Presentation on theme: "Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards."— Presentation transcript:
Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation Board Records Management for Licensing Boards
Players/Partners Department of Administration Helen Wilson, C.I.O. Governors Office of Technology 558-5472 ext. 1066 email@example.com Licensing Board State Archives: Fredrick H. Armstrong –558-0230 ext 164 –firstname.lastname@example.org
Licensing Board Records Document the Existence Legal Functions Administration Policies & Procedures Actions of Board & Staff Members
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
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
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
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
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
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
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, 2004-05 Grants Announcement, 2005-06 Grants Recipients, 2005-06 Grants Announcement, 2006-07 Grants Recipients, 2006-07 Grant Guidelines, 2007-08 Grant Application, 2007-08 Grant Application Cover Sheet, 2007-08 West Virginia Archives and History West Virginia Division of Culture and History Copyright 2006. All Rights Reserved.
Partners Department of Administration Helen Wilson, C.I.O. Governors Office of Technology 558-5472 ext. 1066 email@example.com State Archives Fredrick H. Armstrong 558-0230 ext 164 firstname.lastname@example.org
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