Managing Voicemail
State agencies and local governments should determine:
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Managing Records
Managing Email Records
- Can I use email for non-business purposes?
- How can I ensure that official records and important information in email is accessible?
- What do I do with trivial and duplicate messages?
- Are email messages private? Are they secure? Do I have to provide public access to my email?
- Who is responsible for managing email records?
Identifying Email Records
Identifying which emails are records and which are not can be difficult. Asking yourself the following questions can help you pinpoint email records:
Electronic Records
Managing Electronic Records
Disaster Recovery
Disaster Planning
- Revisit your organization’s list of priority collections (vital records) and their locations.
- Verify your facilities’ layouts, paying attention to evacuation routes and locations of stairs, exit doors, fire hoses, water and CO2 fire extinguishers, emergency lights, alarm pull boxes, sprinkler shut-off valves, and first-aid kits.
- Hold a planning meeting with staff today.
- Know what's coming your way. Track the weather.
Disaster Management
The State Archives can assist you in preparing for disasters in order to safeguard your records. The Archives provides information on emergency preparedness, developing records disaster plans, gathering equipment and materials to protect records, identifying your organization's priority records, and attending disaster planning training. There are also grants available to local governments to assist them in developing disaster management plans. Visit our Disaster Planning page for more detailed information.
Active Records
While many records management and historical records programs have adequate and efficiently functioning filing systems in place, there are certain situations that warrant a reassessment of files management practices:
Introduction for Records Managers
Records management officers (RMOs) oversee and administer their state agency’s or local government’s records management program. They act as the program’s primary advocate and provide assistance and advice to the staff who create, receive, maintain, and use the entity’s records. RMOs, with the assistance of the State Archives, identify and assess their organization’s records, ensure that staff can easily access documents when needed, and legally dispose of them when they don’t.
