State Agencies Records Management

Records Management is the upkeep of records created or received by your agency and the efficient care of their creation, use, and preservation regardless of format. Records Management improves the flow of information in your agency and preserves agency information for the entire record life cycle.


    Certification of Records Destruction (FORM) Permanent Records Transfer (PDF)

What’s a Public Record?

Public records are records created by our State Agencies. Public records come in many forms, including correspondence, calendars, photographs, videos, websites, databases, social media accounts, and more.

How to start:

STEP 1

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, records roles, responsibilities, and processes for the Agency. Confirm that your agency has a retention schedule as it is your best tool for knowing your records.


Review this check list plan for state agencies.

STEP 2

Protect your Records

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

Label your records.

File all records in folders with clear and consistent labels. Use your retention schedule for consistent naming conventions.

STEP 3

Store your Records

  • Organize records you create and receive by year and according to their name and function (record series).
  • Make clear on all files and boxes what office and administration created or received the records.
  • Establish how long a record is of daily use and when it can be designated inactive.
  • Avoid duplication: Limit to 1-2 copies of reports, studies, or other records. Remember, the records retention schedules are an excellent resource for consistent file naming based on record function.
  • Inactive records can be stored off-site at the State Records Center. Pricing is available in MPA-163.
  • Records of permanent, enduring, or historical value may be eligible for transfer to the State Archives.

What is Enduring Value? Records which document the actions of an elected official, detail important agency duties, record events of significant public attention or community groups, or are otherwise deemed permanent by the approved retention schedule.

Tutorials:

How to Transfer Permanent Records

Certification of Records Destruction Instructions

Record Management: A snapshot

Learn from our online workshops

Lifecycle of a Record Infographic (PDF)

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