2008 rmlo training session
DESCRIPTION
Training session for Connecticut state agency records management liaison officers (RMLOs).TRANSCRIPT
Getting Your House in Order:
Basic Records Management Training for State Agency RMLOs
Presented by the Connecticut State Library
Legislative Office BuildingSeptember 9, 2008
© 2008 Connecticut State Library
PresentersEunice G. DiBella, CRM
Public Records Administrator
Jeffrey E. CollinsPublic Records Archivist
Lizette PelletierPublic Records Archivist
Mark Jones, Ph.D.State Archivist
Nancy LieffortReference Librarian
Julie SchwartzUnit Head, Government Information and Reference Services
Connecticut State Library
www.cslib.org
Agenda
Basic Records Management Principals
Records Management in Connecticut
State Agency Responsibilities:−Records Management Liaison Officer
(RMLO)−Records Retention Schedules−Records Storage
Agenda (Cont.)
Records Disposition:−Transferring Records to the State Records
Center−Transferring Records to the State Archives−Transferring Documents to the State
Library and the Connecticut Digital Archive
Electronic Signatures and Managing E-mail
Quiz
Records Management in Connecticut
The Connecticut State Library is the public records office for the State of Connecticut
Authority for this program is granted to the Connecticut State Library in Connecticut General Statutes §11-8 and §11-8a
The Office of the Public Records Administrator
The department of the Connecticut State Library that administers a public records program for state agencies and municipalities
Administers the State Archives
Operates the State Records Center
Administers a grant program for local government records in accordance with CGS § 11-8i thru 11-8n
Background of Public Records
1903: The first “Temporary Examiner of Public Records” appointed by the Connecticut General Assembly
1911: The General Assembly creates the post of permanent “Examiner of Public Records” as assistant to the State Librarian
1956: The first state records retention, storage, and disposal program for state agencies is established
1958: The State Records Center is opened
1967: The position of “Examiner of Public Records” is renamed to “Public Records Administrator”
Statutory Responsibilities:State Library
(Pursuant to CGS §11-8)
Direct a records management program for state government
Approve and operate records storage facilities
Identify and preserve essential state records
Statutory Responsibilities:State Agencies
(Pursuant to CGS §11-8a)
Designate an agency employee to serve as Records Management Liaison Officer (RMLO)
Inventory records
Keep records retention schedules up-to-date
Transfer historical records to the State Archives
Dispose of records after written approval is granted
Records Management Liaison Officer (RMLO)
Create guidelines for maintaining and using agency records
Inventory or supervise an agency records inventory
Prepare agency records retention schedules to be submitted to the Office of the Public Records Administrator
Review agency disposal authorizations and obtain approval to dispose of records
Transfer records to the State Records Center
Coordinate the implementation of records technology to ensure compliance with guidelines and regulations established by the Connecticut State Library
Maintain a control file of records retention schedules, disposal authorizations, and record transfers
Disseminate records management information to agency personnel
Appoint Assistant RMLOs as necessary
Records Management Liaison Officer (RMLO) (Cont.)
www.cslib.org
www.cslib.org/publicrecords/opraforms.htm
Form RC-078: Records Management Liaison Officer Designation
Records Management
Records Management is the “systematic control of all organizational records during the various stages of their life cycle: from their creation or receipt, through their processing, distribution, maintenance and use, to their ultimate disposition.”*
*p. 585 “Information and Records Management,” 4th Ed., McGraw-Hill Robek, Brown, Stephens, 1996.
The Life-Cycle of Records
Current: Office Semi-current: In a records center or low activity
storage facility Permanent: Office or an archival facility
Records having no long-term value are destroyed after agency receives permission from the Office of the Public Records Administrator via Records Disposal Authorization (Form RC-108).
The Life-Cycle of Records
CREATION (or RECEIPT)
PROCESSING, DISTRIBUTION, USE,
and
MAINTENANCE
DISPOSITION DESTRUCTION or
LONG-TERM (ARCHIVAL) RETENTION
Public Records
CGS §1-200(5) defines Public Records as “any recorded data or information relating to the conduct of the public’s business prepared, owned, used, received or retained by a public agency, or to which a public agency is entitled to receive a copy by law or contract under section 1-218, whether such data or information be handwritten, typed, tape-recorded, printed, Photostatted, photographed, or recorded by any other method.”
Non-Records
Non-Records have the same physical characteristics as record materials. The differences between a non-record and a record are:−The reasons for keeping the information
−How it is used
Record Series
A Record Series is a group of similar or related records that are normally used and filed as a unit, for determining a retention period.
All of the records that make up a record series must have the same retention period.
Records Retention Schedule
A Records Retention Schedule is a comprehensive list of record series which indicates the length of time each series is to be retained until it is reviewed for destruction or archival retention.
It also indicates retention in active and inactive storage areas.
Records Retention Schedules: General vs.
Agency-Specific
A General Records Retention Schedule lists record series titles, by subject or function, that apply to all agencies.
Records Retention Schedules: General vs. Agency-Specific (Cont.)
There are eight general records retention schedules:
S1: Administrative Records
S2: Personnel Records
S3: Fiscal Records
S4: Health Information Management Records
S5: Higher Education Records
S6: Electronic Data Processing Records
S7: Vocational-Technical School System Records
S8: Correctional Facilities Records
General Records Retention Schedule (S1)
www.cslib.org
www.cslib.org/publicrecords/retstate.htm
Records Retention Schedules: General vs. Agency-Specific (Cont.)
An Agency-Specific Records Retention Schedule lists those record series titles that are unique to that agency, or individual departments and units, within the agency.
Form RC-050: Records Retention Schedule
We will help you go from this…
To this.
Components of a Records Management Program
Records Inventory Records Retention Schedule Approvals Compliance
Records Inventory
Description Arrangement
e.g., by date, by subject, or by physical format
Date range Format Original vs. duplicate
The records inventory is the starting point for data collection. The records inventory should include the following information on the records:
Form RC-104: Records Inventory Worksheet
The inventory should include offices…,
Hallways…,
Attics…,
and File Rooms.
Records Analysis
Records Analysis is the process of evaluating the data acquired from the inventory to:
Determine the record series−Records used together to perform a function−Filed together as a unit (paper)
Establish uniform record series titles
How Long Do I Keep These Records?
Determine Value: Administrative Legal Fiscal Historical / Research
Administrative value: How long do I need to keep this record to do my job and for the agency to operate effectively?
Legal value: How long do I need to keep these records as evidence of legally enforceable rights of the state or the rights of individuals?
How Long Do I Keep These Records? (Cont.)
How Long Do I Keep These Records? (Cont.)
Fiscal value: How long do these records relate to the agency’s financial transactions?
Historical / Research value: Have these records been appraised to have long-term value?
Requirements that Govern the Retention of Records
Legal Requirements– Laws and Regulations– Statutes of Limitation
(please note there is no universal statute of limitation that governs the retention of all records)
Fiscal / Audit Requirements– Requirements apply to state and federal
audits
Records Retention Schedules: Preparing
Schedules Determine and list all records by record
series title
Evaluate all records in terms of legal, fiscal, administrative, and historical / research value
Prepare the Records Retention Schedule Worksheet (Form RC-050W)
Submit the form to the Office of the Public Records Administrator for review
Example of an RC-050W submitted by an agency
The title and description should accurately reflect what the record series is and what records it includes.
All records should be listed.
Records Retention Schedules:
Describing the RecordsA record series title and description must
accurately describe the records:– What was written:
“OTB Correspondence and Related Material” “Pari-Mutuel Correspondence and Related Material” “Casino Correspondence and Related Material”
– What it meant: Occupational Licensure Files (Lottery, Off-Track
Betting, Pari-Mutuel, and Casino)
Including, but not limited to application, correspondence, and supporting documentation for individual employees.
Records Retention Schedules:
Determining the Retention Period
A records retention schedule sets the minimum retention requirements
A records retention schedule does not mandate records destruction
If a record is not on an approved records retention schedule, an agency cannot dispose of the record
Example of an RC-050W submitted by an agency
The retention period must state how long the records are retained in the office, at an approved off-site facility, if necessary, and the total retention. It should also indicate when the “clock starts ticking.”
Records Retention Schedules:
Determining the Retention Period (Cont.)A records retention period must be clear
and concise:– What we’ve seen:
“5 years or until superseded, whichever” “Permanent – purged upon death” “Until form used”
– What it really meant: “Ten years after final grant report submitted” “Five years after the license expiration date” “No retention” (copy of issued certificate is not
retained)
Records Retention Schedules:
Determining the Retention Period (Cont.)“Permanent” means “Forever”
Only a very small number of records need to be kept forever!
Be prepared to defend why the retention should be “permanent:”
R̶Statute or regulationR̶Significant historical / research valueR̶“Just in case” is not acceptable
Approved Form RC-050 for Teachers’ Retirement Board (page 1 of 2)
Approved Form RC-050 for Teachers’ Retirement Board (page 2 of 2)
Records Retention Schedules: Things to Avoid
Don’t list each individual form
Don’t use professional or agency jargon
Don’t use abbreviations or acronyms (unless spelled out the first time used)
Don’t list record series already included on a general schedule
Form RC-050: Records Retention Schedule
www.cslib.org/publicrecords/retstate.htm
Results of Applying Records Retention Schedules
According to most studies, on average:
40% of records can be destroyed
25% of records can be transferred to a records center
5% of records are archival
30% of records remain in the office
Take a Break!
15 Minute Break
Please return promptly as we have much more to cover!
Refreshments can be purchased at the Cafeteria on the ground floor
Records Storage ON-SITE:
− Central Records Facility / Room
OFF-SITE:− Agency-operated Records Center− State Records Center− Commercial Records Center
Pursuant to CGS § 11-8, all records storage facilities must be approved by the Public Records Administrator
Example of a central records room (DEP)
Example of a central records room (DEP)
State Records Center
State Records Center Located in Rocky Hill at 198 West Street Monday – Friday, 8:00 a.m. to 4:00 p.m. Secured Facility Services include:
−Storage of Records−Records Retrieval, Re-file, and Interfile−Records Destruction
Currently all services are free of charge!
State Records Center: Looking out from the vault
State Records Center: Transferring Records
General Letter 2008-2: Transfer of Records to State Records Center and Approved Boxes for Records Storage
Complete the Records Center Storage List (Form RC-100)
Records should:−Correspond to an approved records retention
schedule−Be part of the same record series−Have the same destruction year
State Records Center: Transferring Records (Cont.)
E-mail the completed Records Center Storage List (Form RC-100) to [email protected]
Records Center Staff will contact you to schedule a shipment date
Form RC-100: Records Center Storage List
State Records Center:Approved Boxes
Only use approved boxes−1.0 cubic foot−Tested for durability−Stores both letter and legal-size records
You may purchase from vendor on state contract (#07PSX0044)
State Records Center:Packing the Box
Do not over-pack the box (30 lb. limit)
Damaged or over-packed boxes will not be accepted
Each box should contain records that have the same destruction year
State Records Center:Labeling the Box
Properly mark each box Use the short side (12”) of the box Leave a 6” by 2” space for staff use Print legibly
Example of an improperly labeled box
State Records Center: Delivering the Records
The agency will need to deliver and unload their records
Boxes are unloaded in order as listed on Form RC-100
A copy of Form RC-100 will be returned to the agency
Delivering the records
Checking the boxes against the RC-100
State Records Center: Reference Requests
Complete the Records Center Reference Request (Form RC-200)
E-mail, fax, or call-in your request
Form RC-200: Records Center Reference Request
State Records Center: Destroying Records
Records Center staff will contact the agency once the records have met the retention period
The agency must review and approve all records available for destruction
A signed copy of Form RC-100 will be returned to the agency
Destroyed Records Center Storage List (Form RC-100)
Records Disposal Authorization
Periodically review the records retention schedule to determine which records are eligible for destruction
Send completed Records Disposal Authorization (Form RC-108) to the Office of the Public Records Administrator
Destroy records when the signed form is returned, or arrange for transfer of designated historical records to the State Archives
Records Disposal Authorization Things to
Remember Statutes: Criminal Intent
−CGS § 1-240−CGS § 53-153
Commercial Storage−Still have to ask for permission to destroy−Conduct regular audits
Form RC-108: Records Disposal Authorization
Need to dispose of
record
Is record listed on
a general
schedule?
Is record listed on
an agency
schedule?
Contact the agency RMLO who
will work with the Office of the Public Records Administrator
(OPRA) to schedule the
record
Is the retention
permane
nt?
Retain until the minimum retention
period has passed
Has the minimum retention
period passed?
Submit a Records Disposal
Authorization (Form RC-108) to OPRA for
review
Upon receipt of signed Form RC-108, destroy or transfer
records to State Archives as directed
No No
Yes Yes
No
No
Retain in agency or contact State Archivist for
appraisal and possible transfer to
State Archives
Yes
Records Disposal
Does the record
pertain to any pending case, claim or action?
NoRetain until
the case, claim, or action is resolved
Yes Yes
Connecticut State Archives
The Connecticut State Archives is:- Buildings- Records- Staff
BUILDINGS (Connecticut State Library)
BUILDINGS (Van Block Facility)
RECORDS
STAFF (Assistant State Archivist Bruce P. Stark)
Background of State Archives
1855: Connecticut State Library began acquiring state public records
1909: Connecticut State Library became the official State Archives
1984: General Assembly includes the post of State Archivist as part of the State public records program
What is an Archival Record?
Government records possess archival or enduring value if they contain information which satisfies one or more of the following:
− Documents the evolution of organization, policies, and practices
− Documents obligations, claims, or petitions− Documents State legal and legislative history− Contains information which is used by
researchers for reasons other than those for which the records were created, e.g., commercial or cultural reasons
Archival records may be in any format, including paper, photographs, film, tapes, disk, and video.
www.cslib.org
www.cslib.org/archives/FAIndexes
How to Transfer Records to the State Archives
Contact the State Archivist (work through your RMLO)
Arrange for physical transfer
Complete the Memorandum of Transfer
State Archives staff can come to your agency to retrieve boxes
Memorandum of Transfer (p. 1 of 2)
Memorandum of Transfer (p. 2 of 2)
Connecticut State Documents at the Connecticut State Library
Who wants my agency documents?
Whether in paper or electrons,
We do!
Sec. 11-4a. Commissions and agencies to file reports with librarian. Each commission, task force or committee appointed by the Governor or the General Assembly, or both, and required to report its findings and recommendations, and each state agency which submits a report to the General Assembly or any committee of the General Assembly, shall submit its report to the clerks of the Senate and the House of Representatives, and shall file with the State Librarian as many copies of such report as the commission, task force, committee or agency and the librarian jointly deem appropriate, and one copy with the Office of Legislative Research.
(1959, P.A. 419; P.A. 87-64.)
History: P.A. 87-64 deleted reference to "temporary" commissions, extended reporting and filing requirements to task forces and state agencies which report to the general assembly or a committee of the general assembly, and required one copy of report to be filed with office of legislative research.
The 1977 Connecticut General Assembly established (Public Act 77-561) a depository library system to improve the accessibility of Connecticut State Agency Documents. That law [ C.G.S. 11-9(b)-(d)] requires each state agency to provide copies of its publications to the Connecticut State Library. The CSL then distributes the documents to designated libraries in the state and the Library of Congress. While most libraries in Connecticut have some Connecticut documents these depositories hold considerably more. Public Act 07-227 included electronic or other intangible forms
WHY we do it?It’s the Law (& there are a
couple.)
Why we really
do it?
It’s fun!!& Important, too
Before we made Connecticut our Staycation Destination we were just ….
Hunting
&
Gathering
From your file cabinets…
To our stacks
Why we really
do it?
It’s fun!!
& Important, too
AccessPreservation
Each item will be accessible through our catalog by author,agency, title, subject or keyword. The catalog record is also supplied to reQuest, the statewide library catalog, and to WorldCat, a worldwide library database that includes over 58 million records.
W e s e n d cop iesto o th e r d ep o s itory lib ra r ies
th ro u g h o u t th e s ta te
W e se n d tw o co p iesto th e L ib rary o f C o n g re s ss
W e k e epo n e co p y in a
s e cu re d loca tion
W e k ee p o n eco p y fo r u se
a n d c ircu lation
P e r 11C G S 9b e t. s e q .,e a ch a g en cy s e n d s 17 cop ies
o f e a ch p u b lica tio n to th e S ta te L ib ra ry
Connecticut State Depository Program
Connecticut State Documents Depository Library Network
www.cslib.org
www.cslib.org
Connecticut Digital Archive
“Archives” electronic Connecticut state publications in a secure repository: the OCLC Digital Archive in Dublin, Ohio
All records and objects freely available through the Library catalog, the statewide union catalog, and WorldCat
Document Selection
Stephen Rice
How can you help us?READ THE BROCHURE!!!!
Send 17 copies of all print publications to:
Collection Management UnitAttention: Connecticut DocumentsConnecticut State Library231 Capitol AvenueHartford, CT 06106
How can you help us?READ THE BROCHURE!!!!
Send an e-mail to [email protected] to notify us when you post or remove documents from the Web
HELP !
Connecticut Uniform Electronic Transactions Act as codified in CGS §1-266 to 1-286
Regulates electronic transactions and signatures
Includes e-mail in the definition of an electronic record
Electronic Transactions
Electronic Transactions: Definitions
CGS §1-267 (7) “Electronic record means a record created, generated, sent, communicated, received or stored by electronic means, including, but not limited to, facsimiles, electronic mail, telexes and Internet messaging.”
CGS §1-267 (8) “Electronic signature means an electronic sound, symbol or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.”
CGS § 1-282. “Creation and retention of electronic records and conversion of written records by governmental agencies. Except as otherwise required by the State Librarian or the Public Records Administrator in accordance with sections 11-8 and 11- 8a, each governmental agency in this state shall determine whether, and the extent to which, it will create and retain electronic records and convert written records to electronic records.”
Electronic Transactions: Definitions (Cont.)
CGS § 1-283. “Acceptance and distribution of electronic records by governmental agencies. Interoperability. Regulations. (a) Except as otherwise provided in subsection (f) of section 1-277, each governmental agency in this state shall determine whether, and the extent to which, it will send and accept electronic records and electronic signatures to and from other persons and otherwise create, generate, communicate, store, process, use and rely upon electronic records and electronic signatures.”
Electronic Transactions: Definitions (Cont.)
Managing E-mail:Essential Elements
Policies and Procedures
Records Retention Schedules
Training
Software
Continuous Improvement / Updates
Managing E-mail:State Policies
General Letter 98-1: Electronic and Voice Mail: A Management and Retention Guide for State and Municipal Government Agencies−Defines e-mail and public records−Explains retention guidelines for e-mail
messages−Clarifies retention of voice mail
www.cslib.org/publicrecords/opraforms.htm#guidelines
www.cslib.org/publicrecords/email.htm
Managing E-mail:Retention Guidelines
Transitory (non-record) messages are casual and routine communications similar to a telephone conversation
Public records with a less than permanent retention period
Public records with a permanent or archival retention period
Managing E-mail:Retention Guidelines (Cont.)
Transitory Records: delete at will
Convey information of temporary importance
Includes convenience copies that are distributed for informational purposes
Often similar to oral communication
Managing E-mail:Retention Guidelines (Cont.)
Less than Permanent Records: follow the retention period for the equivalent hard copy record as specified in an approved retention schedule: Must be able to retrieve the record for the
minimum retention period required
Most records fall into this category
Includes routine correspondence
Managing E-mail:Retention Guidelines (Cont.)
Permanent or Permanent / Archival Records:
Must be retrievable for the life of the record
Maintain human-readable copy, e.g. paper or microfilm
Managing E-mail:Filing and Classification
Most e-mail systems are not filing systems
Files created by users are generally outside of the agency filing system
Filing and classification is specific to the user
We are Here to Help!
Training Opportunities Presentations to Agencies On-site Visits Records Storage at the State Records
Center Permanent Records Storage at the
State Archives Assistance with Developing Records
Retention Schedules Guidance and Support
Connecticut State Library
Office of the Public Records Administrator(860) 757-6540www.cslib.org