Training session for Connecticut state agency records management liaison officers (RMLOs).

1. Getting Your House in Order: Basic Records Management Training for State Agency RMLOs Presented by the Connecticut State Library Legislative Office Building September 9, 2008 © 2008 Connecticut State Library

3. Connecticut State Library www.cslib.org

13. www.cslib.org

14. www.cslib.org/publicrecords/opraforms.htm

15. Form RC-078: Records Management Liaison Officer Designation

18. The Life-Cycle of Records CREATION (or RECEIPT) PROCESSING, DISTRIBUTION, USE, and MAINTENANCE DISPOSITION DESTRUCTION or LONG-TERM (ARCHIVAL) RETENTION

25. General Records Retention Schedule (S1)

26. www.cslib.org

27. www.cslib.org/publicrecords/retstate.htm

29. Form RC-050: Records Retention Schedule

30. We will help you go from this…

31. To this.

34. Form RC-104: Records Inventory Worksheet

35. The inventory should include offices…,

36. Hallways…,

37. Attics…,

38. and File Rooms.

45. 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.

48. 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.”

51. Approved Form RC-050 for Teachers’ Retirement Board (page 1 of 2)

52. Approved Form RC-050 for Teachers’ Retirement Board (page 2 of 2)

54. Form RC-050: Records Retention Schedule

55. www.cslib.org/publicrecords/retstate.htm

59. Example of a central records room (DEP)

60. Example of a central records room (DEP)

61. State Records Center

63. State Records Center: Looking out from the vault

66. Form RC-100: Records Center Storage List

70. Example of an improperly labeled box

72. Delivering the records

73. Checking the boxes against the RC-100

75. Form RC-200: Records Center Reference Request

77. Destroyed Records Center Storage List (Form RC-100)

80. Form RC-108: Records Disposal Authorization

81. 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 permanent? 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? No Retain until the case, claim, or action is resolved Yes Yes

83. BUILDINGS (Connecticut State Library)

84. BUILDINGS (Van Block Facility)

85. RECORDS

86. STAFF (Assistant State Archivist Bruce P. Stark)

89. www.cslib.org

90. www.cslib.org/archives/FAIndexes

92. Memorandum of Transfer (p. 1 of 2)

93. Memorandum of Transfer (p. 2 of 2)

94. Connecticut State Documents at the Connecticut State Library

95. Who wants my agency documents? Whether in paper or electrons, We do!

96. WHY we do it? It’s the Law (& there are a couple.) 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

97. Why we really do it? It’s fun!! & Important, too

98. Before we made Connecticut our Staycation Destination we were just ….

100. Hunting & Gathering

101. From your file cabinets … To our stacks

102. Why we really do it? It’s fun!! & Important, too

104. Access Preservation

106. Connecticut State Depository Program 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.

107. Connecticut State Documents Depository Library Network

108. www.cslib.org

109. www.cslib.org

119. Document Selection Stephen Rice

130. www.cslib.org/publicrecords/opraforms.htm#guidelines

131. www.cslib.org/publicrecords/email.htm

139. Connecticut State Library Office of the Public Records Administrator (860) 757-6540 www.cslib.org