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INACTIVE RECORDS

INACTIVE RECORDS. By Jettner & Sickler Consultants, Records Management June, 2005. 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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INACTIVE RECORDS

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  1. INACTIVE RECORDS By Jettner & Sickler Consultants, Records Management June, 2005

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

  3. Environmental Storage Issues • LOCATION • HUMIDITY & TEMPERATURE CONTROLS • ADEQUATE SPACE • SECURITY • HANDICAP ACCESSIBLE • LIGHTING

  4. EQUIPMENT & SUPPLY NEEDS • 18 GAUGE STEEL SHELVING • STANDARD RECORDS CARTONS • LABELS (for shelving & cartons) • LADDER

  5. POLICIES & PROCEDURES DEVELOPMENT • MISSION STATEMENT • AUTHORIZATION • POLICIES • PROCEDURES • ORGANIZATION OF THE RECORDS CENTER • DEFINITION OF RELATED TERMS

  6. 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

  7. 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

  8. POLICIES & PROCEDURESDEVELOPMENT POLICIES • SECURITY ISSUES • ACCESS ISSUES • MAINTENANCE OF RECORDS CENTER • STORAGE OF NON-RECORD MATERIALS

  9. POLICIES & PROCEDURESDVELOPMENT • PROCEDURES: • DESTRUCTION OF OBSOLETE RECORDS • TRANSFER OF INACTIVE RECORDS TO RECORD CENTER • RETRIEVAL OF RECORDS • INVENTORY UPDATES

  10. POLICIES & PROCEDURES DEVELOPMENT OTHER PROCEDURES WHICH MAY BE INCLUDED IF APPLICABLE: • MICROFILM • ELECTRONIC DOCUMENT IMAGING • ARCHIVAL PROGRAM • ACTIVE RECORDS: UNIFORM FILING SYSTEMS

  11. POLICIES & PROCEDURES DEVELOPMENT • ORGANIZATION OF RECORDS ROOM: • ARRANGEMENT BY DEPARTMENT, • ARRANGEMENT BY RECORD SERIES • TRACKING DISPOSITION DATES • LABELING • INDEX/LOCATOR SYSTEM

  12. 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-REDACTION-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

  13. 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

  14. STAFF TRAINING:Conducted 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…..

  15. ORGANIZATION OF RECORD CENTER • Assign shelving section for each department • Within each department’s 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

  16. 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

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