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Gmca douglasville 2016-10-05_presentation

Luciana Spracher

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Gmca douglasville 2016-10-05_presentation

  1. 1. Introduction to Archives & Records Management Luciana Spracher, Director City of Savannah, Research Library & Municipal Archives
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 11. Georgia Archives – Local Government Retention Schedules
  12. 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. 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. 14. Records Disposition  Regular/Annual dispositions  Protect confidential information  Witnessed destructions  Document/log destructions  Stays/holds on destructions
  15. 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. 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. 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): ◦ SHER (Savannah Heritage Emergency Response): ◦ Society of Georgia Archivists:
  18. 18. Questions? Luciana Spracher (912) 651-6411