Fredrick H. Armstrong, Director, Archives & History Staff
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Transcript Fredrick H. Armstrong, Director, Archives & History Staff
Fredrick H. Armstrong, Director, Archives & History
Staff, Records Management and Preservation Board
Records Management for
Licensing Boards
Players/Partners
• Department of Administration
Helen Wilson, C.I.O.
Governors Office of Technology
558-5472 ext. 1066
[email protected]
• Licensing Board
• State Archives: Fredrick H. Armstrong
– 558-0230 ext 164
– [email protected]
Licensing Board Records
• Document the
Existence
Legal Functions
Administration
Policies & Procedures
Actions of Board & Staff
Members
Records May Be
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Paper, such as correspondence
Applications
Forms
Ledger Books
Cards
Member files
Microfilm or microfiche
Electronic: computer hard drive or disk
– Audio Tape or Disk
– Video or DVD
– Photograph
Records Management Authority
• 5A-8-1
• Title 148 Records Management &
Preservation,
• Series 12 Rules for General Administration
of Records Management & Preservation
Definitions,
Duties of Administrator, Agency chief
and manager,
Program development,
Electronic media
Records Management Authority
• 5A-8-1
• Title 148 Records Management & Preservation,
Series 13 Rules for Retention & Disposal Schedule
Record may not be destroyed without
Inventory of agency record holdings,
Retention Authorization Form
Retention & Disposition Schedule
Retire to Records Center, Transfer, Destroy
Life Cycle of Record
• Creation – either in office or received—
form does not matter INFORMATION
• Active stage – using regularly
• Inactive stage – infrequent use but
continues to have legal, administrative or
fiscal value to business operations
• Final Disposition:
– Transfer to Archives for historical value
– Destroy
Records Inventory
• Locate, identify, count (measure) all records
maintained by office in all places,
• Identifies all record series,
• Record functions or purpose,
• Volume, date span, arrangement (alpha,
numeric or other), current or obsolete, annual
accumulation,
• Format
• Unique or duplicate
• Statutory or suggested retention period
Record Series
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Board minutes
Board policies, rules, regulations
Correspondence
Membership cards & files, applications, renewals, license
Fees, receipts
Disciplinary actions
Hearings
Budget, audits,
Federal & state tax
Payroll
Purchasing orders, requisitions, transmittals
Inventory & maintenance
Personnel
Retirement
Workers compensation
Contracts
Record Values
• Administrative
• Fiscal
• Legal
• Historical
Inactive Records
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Occasional use or reference
Box in standard records box (10”x12”x15)
File folders but no hanging folders
Inventory contents, copy inside box and file for
reference
• Label box
• Store in suitable location for records (same as
humans)
• Sturdy shelving for boxes, limit stacking
State Storage
• Archives Services, Inc. (NOVA Records LLC
1545 Hansford Street
Charleston, WV 25311
346-8878
Deliver, pick up,
Index
Retrieve, fax (25)
Destruction services (shredding)
Meetings and Workshops
Board Members
Legislative Rules-Title 100, Series 1
Legislative Rules-Title 100, Series 2
State Code
County Records Management Manual
County Records Retention Schedules
Revised Land Book Retention Policy
Assessor
County Clerk
Sheriff
Forms
Authorization to Destroy Records
Circuit Court Records Disposal Report
Records Inventory
Records Survey
Records Transfer
Records Transmittal
West Virginia Courthouse Facilities Improvement Authority Report
Grants Program
Grants Recipients, 2004-05
Grants Announcement, 2005-06
Grants Recipients, 2005-06
Grants Announcement, 2006-07
Grants Recipients, 2006-07
Grant Guidelines, 2007-08
Grant Application, 2007-08
Grant Application Cover Sheet, 2007-08
West Virginia Archives and History
West Virginia Division of Culture and History
Copyright 2006. All Rights Reserved.
Summary
• A solid records management program begins with a records
inventory which allows staff to gain knowledge of office records
holdings and allows them to plan for future needs.
• Records are inventoried and scheduled in groups called
records series, which are identical or related records that are
normally filed, used, and disposed of as a unit.
• A records retention and disposition schedule is an essential
tool in establishing a sound records management program.
• By regulating the storage and treatment of records during all
phases of the records life cycle, the schedule also allows office
staff to more effectively manage records.
• It is important to remember, however, that even the very best
of records retention and disposition schedules is useless if it is
not systematically applied to all records listed.
Partners
• Department of Administration
Helen Wilson, C.I.O.
Governors Office of Technology
558-5472 ext. 1066
[email protected]
• State Archives
Fredrick H. Armstrong
558-0230 ext 164
[email protected]