Managing Records

The Unified Court System has developed separate retention and disposition schedules for court records as well as guidelines for destroying court records. Courts are responsible for managing their records, including permanent or historically significant records, with the following exceptions:  

The State Archives authorizes the retention and disposition of state agency records and provides this authority through the issuance of records retention and disposition schedules. All agency records must be scheduled prior to destruction, temporary storage at the State Records Center, or permanent transfer to the Archives.

There are two types of schedules that state agencies may utilize:

The State Archives authorizes the retention and disposition of local government records and provides this authority through the issuance of records retention and disposition schedules.

You’ve laid the foundation of your program. Now take it a few steps further.

Here are some specific steps you can take to start implementing a successful records management program in your agency:

You’ve laid the foundation of your program. Now take it a few steps further.

Coordinate the Storage and Management of Inactive Records

Infrequently used, or inactive, records clutter valuable office space. Set up a secure, climate-controlled, inactive records storage area for your government (or continue to maintain one that has already been established). You may also decide to store records, particularly digital records, with a commercial vendor.

Here are some specific steps you can take to start implementing a successful records management program in your local government:

Contact your Records Advisory Officer (RAO)

The State Archives’ Records Advisory Officers work directly with local governments to address their records management needs. RAOs can do the following:

Welcome new local government records management officer (RMO)! If you are a town clerk, village clerk, or fire district secretary, your role as RMO is set forth in law.  RMOs for other local government entities are appointed by the appropriate chief administrative officer.

Here are your primary responsibilities: