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Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards.

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Presentation on theme: "Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards."— Presentation transcript:

1 Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards

2 Players/Partners Department of Administration Helen Wilson, C.I.O. Governors Office of Technology ext Licensing Board State Archives: Fredrick H. Armstrong – ext 164

3 Licensing Board Records Document the Existence Legal Functions Administration Policies & Procedures Actions of Board & Staff Members

4 Records May Be Paper, such as correspondence Applications Forms Ledger Books Cards Member files Microfilm or microfiche Electronic: computer hard drive or disk –Audio Tape or Disk –Video or DVD –Photograph

5 Records Management Authority 5A-8-1 Title 148 Records Management & Preservation, Series 12 Rules for General Administration of Records Management & Preservation Definitions, Duties of Administrator, Agency chief and manager, Program development, Electronic media

6 Records Management Authority 5A-8-1 Title 148 Records Management & Preservation, Series 13 Rules for Retention & Disposal Schedule Record may not be destroyed without Inventory of agency record holdings, Retention Authorization Form Retention & Disposition Schedule Retire to Records Center, Transfer, Destroy

7 Life Cycle of Record Creation – either in office or received form does not matter INFORMATION Active stage – using regularly Inactive stage – infrequent use but continues to have legal, administrative or fiscal value to business operations Final Disposition: –Transfer to Archives for historical value –Destroy

8 Records Inventory Locate, identify, count (measure) all records maintained by office in all places, Identifies all record series, Record functions or purpose, Volume, date span, arrangement (alpha, numeric or other), current or obsolete, annual accumulation, Format Unique or duplicate Statutory or suggested retention period

9 Record Series Board minutes Board policies, rules, regulations Correspondence Membership cards & files, applications, renewals, license Fees, receipts Disciplinary actions Hearings Budget, audits, Federal & state tax Payroll Purchasing orders, requisitions, transmittals Inventory & maintenance Personnel Retirement Workers compensation Contracts

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13 Record Values Administrative Fiscal Legal Historical

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20 Inactive Records Occasional use or reference Box in standard records box (10x12x15) File folders but no hanging folders Inventory contents, copy inside box and file for reference Label box Store in suitable location for records (same as humans) Sturdy shelving for boxes, limit stacking

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23 State Storage Archives Services, Inc. (NOVA Records LLC 1545 Hansford Street Charleston, WV Deliver, pick up, Index Retrieve, fax (25) Destruction services (shredding)

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35 Meetings and Workshops Board Members Legislative Rules-Title 100, Series 1 Legislative Rules-Title 100, Series 2 State Code County Records Management Manual County Records Retention Schedules Revised Land Book Retention Policy Assessor County Clerk Sheriff Forms Authorization to Destroy Records Circuit Court Records Disposal Report Records Inventory Records Survey Records Transfer Records Transmittal West Virginia Courthouse Facilities Improvement Authority Report Grants Program Grants Recipients, Grants Announcement, Grants Recipients, Grants Announcement, Grants Recipients, Grant Guidelines, Grant Application, Grant Application Cover Sheet, West Virginia Archives and History West Virginia Division of Culture and History Copyright All Rights Reserved.

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37 Partners Department of Administration Helen Wilson, C.I.O. Governors Office of Technology ext State Archives Fredrick H. Armstrong ext 164


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