Local Government Records Management

Local Government (Municipal) Agencies preserve public records of their city or town and provide access to the public. Agencies must establish a records management program which plans for the efficient care of records creation, use, and preservation regardless of format.

    Certification of Records Destruction (FORM) Records Retention Schedules

What’s a Public Record?

Public records are records created by municipal agencies in the course of daily business. Records are format neutral, which means they are judged on purpose and contents, not the medium.

How to start:

STEP 1

Know your Schedule

Gather information on the types of records you will be creating or receiving (i.e. forms, constituent requests, or internal working documents).


STEP 2

Create a plan

A records management plan outlines your agency’s process for ensuring that records are accessible for the entire lifecycle and retention period of the record. It establishes the scope, legislative mandates, and records roles, responsibilities, and processes for the Agency. Confirm that your agency has a retention schedule it is your best tool for knowing your records.

  • Establish who is responsible to carry out the records management plan.
    • Who identifies the records and drafts the Certification of Records Destruction?
    • Who signs and submits the Certification of Records Destruction to the State Archives?  
  •  Establish how long a record is of daily use and when it can be designated inactive.  

Review this check list plan for local government.

STEP 3

Protect your Records

  • Organize records you create and receive by year and according to their name and function (record series).  
  • Keep records in safe storage, protected from exposure to water, excess heat, or humidity, when not in use.  

    • Do not store records on the floor.


Stop Bad Records Storage Bad Records Storage

STEP 4

Store your Records

Assess Storage Space
Establish a designated location for your permanent records that elevates them at least 4” off the floor and provides a dry, pest and contaminant free environment.  

  • Tip: Utilize vertical shelving to make best use of space and create ease of access. 

Control Your Environment 

  • Fluctuations in temperature and humidity contribute to the decay of records.
  • For the storage of permanent records including paper and leather-bound books, the Library of Congress recommends a RH of 50% (+/- 3%) and a temperature of 70°F (+/- 2º).

Monitor Your Space

  • Routinely check rooms and storage spaces that hold records on a consistent basis as well as before, during, and after weather events. Specified staff should monitor this space to ensure damage is not incurred and the records are safely preserved. 

For more hands on assistance with records management and management of historical records, please call the State Archives and speak with the Local Government Records Coordinator at 401-222-2353.

Tutorials:

Local Government Webinar

Certification of Records Destruction Instructions

Managing Electronic Mail Webinar

Preserving Local Government Records (PDF)

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