Record Management System
RECORDS MANAGEMENT MANUAL
Wyoming State Archives Division of Cultural Resources Wyoming Department of State Parks and Cultural Resources
August 2009
CONTENTS
Introduction Records Retention Schedules: How Schedules Are Established Electronic Records General Schedules State Records Center: Purpose and Ownership of Records Active Record Systems Transfer of Records to the State Records Center Transfer of Records Scheduled for Microfilming Records Research and Retrieval Destruction of Records Timetable Archives and Historical Research: Transferring Permanent Records Evaluating Records for Historical Value Management of Records Scheduled for Permanent Retention Archival Appraisal Criteria Microfilming the Records: Document Preparation In-House Micrographic System Electronic Document Imaging Definitions 17 19 19 20 12 13 13 16 6 6 8 9 10 10 11 1 2 3 i
August 2009
INTRODUCTION
Records play a vital role in the overall operation of state government activities. They serve as an organization's memory, as a record of past events, and as a basis for future actions. No government activity can be accomplished with out the documented evidence contained in the records. By applying the principles of records and information management (RIM), we strive to assure this role is fulfilled. Wyoming Statute 9-2-410 declares, "All public records are the property of the state. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transferred, destroyed or disposed of, and otherwise managed, only in accordance with W.S. 9-2-405 through 9-2-413." The Records Management Unit of the Department of State Parks and Cultural Resources is founded on the law as cited. The unit's goals, functions, and services to governmental agencies and to the public come directly from the law and, because of the law, the unit is involved in all aspects of managing Wyoming's public records. The six goals of the Records Management Unit are: 1.
Wyoming State Archives Division of Cultural Resources Wyoming Department of State Parks and Cultural Resources
August 2009
CONTENTS
Introduction Records Retention Schedules: How Schedules Are Established Electronic Records General Schedules State Records Center: Purpose and Ownership of Records Active Record Systems Transfer of Records to the State Records Center Transfer of Records Scheduled for Microfilming Records Research and Retrieval Destruction of Records Timetable Archives and Historical Research: Transferring Permanent Records Evaluating Records for Historical Value Management of Records Scheduled for Permanent Retention Archival Appraisal Criteria Microfilming the Records: Document Preparation In-House Micrographic System Electronic Document Imaging Definitions 17 19 19 20 12 13 13 16 6 6 8 9 10 10 11 1 2 3 i
August 2009
INTRODUCTION
Records play a vital role in the overall operation of state government activities. They serve as an organization's memory, as a record of past events, and as a basis for future actions. No government activity can be accomplished with out the documented evidence contained in the records. By applying the principles of records and information management (RIM), we strive to assure this role is fulfilled. Wyoming Statute 9-2-410 declares, "All public records are the property of the state. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transferred, destroyed or disposed of, and otherwise managed, only in accordance with W.S. 9-2-405 through 9-2-413." The Records Management Unit of the Department of State Parks and Cultural Resources is founded on the law as cited. The unit's goals, functions, and services to governmental agencies and to the public come directly from the law and, because of the law, the unit is involved in all aspects of managing Wyoming's public records. The six goals of the Records Management Unit are: 1.