Life Cycle of a Record 5/12/2015. Records Management Ugh! Management & Storage of Procurement Records

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1 Management & Storage of Erin Lowry, State Records Analyst Carolyn Smith, Local Records Analyst Records Management Ugh! Life Cycle of a Record 1

2 Unmanaged Records Managed Records Records Management It s the Law SOUTH CAROLINA PUBLIC RECORDS ACT SC Code of Laws Title 30 Chapter 1 Legal justification for Public Records Management. 2

3 South Carolina Public Records Act Noteworthy Sections: SECTION Custodians of records; records officer. SECTION Unlawful removing, defacing or destroying public records. SECTION Archives shall assist in creating, filing and preserving records; inventories and schedules. SECTION Additional powers and duties of the Archives; Authorized Destruction of Public Records Public Body any department of the State, any state board, commission, agency, and authority, any public or governmental body or political subdivision of the State, supported in whole or in part by public funds or expending public funds Code of Laws of South Carolina, 1976, Section (b) Public Records includes all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics prepared, owned, used, in the possession of, or retained by a public body Code of Laws of South Carolina, 1976, Section (c) as amended aka The Freedom of Information Act 3

4 Examples of Public Records Record: completed forms, correspondence, maps, drawings, photographs, and reports Non-Record: convenience copies for reference, publications not evidence of governmental activities, including catalogues, trade journals, pamphlets, and blank forms Management & Storage of Public Records SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY (Statutory Authority: 1976 Code Section (B)) Chapter 12. ARTICLE 10. MINIMUM STANDARDS FOR FACILITIES WHICH HOUSE SOUTH CAROLINA PUBLIC RECORDS Public Records Storage Standards Required Minimum Standards for all Records Storage Facilities. Construction Environment Security/Protection 4

5 Minimum Standards: Records Storage Public or Offsite Sound Construction; well maintained Clean; free of vermin; no eating, drinking Well ventilated; no extreme temperature fluctuations No leaks, flooding or excessive moisture; 3 inches from floor Secure; protected (man made and natural disasters) Where do I start? A Records Inventory Records Inventory The process of locating, identifying, describing, counting, and measuring all records regardless of medium in office and storage areas (ARM 1 Form) Technical term for organizing records 5

6 How to Establish Records Retention Schedules Value of Use to reconstruct the entire procurement and contract administration processes Maintain an audit trail from initial receipt of requisition to closing of contract Retain for procurement legal and regulatory framework County 6

7 Municipal School Districts State Agency 7

8 State Agency Colleges/Universities Public versus Confidential FOIA exemptions SC Code Section Includes Information of a personal nature where the public disclosure thereof would constitute unreasonable invasion of personal privacy Redaction Use of Records Transmittal Spreadsheet Agency does prior to transfer or advises Archives of restricted/confidential information contained in series 8

9 Organization Labels/Codes Files Boxes Filing scheme Function Department Employee Accessibility Indexes Folder level File level Location Central Employee File Closet/Basement Records Storage Office or Onsite Maintenance Legibility Backups Technology Security Vital Confidential Records Storage External Commercial Vendors Criteria for Storage Follows government regulations and guidelines for retentions Ensures records are properly indexed for efficient access when needed Reviewed for destruction when retentions are met Enhanced safety and security Records Storage External State Records Center Available only to State Records Criteria for storage of public records Contact: Richie Wiggers (803) or 9

10 Final Disposition Non Permanent Records Culling Periodic (fiscal/calendar year) Duplicates Destruction Complete and submit forms (ARM11) Paper and electronic (IT collaboration) Shred (redact) confidential information All copies Final Disposition Permanent Records Deemed historically valuable Research Genealogy Transfer to proper repository local historical societies college archives State Archives Electronic Records Electronic records include: Scanned images (originally paper; ARM13 Form) Born digital User assures legibility, retention/organization, accessibility Electronic Document and Records Management Systems (EDRMS) how reliable is system/vendor how much human interaction level of distribution (official versus reference copies) Information Leaflet 13 criteria 10

11 Information Leaflet #13 Criteria ARM 13 Form ARM 13 Form 11

12 Questions? State Agencies, Public Universities and Colleges Erin Lowry (803) Local Government (Municipalities, Counties), School Districts Carolyn Smith (803) Archives & History Online Click Records Management General Schedules Forms Information Leaflets 12