I have been named Records Management Coordinator for my agency.
What are my responsibilities?
- Create the records necessary to document the activities for
which you are responsible;
- File those records in a manner that allows for safe storage
and efficient retrieval when necessary regardless of format;
- Store and properly dispose of records in accordance with
your agency’s records retention schedule.
You may contact Jan
Davis to enroll in the next Records Management Workshop
for Records Coordinators. The 2-hour program, held several
times per year, presents an overview of records management
and outlines your responsibilities as your agency’s Coordinator.
We have file cabinets and boxes full of records that the agency
does not need. Am I free to recycle or destroy them?
No. All public records are public property. They cannot be recycled
or destroyed without proper authorization. Use the agency’s
records disposition schedule as a guide to eliminating unnecessary
records. Prior to destruction, the agency’s Records Management
Coordinator must prepare an Agency Notice
of Intent to Destroy Records (ARC Form 4) for submission to
Jan Davis, ODL Administrative Archivist.
How long do I keep records?
Each record has its own disposition/retention schedule, which
indicates the minimum length of time the record should be kept.
A record’s retention period is based on its administrative,
fiscal, legal or historical value.
What is a public record?
Public records include documents, books, papers, photographs,
computer tapes or disks, electronic mail, video or audio recordings.
Public records may include:
- A document received or created by an agency in connection
with the transaction of public business;
- Information that contains value as evidence of an agency’s
functions, policies, decisions, procedures, operations, mission,
programs, projects or activities;
- Information fulfilling regulatory record keeping requirements;
- A document that contains a business action such as: what
happened, what was decided, what advice was given, who was involved,
when it happened, the order of events and decisions.
Public Records are defined by Oklahoma Statutes at 67 O.S.
Sec. 203. If you are not sure whether a record is actually
a public record, treat it as if it were and ask for verification
by contacting Jan Davis or your agency’s
Records Management Coordinator.
What is a Records Disposition Schedule? How do I obtain a current
Several publications, such as the General
Records Disposition Schedule for State Agencies and the General
Records Disposition Schedule for State Colleges and Universities
will help you identify which records to keep and the length of
time you should keep them. Your agency may also have its own records
disposition schedule that considers records unique to your agency.
Contact Jan Davis to obtain a copy
of your agency’s schedule.
How does an agency change its records disposition schedule?
To add records, complete and submit a Records
Inventory Report (RMD Form 1) to Jan Davis, ODL Administrative Archivist. She will answer your questions,
working with you to amend your agency’s schedule and obtain
approval from the Archives and Records Commission.
Jan will also work with you on recommendations for other revisions
to your schedule.
Where can we store records outside of our agency?
The ODL State Records Center has space available to store records
for agencies. The cost of this service is $.30 per month per
cubic foot box. The agency can transfer the records to the Records
Center and retrieve them as needed during normal office hours.
For further information, contact Jan
Davis or see Storing
Records at the State Records Center.
What are the benefits of a records management program?
- Maintain economy and efficiency, freeing up office space;
- Document action and decisions;
- Free up office space for other purposes;
- Allow for quicker retrieval of documents;
- Save money on time, space, equipment, staff time; and
- Comply with state and federal laws and regulations.
For further questions, location or office hours you may contact