1. Introduction to Archives
& Records Management
Luciana Spracher, Director
City of Savannah, Research Library & Municipal Archives

2. Public Records in Georgia
 Public Records are Public Property
◦ Must be maintained, inventoried, safeguarded,
accounted for and disposed of like all other
government property which is paid for with
taxpayer funds
◦ Subject to requirements of state statutes and
regulations
 Public Records are Open to the Public
◦ Open for inspection and copying, to any
citizen, at a reasonable time and place, unless
specifically excluded by law or court order

3. Public Records are Public Property
Georgia Records Act (OCGA 50-18-90
thru 50-18-103)
 Public records: regardless of physical form or
characteristics; all records created or
received in the performance of a public duty
or paid for by public funds
 Requires public employees to create
adequate and proper records to document
agency’s functions
 Requires disposition of public records
through approved retention schedules

4. Public Records Open to the Public
Georgia Open Records Act (OCGA 50-18-70
thru 50-18-77)
 All public records are open for inspection by a
citizen at a reasonable time and place, except
those closed by court order or law
 Open records fosters trust in government,
transparency and accountability
 Open Records Act stresses prompt response
with a three business day time limit (options for
response)
 Good customer service and good records
management requirements for effective and
efficient handling of Open Records Requests

5. Records Management
 What is it?
◦ The process of ensuring the proper creation,
maintenance, use and disposal of business records
to achieve maximum efficiency
 Why should you care?
◦ Records/information is a valuable asset
◦ Records management: saves time, space, money;
promotes good customer service and efficient
business processes; limits your liability and
insures legal compliance
 Who is responsible for records
management/records?

6. Record Life Cycle
1. Creation
2. Use
3.Active
storage
4.Transfer
5. Inactive
storage
6. Disposal
Life Cycle
1. Creation
2. Use
3. Active storage
4. Transfer
5. Inactive storage
6. Disposal

7. Active Files Management
 Purpose of Filing: Retrieval/Access (3 minute rule)
 Be Proactive – Not Reactive
 Active Files Management:
◦ Inventory/Analysis of Files
◦ Identify Record Series – Primary/Essential Functions
◦ File Arrangement/Order
◦ Storage/Filing Systems
◦ Check-out Processes
 Inactive Files
◦ Cut-off/Breaking
◦ Transfer Documentation

8. Storage Environment/Security
 Storage Environments:
◦ Cool, dry, stable
◦ Moderate temperature, relative humidity, little
fluctuation of both
◦ Good housekeeping, pest control, no food/drink
◦ Keep records away from light
 Security:
◦ Only those who need access have it: employ locked
storage areas or filing cabinets as appropriate
◦ Records designated confidential by law should be
treated so in maintenance, storage and disposition

9. Electronic Records
 Paper vs. Electronic/Digital
 Metadata:
◦ “data about data”
◦ “metadata is the information we need about records to
facilitate discovery, access, management and preservation”
 File Naming:
◦ file name is the chief identifier; provides basic metadata
◦ be consistent; should outlast the creator
 Filing Systems:
◦ assists with applying retention schedules and identifying
record series
 File Formats:
◦ preferable to use “open” non-proprietary, well-
documented formats (ex. jpeg, pdf, tiff, doc, rtf, txt)

10. Retention/Disposition
 Retention vs. Disposition
◦ Retaining too long: liability; waste of resources
◦ Disposing of too soon: liability; loss of valuable
government/business asset
 Identifying Retention Periods
◦ Federal and State regulations (minimum
requirements)
◦ Business needs (local ordinances)
◦ Organizational/Community history
 Disposition of Records

11. Georgia Archives – Local Government Retention Schedules
http://www.georgiaarchives.org/records/local_government/

12. Common Schedules
Category: Payroll
 Work-Time Schedules
Description: Records documenting employee's daily and weekly work schedules
Retention: 4 years and settlement of all claims due
Classification: Temporary-Short-Term
Category:Accounting
 Accounts Payable Files
Description: Records documenting payments made by agency for services
rendered or items purchased
Retention: 5 years
Classification: Temporary - Short Term
Legal Citation: O.C.G.A. 11-2-725; 36-11-1

13. Specific Schedules – Cemetery
CATEGORY: CEMETERY [Total entries: 3 ]
 Internment Records
Description: Provide a cross-reference for other cemetery records by listing name
of deceased, location, costs, and date of burial
Retention: Permanent
Classification: Permanent
 Lot Owner Card Files
Description: Description of cemetery plots that provides owner name, date of
purchase, and deed number
Retention: Permanent
Classification: Permanent
 Registers
Description: Lists of cemetery plots indicating location, purchaser, and deed
numbers
Retention: Permanent
Classification: Permanent
Archival Instructions:Vital Record - duplicate and store offsite

14. Records Disposition
 Regular/Annual dispositions
 Protect confidential information
 Witnessed destructions
 Document/log destructions
 Stays/holds on destructions

15. Archival Records
 What are archival records?
◦ Continuing historical or legal value
◦ Document organizational or community identity, history and
legacy
◦ Protect rights, property and identity of our citizens
 Identifying archival records
◦ Georgia Archives – all older than 1900
◦ Retention schedules – identified for permanent retention
◦ Document your essential functions and special projects
 Safeguarding archival records
◦ Stable environments
◦ Protect against theft, destruction, alteration
◦ Disaster preparedness and recovery
 Duplication
 Evacuation and Recovery priorities

16. Vital/Essential Records
 Vital records are “any record vital to the
resumption or continuation of operations”
 What are your vital records based on your
essential functions?
◦ Are they duplicated or backed up?
◦ What are your evacuation priorities?
◦ What are your salvage priorities?
 Make vital records part of your disaster plan
and your Continuity of Operations Plan
(COOP)

17. Disaster Planning and Preparation
 Identify Potential Risks/Disasters (big and small)
 Identify mitigation steps: can start with small steps
 Have a disaster plan; update regularly; practice with staff
 Archival andVital Records may not be the same; both should
be considered in your plan
 Recovery Resources:
◦ “ERS: Emergency Response and Salvage” app for smart phones
◦ HERA (Heritage Emergency Response Atlanta):
https://heraatlanta.wordpress.com/
◦ SHER (Savannah Heritage Emergency Response):
https://sheronline.info/resources/
◦ Society of Georgia Archivists:
http://www.soga.org/resource/disasterprep

18. Questions?
Luciana Spracher
Lspracher@savannahga.gov
(912) 651-6411