department
• Within each departments 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

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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