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 to plan for the efficient care of records, including their creation, use, and preservation, regardless of format.

What's a Public Record?

Public records are records created or received by municipal agencies in the course of daily business. Public records come in many forms, including correspondence, calendars, photographs, videos, websites, databases, social media accounts, and more.

Records Retention Schedules

Learn more about the minimum amount of time public records must be retained.

Records Destruction

Download the Certification of Records Destruction form and learn more about legal records destruction.

Local Government Webinars

Watch previously recorded webinars to learn about records management and how to integrate best practices.

Regulations

Review regulations based on industry and national standards for records management and preservation.

How to Get Started:

1

Create or Identify Your Records Management 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.

  • Gather information on the types of records you create or receive (i.e., forms, constituent requests, internal working documents, etc.);
  • View the Records Retention Schedules to identify applicable record series; and
  • Review published Guidance Documents and recorded webinars to learn more about getting control of your records.

Establish who is responsible to carry out the records management plan:

  • Who establishes how long a record is of daily use and when it can be designated inactive?
  • Who identifies appropriate records storage areas?
  • Who identifies the records and drafts the Certification of Records Destruction?
  • Who signs the Certification of Records Destruction?
  • Who submits the Certification of Records Destruction?

Review the Records Management Policy Checklist to ensure your agency has a fully developed records policy in place.

2

Protect and Store Your Records

Store records in safe areas, protected from exposure to water, excess heat, or humidity when not in use. Additional safety and organizational measures include:

Assessing Storage Space

  • Use standard sized 1.2 CF record boxes (15” L x 12” W x 10” H);
  • Label the outside of the box by its contents, including the record series and year or year span;
  • Keep records off the floor by using metal vertical shelving that is at least 18” below sprinklers and 4-6” off the floor;
  • Do not stack boxes more than 4-5 high;
  • Do not overfill boxes; leave 1-2” of space to interfile files in the future; and
  • Label every folder using clear and consistent naming conventions.

Controlling 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 relative humidity of 50% (+/-3%) and a temperature of 70° F (+/-2°).

Monitoring Your Space

  • Routinely check rooms and storage spaces that hold records.
  • Additionally check rooms and storage spaces that hold records 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 additional assistance for local agencies, contact the Local Government Records Program.

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Additional Resources

Guidance Documents

Review to assist with daily records management practices, including tips, advice, and resources to keep you informed.

Forms and Resources

Download destruction, digitization, disaster planning, and transmittal forms and resources.

Records Management Webinars

Watch previously records webinars to learn about records management and how to integrate best practices.

Frequently Asked Questions

Commonly asked questions about public records, how they’re managed, and who has them.

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