Records Retention, Retrieval & Transfer

1. Records Retention, Retrieval & Transfer • A Records retention program consists of policies & procedures relating to: • What documents to keep • Where the documents are kept • How long these documents are to be kept • Maintenance & Disposition are both important facets of Records Management • Storing records that are no longer needed is costly in space, storage supplies & equipment, and labor.

2. A Records Inventory contains the types, locations, dates, volumes, equipment, classification systems, and usage data about an organization’s records. • It is useful for helping RIM personnel decide which filing method should be used. • Information contained includes: • Name & date of record origination • Record location • Equipment where stored • How often records are referenced • Records value & retention requirements

3. The Value of Records • Nonessential – don’t keep them • Useful – records for short-term storage • Important – records for long-term storage • Based on legal requirements or need for referencing • Vital records – require permanent storage • The US Government publishes a “Guide to Records Retention Requirements

4. Records Retrieval • Effective records control should provide easy answers to the following questions: • Who has the records? • What records are out of storage • When were the records taken • Where will they be refiled • How long will the records be out of storage • Requisition, Charge-out, & follow-up Procedures are important

5. Requisitions are Records Request Forms • An on-call is a Wanted Form • Confidential records require greater care • Only those with a bona fide Need to Know should have the records. • They should be stamped Confidential, Classified, Secret, Vital, or Personal. • Charge-Out Procedures • OUT indicators show that records have been removed from storage • Carrier folders transport borrowed records when the original remains in the file. • Charge-out logs document removal & return

6. Records Transfer • The act of changing the physical custody of records with or without a change in ownership • Sometimes records are sold • Active records, Inactive records, Archive record (policies for each are important) • Perpetual Transfer Method • Records are continually transferred from active to inactive storage • May be converted to electronic records

7. Periodic Transfer is transferring active records at the end of a stated period of time. • A records center is a low-cost centralized area for keeping inactive records • Preparing records for transfer requires more paper work and boxing the records for inactive storage. • Records center boxes are usually cardboard and have room for adequate labeling of the contents. • The next step is Destruction for some records but not all.

8. Records Management Software • Software designed to help identify & locate records • Bar code readers can help track records • The software can identify when a record should be prepared for transfer or destruction • Look at Zasio’s Versatile Enterprise software at: • www.zasio.com in Boise, ID