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Why Can’t We Just Shred all These Old Files?
Managing your records and complying with Louisiana Revised
Statute 44.411
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• State Agencies are required by law to have an approved Records Management Plan
• Plan must be reapproved every 5 years • ULM plan must be reapproved by end of 2012• Plan must go through the Secretary of States
Office, Louisiana State Archives – Records Services Division, Records Management Section for approval
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Previous Library Schedule
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New 932 Form
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Library Example
• Agency/Division/Section is University of Louisiana at Monroe/ Academic Affairs/Library
• Use of form – Renewal• Item Number – 9 each with unique retention
periods for in office, in storage and total retention
• 4 New Sections – Security, Archival, State Records Center and Vital Record ID code
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Abbreviations and Codes
• The form provides abbreviations and codes that must be used.
• If there are other agency abbreviations there is a place on the form for these.
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Security Status CodesP – Public Record - can be recycled,
discarded by landfill or by a more secure method of destruction
M – May Contain Confidential Information – should be discarded of in a secure manner such as shred or burn and may require reaction before public can view record
C – Confidential Information – defined by State or Federal law, Record should be protected from unauthorized viewing and should be disposed off in a secure manner
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Archival Processing Codes
• A – Transfer to State Archives• R – Retain in Agency Archives• S – Review by State Archives• O – Other (Specify in Remarks)
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State Records Center Use
• Y – yes• N – No
• We currently keep records either in office or in the records center at the ULM Library
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Vital Record Identification Code• V – Vital – these records are needed to operate
within the first 30-45 days following a disaster• I – Important – these records are eventually
needed to resume operations after the first 30 – 45 days following a disaster
• U – Useful – loss would cause only minor inconvenience to the organization. These records usually have short retention periods or can easily be reproduced from other sources
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Library Example
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Changes
• Four Columns that provide a place for Security Status, Archival Status, State Records Center Use and Vital Records Identification
• Standardized abbreviations for retention periods included at the bottom of each page.
• As the Records Officer, I sign as Agency Approval and date the form before sending to the Secretary of State’s Office for final approval
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Remember
• All Departments must have a new Records Retention Schedule submitted by November 30, 2012.
• All schedules must be on the new form• Once approved, all maintenance of records must
follow the new form• Contact Cyndy Robertson [email protected] or
342-1054 if you have questions or need further training