Fredrick H. Armstrong, Director, Archives & History Staff, Records Management and Preservation...

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

hwilson@wvadmin.gov• Licensing Board• State Archives: Fredrick H. Armstrong

– 558-0230 ext 164– fharmstrong@wvculture.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 & PreservationDefinitions, 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 ScheduleRecord may not be destroyed withoutInventory of agency record holdings,Retention Authorization FormRetention & Disposition ScheduleRetire 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

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

Record Values

• Administrative

• Fiscal

• Legal

• Historical

Inactive Records

• Occasional use or reference• Box in standard records box (10”x12”x15)• 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

State Storage

• Archives Services, Inc. (NOVA Records LLC

1545 Hansford Street

Charleston, WV 25311

346-8878

Deliver, pick up,

Index

Retrieve, fax (25)

Destruction services (shredding)

Meetings and WorkshopsBoard MembersLegislative Rules-Title 100, Series 1Legislative Rules-Title 100, Series 2State CodeCounty Records Management ManualCounty Records Retention SchedulesRevised Land Book Retention PolicyAssessorCounty ClerkSheriffForms Authorization to Destroy RecordsCircuit Court Records Disposal ReportRecords InventoryRecords SurveyRecords TransferRecords TransmittalWest Virginia Courthouse Facilities Improvement Authority ReportGrants ProgramGrants Recipients, 2004-05Grants Announcement, 2005-06Grants Recipients, 2005-06Grants Announcement, 2006-07Grants Recipients, 2006-07Grant Guidelines, 2007-08Grant Application, 2007-08Grant Application Cover Sheet, 2007-08

West Virginia Archives and History West Virginia Division of Culture and History

Copyright 2006. All Rights Reserved.

Summary

• A solid records management program begins with a records inventory which allows staff to gain knowledge of office recordsholdings and allows them to plan for future needs.

• Records are inventoried and scheduled in groups called records series, which are identical or related records that are normally filed, used, and disposed of as a unit.

• A records retention and disposition schedule is an essential tool in establishing a sound records management program.

• By regulating the storage and treatment of records during all phases of the records life cycle, the schedule also allows office staff to more effectively manage records.

• It is important to remember, however, that even the very best of records retention and disposition schedules is useless if it is not systematically applied to all records listed.

Partners

• Department of Administration

Helen Wilson, C.I.O.

Governors Office of Technology

558-5472 ext. 1066

hwilson@wvadmin.gov• State Archives

Fredrick H. Armstrong558-0230 ext 164

fharmstrong@wvculture.org