Records Management Essentials

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• 1. Public Records Management Act (PRMA)
  • 1.1. Definitions
  • 1.2. Records are the property of the state
  • 1.3. Duties of governmental entities
  • 1.4. Records management options for political subdivisions
  • 1.5. Duties of the Division of Archives and Records Service (63A-12-101)
• 2. Basic Records Management Principles
  • 2.1. Benefits of establishing and maintaining a records management program
  • 2.2. Analyzing and assessing your records
  • 2.3. Understanding the functions of your agency and the records you should create and maintain
  • 2.4. Scheduling the lifecycle of your records
  • 2.5. Managing record formats
  • 2.6. Essential records and mitigating against loss
• 3. Ten Steps for Implementing Records Retention
  • 3.1. Find the general retention schedules and your agency's series-specific retention schedules
  • 3.2. Understand the general retention schedules and your agency's series-specific retention schedules
  • 3.3. Inventory your agency's records
  • 3.4. Distribute applicable retention schedules to staff; garner and document staff feedback
  • 3.5. Establish plans for reformatting, data migration, and records storage
  • 3.6. Update and add to your retention schedules as necessary
  • 3.7. Assign recordkeeping responsibilities and train agency staff members
  • 3.8. Organize your records
  • 3.9. Transfer records as necessary
  • 3.10. Destroy records as necessary
• Glossary
  • Definition of terms
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