Presentation on theme: "Office of Secretary of State Brian Kemp Records Management Amelia Winstead Government Services Coordinator Records & Information Management Services Georgia."— Presentation transcript:
Office of Secretary of State Brian Kemp Records Management Amelia Winstead Government Services Coordinator Records & Information Management Services Georgia Archives Data Collection Conference August 2011
Office of Secretary of State Brian Kemp Goal of RM is to ensure that records are properly retained for legal, compliance and business purposes, and properly disposed of when no longer needed. Part of larger profession of Information Management. What is Records Management?
Office of Secretary of State Brian Kemp Total Cost of Failure - Lack of compliance with state & federal law, rules, and regulation Citations on audit Government investigation Lawsuits Costs to recover and search for records RM - Why is it so Important?
Office of Secretary of State Brian Kemp Requirements for Records Management Georgia Records Act (O.C.G.A. §50-18-90 et seq.) Requires each agency to: Create and maintain adequate and proper documentation to protect the legal and financial rights of the government and its citizens To protect records from removal, damage or loss To establish and maintain a records management program and designate a records manager To develop retention schedules for agency records and destroy records only in accordance with those schedules
Office of Secretary of State Brian Kemp Georgia Open Records Act (GORA) (O.C.G.A. §50-18-70 et seq) Requires each agency to: Allow the public to inspect and take a copy of any open public record in the custody of the agency – in all media Establish and enforce reasonable rules governing access to the public record Requirements for Records Management
Office of Secretary of State Brian Kemp The Records Act and GORA establish a framework in which agency must: Know what information & records it creates and maintains Know how long to keep information Establish policy & procedure for the management of information Manage information in ALL media and formats Compliance
Office of Secretary of State Brian Kemp The basics.... What is a Record? Why are Records important? What is a Retention Schedule? Lets Get Started
Office of Secretary of State Brian Kemp Records management is the control of recorded information Recorded information is any and all information created, received, maintained, or used by an organization in accordance with its mission, operations, and activities What is a Record?
Office of Secretary of State Brian Kemp All documents, papers, letters, maps, books, tapes, photographs, computer based or generated information, or similar material prepared and maintained or received in the course of the operation of a public office or agency. What is a Record?
Office of Secretary of State Brian Kemp A list of records maintained by all or part of an organization together with the period of time that the records are to be kept. What is a Retention Schedule?
Office of Secretary of State Brian Kemp Types of retention schedules: Common Schedules: retention schedules for records common to all agencies, such a payroll records or personnel records. Agency Specific Schedules: retention schedules for records unique to a single agency. What is a Retention Schedule?
Office of Secretary of State Brian Kemp Retention schedules are the legally required retention periods for which the records shall be maintained under normal business conditions. By statute, Approved retention schedules, once approved, shall be authoritative, shall be directive, and shall have the force and effect of law (O.C.G.A. § 50-18- 92(a)). Litigation, audit, or special department requirements may require the maintenance of the records for a longer period of time. What is a Retention Schedule?
Office of Secretary of State Brian Kemp Retention of records: Local Government Records Schedules State Government Records Schedules and Agency Specific Records Schedules http://sos.georgia.gov/archives/who_are_we/ rims/retention_schedules/default.htm Retention Schedules
Office of Secretary of State Brian Kemp The fundamental rule for implementing retention schedules is that every record an agency creates (regardless of whether the records are kept in paper, microfilm, or electronic format) must either be identified by an agency specific schedule or a common schedule before disposal. There are no exceptions. Implementation
Office of Secretary of State Brian Kemp Next Steps... 1.When to implement schedules. 2.What is disposition? 3.Destruction of records Implementation
Office of Secretary of State Brian Kemp Disposition: Disposition is the action taken with the records following the end of the retention. What is Disposition?
Office of Secretary of State Brian Kemp Three classes of disposition: 1.Destruction 2.Temporary storage – Records Center 3.Permanent storage – Archives Implementation
Calculating Destruction Dates: Year CreatedRetention PeriodRetention Count Eligible Destruction Date Calendar Year (Jan. 1, 1986 – Dec. 31, 1986) 198610 years 1987. 1988. 1989. 1990, 1991, 1992, 1993, 1994, 1995, 1996 1/1/1997 Fiscal Year (July 1,2000- June 30, 2001) FY 20003 years FY2001 (07/2001- 06/2002) FY2002 (07/2002- 06/2003) FY2003 (07/2003- 06/2004) 7/1/2004 (FY 2005) Federal Fiscal Year (Oct 1, 2007- Sept 30, 2008) FFY20072 years FFY2008 (10/2008 – 09/2009) FFY2009 (10/2009- 09/2010) 10/1/2010 (FFY 2011) School Year (August 4, 2009-May 21, 2010) SY20091 yearSY2010 (09/2010- 08/2011) 9/1/2011 (SY2012) Disposition - Destruction
Office of Secretary of State Brian Kemp Destruction Georgia Law [O.C.G.A. 50-18-95 (b)], Confidential records are to be destroyed in such a manner that they cannot be read, interpreted, or reconstructed Methods differ with various media Disposition - Destruction
Office of Secretary of State Brian Kemp Media matters Paper – landfills, recycling, shredding Microfilm – silver reclamation, remove from spool Magnetic – overwriting, degaussing Witnessing destruction Disposition - Destruction
Office of Secretary of State Brian Kemp Not all records will be eligible to be destroyed. Some records will be identified with the retention of Permanent. Disposition - Storage
Office of Secretary of State Brian Kemp Records & Information Management Services 404-756-4860 FAX 678-364-3860 http://www.sos.ga.gov/archives/ Under Most Popular click on Records Management Bookmark this site! Questions?