A retention program identifies the records that need to be kept and outlines guidelines for how long different record. Versatile retention is a complete schedule management and research solution that gives your business total control over your retention schedule. The schedule, like all records retention schedules, is approved by the state archives and records. Record management programme an overview sciencedirect topics. It can also include transfer to a historical archive, museum, or private individual. Guidelines are provided for the retention and disposition of records based on legal, fiscal, historical, administrative, and other needs through authorized retention schedules.
The records management program helps agencies comply with louisiana r. This records disposition schedule is intended to clarify the record keeping responsibilities of offices and to ensure that records are appropriately saved or destroyed. Software programs, automated software applications and operating system files including job control language, program listingsource code, etc. Records retention schedule information governance solutions. A records retention program includes the systematic storage, tracking, and destruction of business documents and records. Because this endtoend solution addresses both the aggregation of relevant policies and the management and execution of the document retention schedule. Zasios easytouse electronic records management software will help you effortlessly manage all of your business records. A retention schedule is a policy document that identifies and describes an organizations records, usually at the series level, and provides. Records management manual society of american archivists. Friends groups schedule records of dates and times of friends groups meetings per fiscal year. State archives records retention and disposition schedules do not cover nongovernment records, including the records of nonprofit organizations, commercial ventures, and private individuals.
Department of administrative services general schedules. Versatile record retention software compliance zasio. Greg bradsher asked me to participate in todays panel as a representative of the museum archives section of the society of american archivists. Examples of entries in a museums records retention schedule might include.
Records retention and document retention software hyland. Guidelines for weeding records, the general museum schedule and their own departments. Records are managed according to the retention schedule. Maintain the getty records policy and information management schedule.
Record retention supplement for auto dealers general records cont. A no no a installation is the office of record saa museum. Preservation of archival records 9 archival records on retention schedules 9. Records controls schedules rcs frequently asked questions. The essential steps needed to establish a museum records management. A records retention and disposition schedule records schedule is an essential tool in establishing a solid records management program. The general schedule includes records common to all agencies, while the agencyspecific schedule is a customized schedule addressing a single agencys or offices records. The smithsonian institution archives is responsible for advising smithsonian offices on the proper retention and disposal of their records. Weve also compiled record retention schedules by state for municipalities, special districts and state agencies, boards and commissions, as well as general employer recordkeeping laws. With zasios software asaservice option, there is no software. It is critical that museum staff who create records be familiar with the vitals record schedule and their departmental record schedule. Examples of museum archives records schedules as defined in the museum of archives guidelines section seven.
All departments must comply with the museums retention schedules by. General schedule for electronic and related records. Zasio releases records retention software as a saas model. All electronic data stored on servers, including software used by the museum, is to. Texas state records retention schedule revised 4th. Records retention schedule louisiana secretary of state. Records retention minnesota management and budget mmb. Federal agencies submit requests for disposition authority via the electronic records. Records retention schedule fundamentals iron mountain. For phi on electronic media, clearing using software or hardware products to. Nonrecords do not require retention scheduling or destruction authorization or reporting.
Developing a file plan, retention schedule and records management programme. I was chair of the section in 199798, when i first heard greg speak about the efforts here at the national archives. County records manual with retention and disposition schedules pdf 2002 edition updated as of 42017 this manual has been issued to inform certain county administrative, fiscal and judicial officers of the opportunity to legally dispose of records in accordance with the provisions of the county records. Once identified records are listed in retention schedules that detail how long they are to be kept. If you have additional resources to contribute to our guide, please contact working group cochairs rachel chatalbash or megan schwenke. If you have additional resources to contribute to our. Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. A company implements a records retention schedule in order to ensure that its records are kept as long as legally and operationally required and that obsolete records. A records retention program relates to documents to keep location and environment for storing documents length of time documents are to be kept 2. An accurate records retention schedule and inventory of information repositories and content is a critical foundation for many information governance activities. Local government records retention schedules washington.
Learn about the records management program which ensures the. Retention schedule for judicial bodies are created by the state supreme court, although the state. Retention requirements relating to nongovernment records. Software needed for access to the record must also be retained permanently. Records retention schedules for all local government agencies. Local government record retention schedules georgia archives. General records retention schedule missouri school boards. No files, records, publications, photographs and negatives or documents of the museum shall be destroyed without proper departmental authorization and in accordance with the established record retention. January 17, 2007 retention schedule basics 5 12 steps to retention scheduling 1. A records retention schedule is a document that identifies and describes a state agencys records and the lengths of time that each type of record must be retained. Retention and disposition schedules new york state archives.
If you have a record series listed as permanent, or it is historically significant, please contact the state archives at 602 9263720 for next steps. Records management, also known as records and information management, is an. Virgo records retention schedule software informs you of information governance requirements that include retention, privacy, storage, location, format and more. August 2012 ambulance district records retention schedule see also the general records retention schedule. Establishing and implementing a state records board approved schedule. It is a policy document that defines an organizations legal and compliance recordkeeping requirements. The records retention schedule is formulated by records management and the records custodian of each department.
Retention periods are based upon federal and state mandates, record. Retain until superseded by a revised retention schedule, or until record series is no longer maintained, then destroy. Records retention guidelines 7 years following disposition,termination, or pay off please note that this table should only be used as a guide. No files, records, publications, photographs and negatives or documents of the museum shall be destroyed without proper departmental authorization and in accordance with the established record retention and document destruction policy.
The following words and terms, when used in this chapter, shall have the following meanings. All linked documents should be used as reference only when creating a records schedule. All records retention schedules approved by the local records committee are provided below. What schedules are in the records control schedule rcs repository. We offer complete retention management and research tools. A records retention schedule contains a comprehensive list of records the length of time records are to be maintained dates for when records. Local government retention and disposition schedules. Records unique to particular offices are addressed in individual office schedules. Virgo assures the rim professional that the records retention policy meets legal scrutiny for not only retention but critical disposition of highly charged and sensitive data. Deborah wythe, brooklyn museum of art archival sources for researching holocaustera looted art panel recordkeeping in museums. Records retention schedule a form used to identify the length of time a record must be retained before final disposition. Records will be disposed according to authorized retention schedules.
Texas state agencies and public universities are required to submit their retention schedules. This schedule provides retention periods for records created by local governments. The arizona capitol museum is closed until further notice. Human resources records retention select other tab. Ans the repository contains schedules approved by the archivist of the united states since may, 1973. A records retention schedule is the cornerstone of an effective records management program. Local government common records retention schedule core local government records retention schedules by type of agency. The creation of the records management program at the national museum of women in the arts commenced in. Records management smithsonian institution archives. Records retention schedule requirement and process. Retention and information governance software that is scaleable with your business needs through valuable add on extensions. A records retention schedule is a comprehensive listing of the records an. Common record categories include records, such as budget and accounting records.
The general schedule for electronic and related records covers the records common to agencies with electronic data processing systems. Agency hr and payroll staff use the following records retention schedules to identify the length of time various records should be retained. You should consult with your attorney and insurance carrier when establishing a record retention. Retention and disposition of records that are common to many offices are included in the general schedule. General records retention schedule bma records management.
Desktop software for all your museum management needs. The question of how to select some of a museums records for the permanent. Deborah wythe, brooklyn museum of art archival sources for researching holocaustera looted art panel recordkeeping in museums greg bradsher asked me to participate in todays panel as a representative of the museum archives section of the society of american archivists. Versatile retention is a complete retention schedule management and research solution that gives your business total control over your records retention schedule. The length of time records are to be retained is codified in records retention schedules. If an electronic record is schedule for permanent retention. If you have any questions about specific recordkeeping requirements or statespecific record retention schedules. Application of the records retention schedule this schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. The intuitive search engine allows you to search for citations and link them to schedule titles to show legal backing for retention rules. State records retention schedules kansas historical society. The getty information management schedule institutional records. The policy applies to all offices and staff of the honolulu museum of art.